6 Benefits of Going Paperless
July 8, 2019
No doubt you’ve heard about the “green movement,” which urges everyone and their uncle to “stop using paper to save the environment.”
But did you know that printer and paper costs are the third-highest expense to an office, after rent and payroll?
By yielding to our green friends’ advice, we stand to reduce paper waste, improve efficiency, and prevent unnecessary printing expenditures.
To learn more about how our printers and copiers are holding us back, read on for the top six reasons why going paperless can improve efficiency and increase profits for your business.
1. Boost Customer Happiness
Happy customers mean more customers—and repeat customers. But did you ever think about how eliminating paper can make your customers happier?
It shouldn’t be any surprise that most people hate filling out paper forms—especially when it’s necessary to input the same information into multiple forms, one after the other. Digitizing the process—and, better still, letting them fill forms out at home—can help to dramatically improve your customer satisfaction rate.
Remember, happier customers mean higher profits. So if less paper means happier customers, it’s probably a good thing to try.
2. Stop Looking for Lost Papers
Did you know that, over the course of our lives, we end up spending roughly six months just looking for lost objects?
And how often do you imagine those missing objects must be printed documents?
To improve efficiency (and to literally help add half a year to your life), you can stop looking for papers altogether by digitizing and filing away all of your information on computers. That way, every document you could possibly need is just a few clicks away. And even if the document wasn’t filed correctly, all you have to do is guess a handful of the words within the document to successfully run a search for it.
Also, let’s be honest—it looks a lot more impressive to customers and clients when you calmly click through your computer files, than when you rummage through file cabinets.
3. Avoid Distributing Papers Among Employees (and Trying to Read Terrible Handwriting)
When important business information is in a digital format, it’s very easy to share with everyone in the office—or even across the whole company.
If that important information is printed on paper, on the other hand, it’s not nearly as simple. At the very least, someone has to scan it—every page of it—in order to send it by email. At worst, someone has to make multiple copies, and then try to get each employee their copy without losing track of anything.
Let’s be smart about this: don’t try to use paper to convey important information across a company. Especially not when there are forms involved that your employees then have to fill out—goodness knows they don’t teach penmanship in schools anymore.
4. Give Your Customers All the Right Feelings
Again, happy customers are repeat customers (not to mention your best marketers). Going paperless gives your office, your staff, and your entire business the sense that you’ve got it all together—a detail that no frequent customer is likely to miss.
When each signature is taken with a touch tablet and there are no scattered papers or bulky file cabinets, customers aren’t just impressed—they might be thrilled.
5. Stop Being Hassled by Mail
Sorting mail might not take the largest chunk out of your day, but chances are it’s still a tedious task. Why deal with all that paper mail when so much of it could be sent and received electronically?—or eliminated altogether?
Opt out of receiving paper copies of bills and bank statements. You can also take steps to opt out of receiving most of the “junk mail” that circulates across the country.
Save the Environment—and Not Just in the Ways You Expect
We’ve all had it drilled into our heads by now that paper is of the devil—paper destroys trees, which provide oxygen and animal habitats, etc., etc.
But did you know that saving trees is possibly the smallest environmental impact of going paperless?
Ink and ink cartridges are made of oil and some seriously toxic chemicals. And every second, 11 ink cartridges are thrown away, and are allowed to pollute earth and water with volatile organic compounds and heavy metals.
Whatever way we look at it, going paperless doesn’t just improve the health of the environment—it can also improve efficiency for your business, and your life.