Let’s be honest, it’s a project you’ve been thinking about but you’ve been putting off: scanning in all those contracts and records and business documents. You know it will be a big job. You know it will be helpful in the long-term. But wow, what a task! Don’t look at it that way. Instead, look at these five incredible reasons why document scanning will not only make life easier for you, but why it will save you a ton of money:
1) It Makes For Better Customer Service
No matter the nature of what you do, you want to offer the best customer service possible. That’s a given. Giving your customers a smooth, painless experience is one of the best ways to accomplish that. You want their phone call and/or visit to be quick, you want them to get satisfaction as fast as possible, and you want them to walk away happy.
Waiting around while the person helping them digs up a contract from two years ago or a medical document from four years ago is NOT going to make them happy.
The rapid response they can get when all your documents are scanned into the system, however, will result in a much happier client.
2) Employee Productivity Will Be Boosted
The bane of any administrative assistant or office work’s existence is paperwork. No matter how organized your office, no matter how good your employees, hunting down documents is going to eat up more of their time than should be necessary. Having all that paperwork right at their fingertips will let them worker smarter, not harder.
3) You Will Slash Your Operating Budget
In a paperless office that has put a good document scanning system into place, you won’t need to watch as countless hours are tossed away looking for paperwork that could have been found in a few seconds rather than a few minutes. Just do the math on our online calculator and this is apparent.
If it normally takes five minutes to find a key document in your old filing cabinets, and it instead takes 10 seconds when that document is scanned into the computer, an employee will have saved 100 minutes of work per day (based on having to retrieve 20 documents per day).
More math: At $12 per hour, you’re going to save nearly $5,000 per year on that employee alone.
4) Your Key Data Will Be Secure
These days, you hear a lot about “identity theft” and corporate espionage and the like, but you know what? The truth is that the biggest vulnerabilities for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and ANYONE with business secrets to protect – is what some call the “analog loophole.”
When it comes to your day-to-day business, the “analog loophole” is not what you expect: it’s your paperwork. It’s your printed documents. Rummaging through dumpsters may not make the news anymore, but it’s still the primary way people get access to key data about you, your employees, and your customers. It’s how they clone your checks, how they get your bank account and social security numbers, and more.
In other words, if you think protecting your business from digital thieves is a digital game, you’re wrong.
5) It’s Environmentally Friendly
This one is obvious, isn’t it? When you convert to a paperless office, you create an environment that is “green.” You lower your impact on Mother Nature, you use up fewer resources (which makes this one of the most beneficial money-saving office tips), and you let people know that you care about our collective future. The value of that can’t be measured!