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Paperless: Changing the Work System in Institutions to Save Paper

Hyundai Motorstudio Senayan Park 2022.07.13
Paperless: Changing the Work System in Institutions to Save Paper

In the midst of intense market competition and uncertain economic conditions, cost efficiency is the key to business success. One of efficiency in this case is paperless or reducing paper usage.

Supported by digital technology, most of today's business activities have implemented a paperless system. Many companies are experiencing the tremendous benefits of doing a paperless process.

However, there are still some types of businesses that are worried or hesitant about switching from traditional processes to paperless digital processes.

Creating an efficient work system with paperless

Actually, switching to a paperless work system is not difficult. In fact, it can be done gradually so that employees or company management are not too awkward and intimidated. Reducing or limiting the use of paper in daily business activities will greatly save costs.

Here are some examples of paper-saving or paperless work systems.

1. Online Accounting Software

Handling bookkeeping and business accounting, of course, will require many sheets of paper. To be more efficient and reduce paper usage, use online accounting software. Cash flow and inflow transactions can be recorded automatically to reduce manual errors.

In addition, online transactions are also faster and make tax management easier electronically.

2. Cloud Storage

In the midst of the digital era, avoid storing paper-based files or documents. Use Dropbox, Google Drive, or other digital storage. When a natural disaster or fire occurs, the paper is at risk of being crushed, torn, or even eaten by termites.

This can cripple business activity for months. So, it often causes the entire business process to stop. The paperless system at the institution makes file storage more secure and can be accessed online at any time.

3. File Digitization

Convert paper-based files to digital files to reduce the amount of paper used. For example, you can start by scanning all paper documents. Some paper scanner applications such as ccScan or Abby Scan.

Organizing or searching for files in the form of digital files is much faster than looking for piles of paper in a filing cabinet. Don't forget, digital copies must also be kept private to reduce the manual workload of scanning documents.

4. Project Collaboration App

Some institutions or offices still use paper in their work. This traditional method looks easy, but is less cost efficient. The good news is that there are now many project collaboration applications that allow teams to collaborate with each other on a single project. Examples such as Trello, Asana, and others.

Paperless or paperless offices create a digital footprint that is easy to trace and cannot be easily lost. Managers also find it easier to monitor collaborations that occur in real-time. So, if there is a problem with the project, it will be handled quickly.

If in the past, work schedules were still recorded in the calendar or agenda book, now all team tasks, task lists, calendars can be managed online. Everyone on the team can monitor the project schedule and maximize efficiency.

Benefits of implementing a paperless work system

Technology makes paper use less and less. Instead, there are many benefits to be gained. Among them:

1. Speed up File Search

Organizing or drafting paper manually will take time. In addition, piles of paper make the office look messy and at risk of being eaten by termites.

It takes at least 30 minutes just to keep track of the document archives in the warehouse. Meanwhile, tracking digital files on a computer only takes seconds.

2. Collaboration

Digitizing or paperless gives the entire team the access it needs to the database at all times. However, if you implement a paper filing system, it will be a problem when the admin is sick or on leave.

Paper-based processes can reduce productivity and potentially reduce customer service.

3. Neat Work Environment

Have you ever seen an office full of paper piles and looks messy? This greatly reduces the credibility and trust of customers. On the other hand, a neat and paperless office looks more modern and professional.

Employees who work become more comfortable and productive working in an organized office.

4. Efficiency Improvement

Efficiency is at the heart of any business success. Because of this, paperless means less time spent on administrative work and more focus on important core tasks.

Organizing and completing paper documents can be very time-consuming. However, with digital technology, document management becomes faster and more automated.

5. Reduce costs

Most importantly, a paperless office can save you money on printer maintenance, ink, toner, shipping costs, physical storage, and much more. In fact, the average company can save IDR 1 million ($80) per employee when switching to a paperless system.

6. Data security

Paper documents containing sensitive data are highly vulnerable to leaks or theft. However, digital files offer a higher level of security. There are different layers of security, encryption, passwords, and specific admin privileges. So, not everyone can access sensitive files or documents.

7. Eco-friendly

Reducing dependence on paper, making companies implement sustainable lifestyle . The average employee uses 10,000 sheets of paper per year. Companies can contribute to environmental sustainability by reducing the amount of paper used.

Apart from paper, printer cartridges and ink are also not environmentally friendly. The ink contains harmful chemicals. If thrown away, the ink can contaminate water and damaging soil environmental ecosystem .

There are various kinds of technology that companies or institutions can use to save paper. The paperless work system makes files more accessible at any time, saves space, and reduces manual work.

What do you think, is your business ready to switch to a paperless system?