Small businesses that have recently entered a saturated industry must exert more effort to compete against other established and well-known brands and companies. It’s vital to gain a market share and stabilize your foothold within your target market. However, beating these giants can be difficult, considering their tenure, expertise, and high authority in the sector. One effective way is to build your startup business to become a paperless organization.
Nowadays, individuals and companies have increased awareness of how daily life’s processes and demands affect the planet. Natural disasters and global warming have urged numerous businesses to shift to a paperless work process. As a startup owner who wants to offer something innovative to your staff and customers, you should join this bandwagon and reduce your impact on the environment.
If you’re a bit confused about where to start, here are some ways you can practice so you can be a paperless startup business in no time:
- Utilize Document Management Software
Your first step should be to invest in quality scanner software if you plan to be paperless. Getting your business off the ground will require you to digitize documents, so it’s best to invest in high-quality document management software early on. Simply put, document management systems automate and streamline the management of documents.
If your company is considering purchasing a document management system, you may wonder which method will be the most secure and safest. Document management systems use information security management techniques and digital security certifications. Ensure that you’ve chosen the most suitable software that executes your business needs and demands.
The system helps in the efficient routing of documents. Naturally, additional edits will be necessary during the routing and approval processes. Many document management systems also include tracking and time-stamp technologies to make tracking documentation easier. Thus, consider the features and functions you need for your startup when choosing the right document management software.
- Get Rid Of Printed Reports And Presentations
Replacing printouts for reports and presentations with information sharing technology is another essential tool in transitioning to a paperless business. Imagine how many trees you can save when you finally stop printing paper documents daily. Likewise, the cost of providing printed presentations is high, they may get damaged or lost, and remote workers may find it difficult to access them. Hence, you can start by creating better presentations that get results and get rid of prints.
Business meetings can utilize alternative options to be digitalized with their minutes, copies, and meeting essentials. Slideshow presentations can be implemented, with employees having electronic documents on their computers for further viewing later on. Meanwhile, remote workers can take advantage of videoconferences and screen-sharing options. The minutes and meeting agenda can all be sent via email, too. You can store meeting content on the cloud so your staff can access them easily.
All those with access to the documents can add notes once the documents are shared. You can even select only those allowed to modify changes in the documents, while the rest can only read and view the files.
- Get Into Cloud Systems
Aside from going paperless, make use of cloud computing technology. Sharing data in the cloud will tie up your loops and make business operations more efficient. Cloud storage protects your personal and business files against discrepancies, losses, and theft.
Enterprises don’t have to worry about retrieving data physically because authorized parties receive relevant statements electronically. Security measures can help protect digital content so that you won’t worry about hacking and other cybercrimes. Businesses can use this technology in a paperless environment.
- Share Documents Online
If you want to share documents between team members or clients, adapt the online document-sharing apps or software. Online editing of these documents is possible, and colleagues can even interact while viewing the document. They come with many ways to organize all your files, and as long as your employee has internet access, they can access them anywhere and anytime.
- Digitalize Payments And Billings
Most services today provide paperless billings as an effective effort in saving the environment. E-billing helps reduce paper waste and simplifies the payment of bills. Therefore, while you’re receiving these bills from your vendors, it’s time to practice the same billing method with your customers.
Send them an electronic invoice via email and allow them to pay for your products and services online. Turn your office into a paperless environment by executing this viable and easy tip. The electronic flow of information used for digital payments helps safeguard personal and business financial data.
- Transact Businesses Using E-Signatures
Paperless workplaces no longer require the printing of large documents for signature purposes. Contracts nowadays can accept electronic signatures, so there’s no need for them to be printed out and mailed or require a physical meeting for an actual signing.
Getting electronic signatures eliminates this time-consuming and expensive process. Your POS system may already support e-signatures.
Moreover, in many businesses that try to limit physical contact between people, e-signature technology is increasingly popular because it allows you and your clients to review and sign documents remotely.
- Take Advantage Of Useful Devices
One hurdle for your staff to overcome is the difficulty of doing everything on limited devices. Because you’ve been using more digitalized apps and software, investing in more technology tools and gadgets has also become a typical move for businesses. For instance, take notes on tablets next to your main setup to use different appliances for different tasks.
You won’t need to worry about keeping a notebook with you or jotting down agendas all the time. These same notes will be available on all your devices. Furthermore, paperless does not always mean breaking the bank to buy expensive equipment and devices. One alternative is to use a whiteboard and projectors for meetings and presentations.
- Consider Using Online Fax Service
Most office tasks are now completed paperless, and faxing will always be integral to that digitalized shift. However, you may still have clients or vendors using fax machines. In this case, subscribe to a reliable online fax service so you can continue sending faxes to your conventional clients in a guilt-free manner.
Conclusion
Adapting to a paperless environment can be more challenging for established companies. However, for a business that is just starting, it’s best to take advantage of it early on and begin your operations seamlessly through paperless systems and processes. The tips here will indeed support and guide you on this journey.
