Paperless Office

6 Things You Should Be Storing in the Cloud

A case can be made that there is no more powerful an online tool for business than “the cloud,” a term for online storage services that allow you to access your scanned documents from the Web.

cloud staorage
cloud staorage

After all, when cloud services allow you to virtually expand your office to reach anywhere a laptop or mobile phone can go, that is nothing short of a game changer that brings the paperless office closer to reality.

Consider how much you would benefit from having these six types of scanned documents stored in the cloud:

1) Business Correspondence

Letters and emails that go back and forth between you and clients, correspondence that outlines key dates and milestones in a business relationship, and other business correspondence is ideal for cloud storage.

This ensures this data is not only safely backed up, but it allows you to easily share it with relevant parties. These documents will even be accessible no matter where you are, making it easy to reference them from anywhere.

2) Multi-User Documents

If you’re collaborating on a document with others in your company, cloud storage is the way to go. At one time, such documents would be traded back and forth by email.

This was not only cumbersome and inefficient, it was also a recipe for disaster, with it being far too easy to accidentally access an older version of a file. When everyone is working from the same document, such disasters can be averted.

3) Calendars & Schedules

Giving your staff or partners easy access to calendars and scheduling documents keeps everyone on the same page and ensures everyone is working from the same game plan. It should go without saying why that is a major boon for your business.

4) Site Photos

For contractors, real estate agents, and others, the ability to make photos of job sites or real estate locations easily available via the cloud can make life far easier.

They can also be shared so that sales staff can use them as examples for potential clients, other work crews can use them as reference, and so on.

 

5) Price Lists

An invaluable resource for a wide variety of reasons, cloud-based storage of company price lists allow staff to have this vital data available at all times.

No more calling back to the office to check on their numbers, accidentally giving clients the wrong information, and so on. The latest can be shared with everyone who needs it.

6) Password Manager Files

If you use a password manager program, you can consider backing up the program’s database to the cloud – provided it’s fully encrypted, of course.

That way you’ll be able to access the web services you use no matter where you are without having to remember the password. It also serves as a valuable backup.

What are YOU sharing or storing in the cloud that has changed the way you do business? 

4 Ways Your Business Benefits From Going Digital

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.

New laptop on a table at modern office
New laptop on a table at modern office

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?

4 Ways Going Digital Benefits Your Business

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. 

New laptop on a table at modern office

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?

Why Your Business Needs a Paperless Office

paperless office It wasn’t that long ago that the notion of a paperless office was a bit of futurology, a glimpse into a future that was a little out of our grasp. In some ways it sounded like science fiction. Business as we knew it would be forever changed, went the claim, making life easier for everyone.

Yet to our great surprise, the futurists were right. That future is here.

If you want a greener office, easier ways to deal with stringent HIPAA requirements, better security surrounding your corporate information, and more, the promise of the paperless office is now reality.

And yes, it can revolutionize the way you do business.

These days, document scanning services are common and help companies digitize years worth of records. In addition, software to make inventory and billing more streamline is also more affordable than ever. Finally, businesses that have to track loads of data have more tech options at their disposal than ever before.

One thing that is important to understand is that the term “paperless office” is kind of a misnomer. Most businesses can never go 100% paperless. As all small business owners know, government documents, employee forms, and more may still need to be done on paper, even if you’re trying to go greener.

You don’t have to be enslaved to reams of paper like in the past, though. Modern businesses are shifting towards doing business in the digital realm more and more, both because it saves them a lot of money and because it helps their business operate more efficiently.

call to action How much more efficiently? When you back on how much time it takes your staff to retrieve sort through paperwork, you help them work faster than they ever had before. As a result, your clients and customers will walk away more satisfied with the services you provide.

You can’t put a price on that.

The big roadblock for small businesses in transitioning to a paperless existence is scanning all those documents. Those projects take time. They take labor. They take money. Few small businesses can spare the staff for such a project.

Thankfully, there are organizations that do this kind of work to take it off the shoulders of small businesses. They convert stacks of paperwork into databases that help you move your business into the digital world.

It’s a good move to make. Most of the business world has been transitioning more and more to the digital realm. To survive in the marketplace a few years from now, you’ll need to be wired into it. If you’re not, you’re going to be left behind.

So are you ready to make a move towards the future and go paperless?