We live in a digital society, and many of the everyday tasks we used to do in person are now accomplished online. This has reduced our reliance on nonrenewable resources, such as fuel. The digital age has also ushered in an opportunity for many businesses to go paperless. It might be a frightening concept, but there are many benefits, and it’s not as great of a challenge as you might think.
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Benefits of Going Paperless
One of the biggest perks of moving your pen-and-paper duties to a digital format is that it’s easier to collaborate. You can quickly create a document, such as a spreadsheet, share it with someone on the other side of the world, and get instant feedback. Another great benefit is that it’s much easier to make changes to digital documents than if it is something that’s already set in ink. Digital files can also help you reduce your operating cost since you won’t have to pay for a copier and printer. Plus, your paper-free environment is much easier to keep organized.
Where to Start
There are many different ways that you can get started, one is by using PDFs to share information between offices or with customers. PDFs are much easier to use than Microsoft files, which you can still use to create documents. Once you’ve created your form, you can save it and convert it to a PDF using a simple drag-and-drop tool.
Once you start using digital files, make a point to implement a document management system. A document management system can help you stay organized and easily recall your digital records. You can also utilize your program to allow or deny certain employees or staff to view specific files. By keeping your digital record secure, you may even instill greater confidence in your company into your customers.
Tasks to Take Digital
In addition to simple paperwork, there are plenty of other tasks that you can do solely from your computer screen. Two of these include business formation and accounting. Using an online business formation service, you can register as a corporation or LLC, and you can change business entities at any time. You can also use your computer to check state-specific rules and regulations to ensure that your business is formed correctly from the start.
If you choose a paperless accounting model, the Accounting Tools website asserts that you may still have to use some paper products, but you may be able to manage paperless cash receipts and paperless payroll. Utilize SMS messaging, you can even send receipts and other documents through text message, Facebook, or another messaging app.
Appeal to a Broader Customer Base
Going paperless also means that you may appeal to a broader customer base (and perhaps a bigger employment pool). Questline Digital explains that paperless billing makes it easier for your customers to get you your money. It also helps them feel better about reducing their carbon footprint. Importantly, if you’re looking to hire a young and educated workforce, the vast majority of your potential future staff is probably already acclimated to a digital environment.
While our parents and grandparents were used to pushing paper as part of their everyday professional responsibilities, we no longer have to do this. The advent of the digital age means that we can use PDF documents and other digital files to help us do everything from form our business entity to text message receipts instantly. There’s no wrong way to get started, and once you do, you may find that you run a more efficient and better-organized business.
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