Given the already unrelenting amount of economic strain that small businesses have been under in recent years, it’s perhaps no surprise that the notion of cultivating an ‘eco-friendly’ workplace, has been somewhat subdued in recent years.
With the continuous gloom surrounding our economic climate seemingly unable to subside, any residing efforts to strive towards easing businesses’ environmental conscience has usually tended to fall by the wayside, as cost cutting efforts have been deemed a higher priority. After all, how can you invest in a paperless workspace when you’re having enough trouble trying to run the office in the first place?
Yet a common property of the eco-friendly office is that if approached with the right tools and the right attitude, an environmentally friendly workspace can in fact save your business money as well as streamlining efficiency. It’s all in the matter of how it’s done.
Understanding the wider benefits of cutting down on paper
The entire concept of evolving your office into an environmentally friendlier beast can often bring with it a series of negative conceptions and clichés. But far from simply giving your company enriching, green credentials, looking to rid your workplace of paper can produce some real, efficient benefits.
If your business has to deal with an almost unrelenting slew of documents, the chances are that sooner or later, you’re going to have to start investing in a means of storing that abundance of paper. While storage issues can eventually cause companies a real headache over time, actually accessing the information you need from within an extensive archive of paper can really cause issues from both an administrative and organisational perspective.
Reap the rewards of digitalisation
It’s fair to say that digitalisation probably isn’t the first concept on the minds of businesses that are looking to inject efficiency into their set-up while saving costs along the way. When looking to move everything from invoices to client files or service records to employee information off paper and into the computer, however, your company can discover unprecedented benefits.
From a purely environmental perspective, the digitalisation process from paper to hard-drive allows you to recycle the thousands of documents and letters that your business will receive each year, helping your business do their bit to maintain a healthier planet, while trimming down on storage costs. From a financial perspective, the seamless administrative ease the digitalisation process will afford your firm will help you save both time and money.
Discovering document management systems
Perhaps the easiest and most effective way of digitalising your office, is through the means of using a document management system. A good document management system such as that offered by Neopost will allow you to scan up to several thousand documents a day into an accessible database which allows your business to electronically manage mail, invoices and just about every document that has arrived on your doorstep in paper form.
Generally simple to use and with recent technology even boasting remote accessibility, a digitalised archive will see you accessing the information you crave in a number of seconds rather than minutes, serving to eliminate the series of organisational issues that can often arise within a back catalogue of stored paper documents.
For some businesses, the immediate financial outlay that comes with having to digitalise their mail and wider documentation, might not necessarily be of mass appeal. Striving towards creating a more environmentally friendly workplace isn’t an effort that produces mere credentials though; it’s one that has the capacity to produce real savings for your company. With long term-planning, it could be an investment well worth making.