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Paperless office

Being a paperless office offers significant gains for businesses contemplating the change.
close up of colleagues using a tablet in a meeting

What is a paperless office?

It may seem self-explanatory, but a paperless office transfers as much of its documentation and data as possible onto a digital or online environment. It does not necessarily mean that there is not so much as a sheet of paper anywhere to be found, but rather that a company is making a concerted effort to reduce its use of paperwork. The impact of such a transformation for a business can be huge, leading to growing productivity and higher customer satisfaction, providing a clear case to be considered. Yet, it is understandable why some firms have been reluctant to make the change.

What are the advantages?

The advantages of switching to a paperless workspace stretch far behind the environmental benefits; improved productivity is one of the salient benefits of switching to a paperless office. Rather than storing files on-site or off-site, employees can quickly access the documents they need in a matter of seconds, thanks to the Cloud. The time saved allows employees to quickly begin working. Furthermore, the standardised system in which documents are saved means files can be quickly managed and handled.

Moreover, leaders who switch to storing files online can free-up valuable office space and boost security. Paper can take up a large amount of office space, so once digitalised, bosses can use their newfound freedom however they wish: they can onboard recruits to help scale up and progress their business. Or they can improve the morale of current employees and create a breakout zone. An offshoot of digitalising documents is that files are more secure.

What tools do I need?

Businesses that are looking to go paperless or paper-light must first invest in an MFP that can securely scan and copy documents. Although this may seem counterproductive, when going digital or paper-light, paper documents still can play an important role in the modern office; thus, it is vital to have a machine that can manage paper and create digital copies. The next step in the roadmap to paperless or paper-light workspaces is the Cloud. The Cloud is a technology that helps documents be securely stored and saved. Therefore, businesses can seamlessly transition to a digital workspace.

Is it the right time to become paperless?

Finding the perfect balance between the two is invaluable in the effort to successfully achieve a paperless office:

  • Why is going paperless important?

    Going paperless can mean finding the right balance - here's how.

  • Paperless is key to digital transformation

    Emerging technologies continue to focus heavily on mobility and flexibility. Paperless will have a huge role to play in achieving this.

  • Healthcare: How the industry is going paperless

    Taking paper out of the healthcare industry lets medical staff complete everyday tasks faster so they can focus on providing excellent care.

Smarter Workspaces

Roadmap to Paperless

The path to a paperless office

Here are some of Kyocera’s ideas of how to successfully become a paperless office.

  • 3 documents that still rely on paper

    Despite the benefits of going paperless, a number of factors are producing resistance and slowing down the switchover to digital documents.

  • Applications to help with digital transitioning

    Not all companies are able to quickly transition from paper-heavy to paper-heavy working environments.

  • Printing in a paperless world

    There is still a role for printing, even as society becomes more digital.

Want more paperless office ideas?

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