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Subscribe to this list via RSS Blog posts tagged in paperless solutions

Here in the UK we have been pretty lucky up to now with the weather this winter. Aside from a few frosty mornings and a few downpours, most of us have got off lightly. But with winter still in full force, it’s unwise to take the weather for granted. And when you run a business, that is even more important.

So how can you make sure your business is in the best position, should disaster strike?

Eliminate or reduce paper processes

Although many organisations have embraced the paperless resolution, there are still many that rely on paper processes every single day. Not only does this affect the day to day runnings of a business, but it can also spell disaster should something happen – such as a flood or fire.

Switching from manual, paper documents to electronic ones is one of the best ways to make sure you don’t lose important documents and information should disaster strike.

Find out more about our document scanning services, and how they can help to transform your business.

Back up documents to the cloud

Once you’ve moved to a digital way of working, it’s time to back up your documents to a cloud-based platform, as even electronic documents are vulnerable to damage as a result of a flood or fire.

Documents that are hosted however will always be kept safe should your workplace be damaged – and what’s more, there’ll be accessible from anywhere with an internet connection!

Find out about our simple cloud-based software, Pearl Cloud.

Make it easy to access documents and software outside the office

Should bad weather mean you can’t get to the office when you desperately need an important file, contract or contact information, this can be disastrous. But using a remote access piece of software, like Teamviewer can make this a thing of the past. It allows you to access and use a computer, from another one, as if you were sat directly in front of it.

We can never be certain when disaster may strike – or if indeed it ever will. But all businesses, no matter what sector, can take steps to alleviate their risk and make sure the show can go on no matter what.

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‘Tidy desk, tidy mind’ is a common quote among tidy office workers. And it has been proven that tidy desks and offices do have a positive effect on workers. Despite this, many office desks are more reminiscent of teenagers’ bedrooms than sleek, tidy spaces that will instil a focussed work ethic. We understand that in busy offices it can be difficult to keep workplaces clean and tidy, but with a little bit of effort, you can have the workspace you’ve always dreamed of. Just follow these simple tips:

Dedicate 10 minutes each week to have a clear out

Whether it be on a Monday morning before the caffeine kicks in, during that Wednesday lunchtime lull, or on a Friday afternoon just before home time, dedicating 10 minutes to get rid of scrap bits of paper that are of no use, food wrappers, out of date files and ancient post-it notes can really make a difference when it comes to freeing up your desk space.

Invest in folders

Is paperwork imperative for a specific job? Then file it away in a dedicated folder. You’re less likely to spend time filing useless pieces of paper away than you are important documents. So not only will this cut down on the amount of paper clutter you have around you, but you’ll also be able to put your hand to said documents when you need to.

Get a desk tidy

Desk tidies are great for keeping pens, pencils, paperclips and notebooks in one place. Not only will you be reaping the benefits of a tidier desk, but you’ll also be the office hero when someone suddenly wants a pencil sharper or a hole punch.

Get a bin

If you have a bin at the side of you, you’re infinitely more inclined to use it than if you have to trek to the opposite side of the office to dispose of your rubbish. It may need emptying a few times a week, but your desk will look always look spick and span.

Operate a paperless office

Although computers can get clogged up with files and folders, it is much easier to sort through these as they  are labelled clearly and concisely. Therefore, saving work on computers instead of printing them off to physical pieces of paper can save you valuable time sifting through what is relevant and what isn’t. Files on computers are also much less distracting as they aren’t on show all the time so are less likely to pique your interest and attention away from the job in hand.

Do you have any tips for those struggling to keep their desk in order? Let us know!

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Document scanning and the goal of going paperless has been one of the biggest talking points for businesses over the last few years. The incredible benefits offered by simply scanning existing documents and moving towards a digital way of working has allowed businesses in all sectors and sizes to reap the productive and financial rewards of this modern way of working. However despite offering up a range of advantages, some businesses are still reluctant to make the switch due to the initial financial outlay.

But exactly how much does it cost for a business to go paperless?

Essentially, and somewhat frustratingly, for business owners there is no set price. All businesses have different needs, wants and goals, therefore, we accurately say, “It will cost £XX to make your company paperless.” Depending on the size and requirements, document scanning can cost as little as a couple of hundred pounds, and rise up to thousands of pounds, with potential additional hardware investments on top of that. And although this may seem like a lot of money, the initial outlay and cost of going paperless is by far eclipsed by the incredible savings that can be made.

Reap the financial paperless rewards

Those who have embraced the paperless revolution have reaped the rewards; in fact the number one drive for businesses to go paperless is the potential cost saving. YouGov states that SMEs in the UK waste over £42.2M per day on finding and retrieving information. But once a company relies less on physical documents, this figure drops significantly.

So with that in mind, why haven’t more businesses taken the leap and looked into paperless solutions? Essentially, the human race is against change. As a species, we resist change whenever and wherever we can, only taking small steps at a time. And overhauling a workplace in order to embrace the benefits of a paperless environment is often seen as one step too far for many. Yet with such high levels of inefficiency, it’s astounding that so few businesses have rebuffed the idea.

The YouGov survey mentioned above also suggested that 65% of UK SMEs are still to take this very step, while 31% of respondents highlighting that if they weren’t looking for documents, they could use the time to work on business growth and development.

With such incredible statistics, it really is unbelievable that businesses are still focussed on physical and paper documents – and particularly striking that SMEs, which are usually seen as pioneers, are putting off these developments.

What are you waiting for?

If you’re thinking about taking the leap towards a paperless working world, get in touch with us and see how we can help your business improve its efficiency and give it room to grow with our document scanning and management services. We offer free, no obligation quotes and can work with you to meet your needs, on your budget.

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