Guide to implementing a paperless office

Today, with the evolution of technology, the demand of going paperless is greater than ever before. Making the transition to a paperless office requires a major shift in thinking about how you handle information. A previous post listed 3 efficient tools to help you create a paperless office such as document management, workflow software and storage and file sharing. In this post, I will focus on the complete process to implement a successful paperless office:

1. Defining the paperless office

What does a paperless office mean to you? Why do you need a paperless office and what benefits can it provide? These are 3 questions you must ask yourself before leading your company on a go paperless initiative. Establishing your purpose of creating a paperless office will always get things done better, faster and easier.

2. Developing a plan

Before transitioning to a paperless office, you should develop a detailed strategy, determing the way your company will choose to go paperless, how documents will be organized or eliminated and which software could support this initiative. This plan will provide a roadmap of the most efficient path to digitalize your office.

3. Choose suitable software to organizing document

Find and evaluate which software could be used to provide the features and the support you require. As mentioned in previous posts, today we have lots of efficient tools like workflow software, BPM software or document capture and scanning software.

4. Organizational planning

After deciding which software will be utilized, you need to consider the personnel roles, which means designating staff members for each role and reviewing their progress. Workflow software could assist in this process.

5. Identifying hardware requirements

Before implementing new software, you need to consider possible changes to the hardware requirements and plan for any necessary upgrades. Hardware requirements should be carefully considered when implementing a paperless office environment.

6. Implementation

After fulfilling all steps above, you are ready to start implementing the paperless office. Rather than attempting a one-step, company-wide conversion to the paperless office, you should start with a department or small groups within the company. This could limit the scope of any issues you may encounter and lower the risks.

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