How to become a paperless office

Paperless technologies offer improvement in business productivity, cost savings and also allow for ease of collaboration within teams, thereby improving the utility, accessibility and quality of documents.

If you run a construction or trucking company which deals with paper-based processes, then here is the right solution for your business to save time, costs and boost productivity.

But you might be thinking it’s just too hard: how can you get all the invoices, records and other documents you have organised in the first place and stored digitally? And even if you do, how can you prevent the paper from piling up again?

It can all be done. Whether you’re in agribusiness, government, construction/engineering, sales and service, trucking or any other industry, a paperless office is possible.

What are the benefits of a paperless office - and is it even a good idea?

In short: many - and absolutely. Read the benefits of paperless document management.

Digital documents improves efficiency and productivity

How often have you rummaged through all your filing cabinets to find a document? Possibly spending hours frantically searching and either failing to find it or learning it’s at a different location, maybe even on the other side of the country?

Or what if you have found it and need to send copies to someone, but the copy machine is broken?

When everything is stored digitally, none of this is a problem, as you can find whatever it is you’re searching for in seconds.

You can also quickly send documents to people needing them: no more time trying to get that copy machine to work. In other words, you can get more work done in less time.

For example, the Civil Construction company, Schick, have developed custom apps with Tabral for a range of operational processes including timesheets, plant inspection checklists and truck scheduling.

This has helped Schick to replace paper time sheets with an electronic form on employees’ phones or tablets in order to remove inefficiency and provide real-time capabilities.

Cloud-based storage instead of filling the cabinets

Having all your documents digitised and stored in the cloud means there won’t be piles of paper everywhere. It may sound simple, but it also means fewer potential health and safety hazards: tripping and papercuts won’t be as much of a concern without paper.

Also, better document organisation and easier document tracking, as paperless document management systems provide a centralised repository for all documents.

Paperless document management saves cost

It helps to reduce costs in following ways:

Reduced printing costs: By relying on digital documents instead of paper, you can significantly reduce the cost of printing and supplies.
Decreased paper usage: Moving to a paperless office reduces the amount of paper and related supplies required, which can lead to significant cost savings over time.
Streamlined processes: Digital document management systems often automate many tasks, such as document routing and approval, which can speed up processes and save time and resources.
Better document control: Digital document management systems provide a clear history of document changes and approvals, which can prevent costly mistakes and ensure regulatory compliance, further reducing costs.

How do I make my office paperless?

Reducing your paper usage, or transitioning to a paperless office entirely, is not as simple as just not using paper anymore. But you can move to a digitised system by doing a few things.

Step 1: Invest in business software

One of the first and best things you can do is invest in a mobile platform to replace your papers.

Not just a system for keeping your documents organised and secure in the cloud and accessible anytime from anywhere, but a platform that works for mobile devices, and automates your processes.

A digital platform should also be customisable and be able to grow along with your organisation.

This way, as technology and needs change, you’ll be able to keep up because the platform will keep up for you.

Paper cannot transform in the same way - or really at all.

But does this mean you need to have Internet access all the time? Not necessarily. A platform like Kiwi-built Tabral can work offline with Android and Apple mobile devices.

You don’t need to know about coding or computer programming - it can be used by anyone, no matter how comfortable they are with technology. Read detailed guide on how using a mobile platform can improve business processes and help run business efficiently: Ultimate Benefits of a Mobile Platform

Step 2: Create a paperless office policy

Once you have decided on a platform and begun moving your documents there, it’s a good idea to have a paperless policy for your office. Do the below steps to ensure successful implementation of paperless policy in your business.

Communication: Clearly communicate the goals and benefits of the paperless policy to employees, including the environmental and cost savings benefits.
Technical infrastructure: Ensure that the necessary technology is in place, such as digital document storage systems, electronic signature software, and cloud-based collaboration tools.
Training: Provide training and support for employees to effectively use the new technology, and ensure they understand the new policies and procedures.
Processes and procedures: Update and streamline processes and procedures to eliminate the need for paper as much as possible. Encourage employees to adopt a “digital-first” mentality.
Lead by example: Encourage senior management to lead by example and adopt the new policy and technology.
Monitoring and assessment: Regularly monitor and assess the success of the paperless policy, and make changes as necessary.
Reinforcement: Regularly reinforce the importance of the paperless policy and recognize employees who successfully adopt the new policies and procedures.
Employees will no longer use paper and will store everything in the same secure, easy-to-access place.

Eventually, it will become a habit - and you’ll no longer have to remind them of going paperless, as they will do it naturally.

Examples of how a mobile platform improves business productivity

A smart, convenient system can do wonders in helping you go paperless.

There are many platforms to choose from - but many organisations use Tabral because of its features and ease of use.

Mobile Platform used in Construction industry

By switching to Tabral, TDM Construction was able to get rid of old paper dockets, which were hard to keep track of, took a lot of time to fill out, and then had to be manually entered into a computer system by people working long hours in the office.

What took six or seven hours to read paper forms, type them up, and then have to store the paper was reduced to less than an hour verifying the data from the platform.

Mobile Platform used in property management

Another organisation that benefited from using Tabral is Quinovic, New Zealand’s largest independent property management company. Their more than 30 offices throughout the country, generated tonnes of paper, and it was hard to keep track of all of it.

The paperwork was never-ending. Moving to the platform made it easier for owners, property managers and tenants to communicate with each other, and ensure inspections and maintenance are carried out in a timely and safe manner.

Mobile Platform used for home inspections

House Pre Purchase Inspections HPPI benefitted similarly. The ability to build reports in digital format made them more readily available to prospective buyers who quickly needed reports to get a mortgage and reduce the likelihood of serious issues like leaks or earthquake damage going unnoticed.

Stories from these and other customers using the Tabral Platform show going paperless isn’t just about saving the environment and increasing efficiency by working smarter.

It’s about adapting to a changing world, allowing you to focus more on your core business.

It just makes sense - as does getting the right platform to make your job easier.

Eventually, it will become a habit - and you’ll no longer have to remind them of going paperless, as they will do it naturally.