As a business owner, you make executive decisions every day that are all carefully planned to help streamline operations and cut costs. Whether you are getting the best price on supplies from a vendor or analyzing your current staffing system, you know that every little bit counts for maximizing profits. Yet, overlooking the costs associated with using outdated paper-based communications and record keeping methods is one of the biggest mistakes you can make. During your next planning session, make sure to consider these benefits of having your business go paperless.
Provide Mobile Employees With Instant Access to Information
Today, most companies have employees actively working outside of the office, whether they are performing sales calls in the field or working from home. With paper documents, it’s virtually impossible to get information instantly, and having to wait on a file or finish a task hours later bogs down productivity. Digital collaboration tools make it easy for your mobile employees to update contracts, collect customer signatures and even manage billing services from any location.
Improve Data Security
Your customers will always be concerned about their privacy and how their information is handled. Too often, paper files are thrown out with the trash or left vulnerable to unauthorized people filing through the pages. With cloud-based document storage, you can choose programs that maintain high levels of security that only let the information be displayed to those with the credentials to gain access. Sensitive files can also be encrypted during their transfer to prevent data breaches.
Demonstrate Environmental Responsibility
Customers notice everything about your company, and paper waste is one issue that causes people to lose respect. There is no reason to fill your customers’ mailboxes with fliers and letters that only get thrown away and waste valuable energy. Using digital communication methods such as a social media tweet or an email are more likely to be noticed, and your brand will earn points for taking sustainability seriously.
When you take a strong look at the bottom line, postage, filing systems and paper products all add up. Yet, you also need to consider the hidden costs that paper-based systems create. For instance, online billing saves you money over the long run that helps to increase profits by eliminating the costs of mailing out paper bills.
Improve Customer Communication
Customers today expect fast responses to their questions, and this can only be achieved by working with them directly in real time environments. While phone calls work, you can also reach out to your customers through email or online chats to establish a digital record of every interaction. This allows your employees to quickly see what has been done regarding each customer contact, and you can demonstrate commitment to customer satisfaction through prompt responses.
Eliminate the Clutter
Paper is a huge cause of clutter in office environments, and even organized filing systems take up large amounts of space that can be used for better purposes. Transferring paper documents to digital files allows you to free up room for your employees to work on tasks that increase the efficiency of your business.
New technology is constantly providing ways to increase the efficiency of your business by eliminating the burden of paper-based documents. From increasing security to enhancing communication with your customers, going paperless establishes your business as being committed to making positive changes that benefit everyone.