631-905-9617    Get SUPPORT

Suffolk Computer Consultants Blog

Suffolk Computer Consultants has been serving the Speonk area since 2013, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

Tip of the Week: How to Phase Out Paper

Tip of the Week: How to Phase Out Paper

Paper is expensive, but it’s not like you didn’t know that already. In addition to the costs that frivolous paper usage can have to your business, there’s also the environmental impact to consider. Making a few changes around the office can help to reduce your dependence on paper to conduct business, as we’ll review in this week’s tip!

How to Start Going Paperless
As with most elements of business, going paperless will require a little more than just taking it off of your vendor order forms. With a change to something so fundamental to the office, you have to be ready for whatever pops up, which means you need a step-by-step strategy to follow.

Step 1: Identify How Paper is Currently Used
The first step you should take is to identify how paper is being used, filed, and stored. Ask yourself:

Are unnecessary duplicates of data being produced, only to be disposed of? Are your file cabinets filled to bursting with copy after copy of a data set, with only incremental changes between each version? Are you sacrificing needed office space to paper storage?

Knowing the answers to these questions is the first step to creating a plan that eliminates these issues.

Step 2: Leverage Available Solutions
Naturally, in order to properly go paperless, you need to have something to take its place. Innovations in office solutions have largely eliminated the need for you to utilize very much paper at all.

Between digital signage, document scanning, advancing your equipment to allow for such processes to be adopted, and all the other solutions that assist you in going paperless, the initial cost may be considerable. However, the capital you are likely to save in the long run can help make up for it. This also allows you to leverage a cloud solution to store your documents, potentially allowing an increase in productive hours, and helping you to keep files organized and accounted for.

Furthermore, using the cloud and other digital solutions provides a higher level of data security than the antiquated physical document storage could. While certain rules, requirements, and user roles can be set to allow or deny access to certain cloud files, all it takes to access a physical document in a file cabinet is a simple key - and that’s assuming the cabinet was properly locked after it was last accessed.

Step 3: Engage Employees
Like any change around the office, the most important step is quite possibly to get your employees to use it. Remember, they have grown accustomed to doing things a certain way, which means that they are most likely comfortable with that method. To get them to make the switch with minimal resistance, you should not only patiently train them to use their new solutions, you should add some incentives to motivate them to embrace the changes.

Of course, you will undoubtedly encounter some resistance of some kind during your switch to paperless. All you have to do is stick to your guns and try to make the change as seamless as possible.

What other initiatives have you launched in your office? Tell us about them in the comments below, and if you’re interested in going paperless but need some assistance, reach out to Suffolk Computer Consultants at 631-905-9617!



No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Monday, June 18 2018
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Tip of the Week Security Best Practices Cloud Privacy Business Computing Technology Cybersecurity Malware Managed IT Services Network Security Backup Communications Hardware Ransomware Business Microsoft Outsourced IT Hackers Wi-Fi Passwords Android Software Productivity Save Money Business Management Smartphones Alert Email Twitter Google Smartphone Social Media VoIP Internet Applications Computer Communication Router Hosted Solutions Tech Term Small Business Innovation Employer-Employee Relationship Miscellaneous Data Backup Government Windows 10 Cloud Computing Data Management Patch Management Bandwidth Vulnerability Phishing Collaboration Microsoft Office IT Services Excel Office VoIP Mobile Devices Business Intelligence Settings Password Data Data Breach Apps Productivity Gadgets Remote Computing Tip of the week Virus Browser Battery Word Internet of Things VPN User Tips App Artificial Intelligence Automation Virtualization How To Wireless Cost Management Politics Physical Security Managed IT Services Holiday Cortana Business Continuity Scam Efficiency Retail Blockchain Hacking IT Support Chrome Access Control Computers Office 365 Website Remote Monitoring Workers Saving Money Analytics Paperless Office Data Recovery Spam Mobile Device Management IT Support Wireless Charging Data Protection Windows Gmail Law Enforcement Tech Terms BDR Cybercrime WiFi User Security Remote Control Technology Tips Printers Database Google Maps HP Hiring/Firing Facebook Disaster Recovery CrashOverride Downloads Server Management Backup and Disaster Recovery Business Technology Cleaning Spam Blocking Big Data Tactics Document Management Telecommuting News Trends SSD Sales Email Management Internet Explorer Digital Millennials Smart Technology Telephone System Education A.I. Machine Learning Inventory Tablet Staffing Threat Edge Managed IT Service Server Movies Botnet Telecommute Mobile Security Knowledge Information Technology Printing Laptop Telephony Files Remote Support Unified Communications Data loss Operating System Comparison Google Drive Biometrics Paper Marketing Voice over IP Entertainment Hosted Solution RAM Staff Environment WannaCry Specifications Recovery Access Ink eCommerce Work/Life Balance Maintenance Apple Copy Microsoft Teams Websites BYOD e-waste HIPAA Conferencing Multi-Factor Security Licensing Antivirus Phone System PowerPoint IT budget Online Shopping iPhone Paste Networking disposal Hard Drive Content Filtering Hard Drives Company Culture Travel Sports IT Management G Suite Managed IT Dongle Automobile Value Office Tips Processors Two-factor Authentication Live Streaming Gadget Connectivity Lead Generation File Sharing Telephone Systems Tech Support Printer Server Spyware User Tip Dark Web Spotify WhatsApp Safety Shortcut Streaming Media Network Attached Storage Virtual Assistant HaaS Hybrid Cloud The Internet of Things Vendor Management Budget Unified Threat Management Competition Fun Scheduling Samsung Users Current Events Computer Care Upgrade Instagram Net Neutrality Search Gaming Console Windows 10 Freedom of Information Presentation Video Games Yahoo Worker 5G Television Wireless Technology Managed Service Provider IBM Hacker Printer Autocorrect Customer Relationship Management Avoiding Downtime Emergency IP Address Dark Data Leadership Customer Service Mobile Office DDoS Personal Information Managing Stress Domains Money Network Employer Employee Relationship SaaS Public Speaking Scalability Lithium-ion battery Synergy Augmented Reality IaaS Bring Your Own Device Encryption Credit Cards Emoji Mobile Device

Newsletter Sign Up