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INCREASING PRODUCTIVITY WITH PAPERLESS SOLUTIONS

There's more benefit in adopting document management software at your office than may meet

the eye. Executives and higher-ups are thrilled to hear it can save money from the coveted annual

budget and employees are even more excited to be liberated from the copiers and printers that

held their lives hostage for decades, but few realize the productivity improvement that comes

with the switch. Electronic workflow is a major component in today's workplace, and getting your

employees up to speed will not just make the most of the paperless office, it'll get a company

zooming ahead of the competition.

Know the system before you can make it work

Of course, it's impossible to make a paperless document management system a productivity

hut without first having a thorough understanding of the software the employees using, so it's up

to a project manager to ensure adequate training processes are implemented. This means going

beyond the standard protocol of explaining what the software is - to resonate with the staff in a

compelling way, it's crucial to make it clear how electronic workflow is relevant to their business

and, more specifically, their individual position. The Training Industry blog detailed the importance

of specificity when designing a training module in a recent article.

"When designing a training program, the trainers should ensure that learning is aligned with and

directly supported by organizational structures, lines of authority, decision-making, values and

other business practices," the piece asserted.

In today's culture of instant gratification, the importance of paperless document

management making sense on an individual level can't be overestimated. If a trainer is able to

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convince an employee that they stand to gain just as much as the business does, they're well on

their way to creating a productive office space.

Use paperless life hacks to make tasks easier

Once a staff understands the basic ins and outs of the paperless system and have bid that horrible

copier goodbye, they can begin to discover all the benefits of the new normal. ITWorld writer Paul

Mah gave a number of useful tips on ways to empower individual employees by getting rid of

paper and embracing collaborative technology. One of the most handy habits one can adopt is

to digitize everything in real time.

"If you want to substantially reduce paper usage," he explained, "there's no running away from

re-architecting certain business process to identify procedures that make needless use of paper.

One of the simplest remedies: Generate reports directly in PDF format, which can be reviewed on

a laptop, tablet or even smartphone."

Making notes and other data searchable eliminates the time wasted rifling through a filing cabinet

for a specific piece of information, saving a staffer time and frustration. Other life hacks include

using password protected documents and notes for personal to-do lists, making the most of

shared data to collaborate with other employees and purchasing a mini-shredder to quickly

dispose of receipts, scrap paper and other unwanted detritus.

Electronic document imaging can change workflow for the better, but not without a little elbow

grease and hard work put in from trainers and trainees alike.

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