by Cynthia Eze
A lot of companies today are not entirely paperless because they lack the key components needed in order to do so. Since going paperless is identified as a large investment you are probably wondering what the major benefits would be for implementing a solution like this? In this article, we would explain how going paperless increases productivity, reduces operational costs, improves customer service, creates an environmentally sound organization, and strengthens security.
Now, It seems as though every time you’re looking for a particular document, it is at the bottom of the stack, and to make things worse, you would go through frustrations and searches before you get to that document. Sometimes you never seem to find this document. With that said, companies can easily spend multiple hours every week looking for paper files. This results in time, money, and productivity being wasted. With a data management system in place, this allows your organization to input, search for and retrieve data instantly. Once the data enters the system you can simply search a phrase, number, name, or date, and have access to the data instantly, thus increasing overall employee productivity.
Besides increasing productivity in the workplace, your organization will also improve the proficiency of the customer service unit. How many times in the day do you need to tell a customer to hold on so you can check on the portal or document, then get back to them? Sometimes you don’t end up finding the document immediately and this can take a full day or two before you have the information available. Not a good situation for the organization to be in. Now let’s rephrase this to “Not a problem at all, Let me pull out your data/profile now and check it for you.” This results in better service meaning an increase in sales and more satisfied customers who can spread by word of mouth about the seamless quality of service of the organization.
Another great benefit of going paperless is reducing operating costs. Folders, paper files, and cabinets all occupy spaces or office rooms which end up being large expenses. As a matter of fact, most organizations specify that office space is second in costs right behind employee salaries. Scanning documents and inputting data into a document management system would eliminate this challenge and save organizations money. No longer would you have to search for documents in storage rooms or pay for wasted space that paper is taking up. You can now fill the space with more employees and turn an expense into a profit. Alleviating storage space also concurs with increasing productivity and improving client service. No longer will time be spent on searching for documents for data, therefore the chance of customer churning would decrease dramatically.
One of the important facets of a business is having the ability to protect and secure important documents/data. Paper is vulnerable to many outside factors with the main two being physical theft and destruction from fire, water, and other natural disasters that can likely occur. Important documents can also be subjected to unwanted employees viewing them. When you input this important information confidential you can limit and restrict access to certain employees. This ensures sensitive information is not being seen by all. With a data management platform in place, your organization can also adhere to compliance regulations easily. When information is needed you have access to it instantly, thus avoiding any penalties against regulatory bodies.
Most importantly, going paperless creates an environmentally sound organization. Digitizing documents results in fewer copies, less paper consumption, and it saves money on these expenses.
In conclusion, going paperless improves the productivity of an organization. You can increase employee productivity, save a great deal of money by decreasing wasted space, eliminate unnecessary time searching for documents, ease compliance requirements, and improve client service.
Explore Bioregistra and go Paperless by creating your own digital form.