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HOW GOING PAPERLESS CAN SAVE TIME

Time is money for businesses, and

the more leaders have, the better.

Thankfully, adopting paperless

solutions can give organizations

both. When companies embrace

document management software,

not only do they cut back on the

costs associated with wasted

paper, but they open up countless

opportunities to save time as well.

Having an office cluttered with

paper can be a fire hazard but it may also reduce productivity among employees.

Having to sift through file cabinets filled to the brim for a single document can be tedious

and futile, but transitioning to electronic workflow could streamline a number of

processes. When all important materials are scanned into digital copies, everything is

located in a single, easily accessible location. This eliminates the need for employees to

spend hours throughout the week trying to view essential data in addition to freeing up

all the time that would be spent walking around, according to the Forum of Private

Business.

Aside from the basic advantages paperless solutions offer, there are a few processes

business leaders may not recognize are being impacted by paper. Owners might be

surprised by the amount of time they can save by taking physical content out of the

equation.

Here are some facets of running an organization that leaders might not be aware

document imaging could affect:

Keep track of business cards - When company leaders are attending conferences,

workshops and trade shows to get the latest scoop on industry trends and make

important connections, owners can acquire quite the stack of business cards to

take back to the office. However, upon returning, chances are corporate leaders

will have their hands full getting operations back up and running at normal speeds

as well as implementing any changes they learned while away. That pile of business

cards could very likely become lost or neglected due to the amount of time it would

require to enter all of the knowledge in address books and contact lists. Thankfully,

with document management systems, organizations can quickly scan all of that

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information to ensure it's all stored safely in companies' databases, asserted

FreshBooks.

Don't miss any notes - Running a business sometimes demands extensive note-

taking to guarantee no key facts or ideas escape from company owners' minds.

Any useful tips or advice leaders are told throughout the day can accidentally be

forgotten after a burst of traffic at the store or an important meeting with a client.

If leaders write anything down, there's no guarantee that a piece of paper will

remain where it was last put either. Organizations can create a digital notebook by

scanning memos and compiling them together to keep everything gathered in one

place and arrange it in the most effective way.

Sign paper away - When a group requires a signature from someone, be it a

vendor, customer or contractor, mailing the appropriate documents and waiting

for them to return is quite time-consuming, especially if the papers pertain to

urgent matters. If every moment counts, owners can make digital copies of their

documents and email them to recipients for electronic signatures. This could

greatly reduce response time and expedite operations, whether its for payments

contracts for renovations. Businesses don't always have an unlimited time limit for

certain projects and the due dates of bills never magically extend. Sometimes, a

single day can make a difference in meeting a deadline. Document management

software cuts unwanted travel time papers would spend while in transit through

the mail.

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Tags: electronic workflow, Industry News, paperless office, document management software