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BEST PRACTICES TO FOLLOW WHEN TRANSITIONING THE

PAPERLESS OFFICE

With so many businesses making the switch to digital, the benefits of welcoming document

management software into the office are apparent. Not only is going paperless a way to keep up

with the competition, it also significantly improves the bottom line and electronic workflow of any

organization. In fact, sometimes the only problem with adopting the paperless lifestyle can be the

pushback from a hesitant staff. It can be extremely difficult to accept a major change in a

workplace, meaning that project managers and executives may take some flak for the decision

before employees realize how much paperless document management can help them. To soften

the blow, here are some best practices to follow when transitioning to the new normal.

Implement a pilot group

It can be understandably stressful to introduce a complete and immediate change in the office,

so experts recommend that any major adjustment be introduced in phases that make sense for

the given project, level of complication and the size of the staff. To implement document

management workflow, a good first step is to hold a company-wide meeting where all

employees can get a chance to see the basic functions of the paperless system and the ways it

will benefit them and the business.

Depending on the organization's size, it may also be helpful to split departments into groups to

explain how electronic document imaging will affect their positions in particular. SmallBizTrends

writer Dale Kirke recommended having trusted staffers try out the software before the full roll-

out.

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"Collaboration is key so, if circumstances allow, having a pilot group of employees to test the

change before it is fully embedded is a good way to ensure that more people 'buy in' to what is

happening and why," he explained.

These employees can be a great resource when others raise concerns later in the process - project

managers then have tangible evidence that the program increases productivity.

Provide support for reluctant adopters

There will always be some staffers who remain resistant to change, but it is important for project

managers to stick to their guns. When it comes to training on a new technology company-wide,

Forbes contributor Eric Savitz recommended that less is more.

"Week-long training classes just aren't cool - or efficient," he explained. "A new application should

require minimal training and instead rely on the user's intuition. The more intuitive a new solution

is, the more it guides the user to a desired action or outcome - and greater use and adoption

equals greater ROI for your organization."

After an initial brief, allow your employees to navigate the system on their own and stumble onto

their own concerns without hours upon hours of deadening training material in the backs of their

minds. The important thing is for project managers to have the support to address what could be

a flurry of questions as staffers bump up against similar issues. With these basic practices in place,

a company can take the first step in allowing document management software to change the way

they do business.

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Tags: electronic workflow, paperless office, document management software