In 1978, Frederick Wilfrid Lancaster, an information scientist envisioned a “paperless society”. Thanks to emerging suite of tools that have enabled businesses to realize this vision. The paperless technologies are helping businesses to lighten their workload which not only saves money but also conveys a great message to potential clients and customers.
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Here are a few innovative ways to cut down the paper weight out of office:
1. Hassle-Free Document Sharing:
Easily share files and documents without that run to the printer. With Google docs, get real-time collaboration and chat option. This free service by Google enables businesses to share the document with up to 200 resources and 50 people can work upon it at the same time.
Another popular tool Basecamp offers document sharing and collaboration. It enables to reserve conversations, documents and emails. But, unlike Google docs, it does not permit multiple users to edit the document at the same time.
2. Online Bill Payment & Paperless Statements:
Processing office finance online enables business to make payment promptly and tracking is much simpler. This allows you to spend less on envelopes, postage and employee time coordinating mailings, cheques, receipts and invoices. Smartphone apps like Square enable to accept payments. Many banks provide customers incentives to operate accounts online and also receipts can be emailed instead of getting it printed.
3. Simplified Scheduling & Fixing Appointments:
Free service providers such as Doodle enables easy scheduling of meetings, automatically synchronize appointments with the calendar. Another tool Team viewer allows owners to access office computers remotely 24/7 from any smartphone or computer.
Team Viewer provides features such as screen sharing during transmitting videos, teleconferencing, presentations, accessing whiteboards and other VoIP features. The need for taking the printout of the documents while making the presentation is not a necessity anymore. While demonstrating the idea, take the control of colleagues’ laptop and simply upload the slides to Google drive or Dropbox in order to provide access to a saved digital copy.
4. Knock Out the Use of Traditional Scanners:
In spite of the popularity of digital and online solutions more and more companies are banking upon traditional scanning and faxing modes. The emergence of an excellent app TurboScan allows users to use camera as a scanner and for simplified emailing instantly convert captured images into PDFs. Another scanner app for android and iOS Scanbot can also perform scanning easily and quickly.
A bunch of smart tools have been gifted by technology to simplify work and help companies reduce paper waste. Every single step towards building a paperless office not only saves time and money but also, enable efficient and smooth running of the business.