At one time, there was no business on Earth that could operate without shuffling a lot of paperwork. In many ways, paperwork was the lifeblood of business, containing all the data, facts, figures, plans, and information needed to keep the dollars flowing in and out.
That is no longer the case. Thanks to digital technology, document scanning, and changes in how we conduct business, the paperless office (or nearly paperless office) is a reality.
Many business owners assume the idea of a “paperless office” is only for tech, IT, and financial businesses; that it doesn’t apply to small and mid-sized businesses like theirs, especially if they deal with a lot of customers.
But that assumption is wrong. To understand why, you first need to understand how document scanning and paperless initiatives can benefit you:
1) Improves Your Customer Service
The nature of your business doesn’t matter, a general rule is going to apply no matter what: customer service is paramount.
You ability to succeed and grow begins and ends with your ability to service your clients’ needs. Going paperless can be a big boost in that regard. You can ensure their phone calls and visits are resolved quickly when the information they are looking for – copies of a contract, old medical records, past invoices, and so on – can be retrieved quickly and easily.
That means your customers will walk away happy, and happy customers are return customers.
2) Boosts Your Employee Productivity
No one likes to shuffle paperwork. The feeling is nearly universal: employees hate it.
When you eliminate paperwork and instead have all those documents at the tip of their fingers, however, you give your employees the ability to work smarter rather than harder. This lets them hunt down those old invoices, review that contract from two years ago, and so on with minimal effort.
And that will not only make them happy, it will make them far more productive, too.
3) Saves Your Business Money
A result of having more efficient employees is that your employees can do more with their time. You might not need as much staff, or they might not have to work as many hours. That has a direct impact on your bottom line.
You can do the math yourself and see: If your typical employee has to dig up 20 documents per day, and it takes five minutes to find each document, that’s over an hour and a half per day sorting through papers.
If it instead takes 10 seconds when that document is scanned into the computer, they will have saved 100 minutes of work per day. At $12 per hour, that’s nearly $5,000 annually.
The numbers don’t lie.
4) You’ll Enhance Your Security
When it comes to identity theft and electronic theft, the biggest vulnerability for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and so on – comes in the form of good old fashioned paperwork.
Rummaging through dumpsters is still the primary way thieves get access to key data about you, your employees, and your customers. It’s how criminals clone your checks, get your bank account numbers, and more.
By going digital, your data can be safely encrypted, keeping it safe from prying eyes even in the virtual world.
That kind of security is priceless.
Are you ready to take your business virtual today?