We live in an increasingly digital era – consider that over 2.5 quintillion bytes of data are created daily. Yet despite this exponential data growth, many offices lag behind still drowning in antiquated paper processes. The manual effort of copying, faxing, mailing and filing paperwork costs enterprises billions in wasted productivity and overhead.
However, by embracing paperless office systems, companies can revolutionize operations for the better on all fronts: greater efficiency, lower expenses, and improved security. Transitioning to fully digital workflows presents some upfront challenges but the long-term benefits can transform your organization.
This comprehensive guide will walk you through everything involved in planning a successful switch for your own paper-burdened teams. Let’s dig in to the fundamentals first.
Why Every Office Needs To Go Paperless
Before we get into the tactical how-to advice, let’s explore the drivers pushing offices to adopt digital systems.
Efficiency Gains
Employees spend countless hours burdened by manual paper handling tasks – copying, mailing, faxing, filing documents, not to mention digging through filing cabinets to locate information. Indeed Forrester Research has found:
- 30% of a typical employee‘s time spent manipulating documents
- 50% of documents printed are thrown out within 24 hours
Transitioning to organized digital workflows allows workers to regain productivity lost to paper drudgery. They can instantly search stored documents online or use intelligent automation to route files. The ability to work anytime from anywhere without papers accelerates collaborative decision-making and innovation.
Expense Reduction Opportunities
Printers, scanners, paper supplies, storage space and mail costs really add up, not to mention manual administrative staff time. Case in point:
- Fortune 500 firm moved to paperless, saving ~$1 million annually in 4 years
- Midsize company cut paper records spending by 70%, recouped cost within 10 months
Slashing operating costs is an easy business case to sell. The savings realized from paper reduction allows re-investment into growth activities.
Minimized Security Risks
With data breaches constantly in headlines, protecting information access is paramount. Yet paper documents inherently lack safeguards – easily walk out the door or catch fire. Consider:
- 95% of companies report experiencing a data loss incident
- Only 30% of information workers very confident that paper records are totally secure
Paperless systems utilize encryption, permissions and remote backups to keep data safe. Losing a laptop is minor when content lives in the cloud vs only held locally.
By now the benefits are clear – going paperless saves hard costs while providing returns in efficiency, security and environment gains that keep companies competitive. Now let’s get into the details of how to transition any office into modern digital operations…
Key Milestones for Adopting Paperless Systems
Migrating manual workflows into digital requires adjusting people, processes and technology across all departments. Standardizing tools and protocols accelerates adoption.
Set The Digital Foundation
Assessing current infrastructure – network capacity, storage availability, cloud readiness – is step one. Budget upgrades like added broadband bandwidth, cloud platform subscriptions, or new faster devices to support increases in digital usage.
Select The Right Software
Specialized tools automate core aspects of paperless environments from document routing to eSignature approvals. Carefully evaluate options based on security, ease of use and existing ecosystem fit.
Establish Organization Protocols
Code digital assets consistently for findability – naming conventions, metadata tags, folder structures. Clean standards early on prevents downstream information retrieval headaches.
Digitize Records
Tackle paper archives via bulk scanning/OCR for easy search and cloud access. Destroy what can, store securely in specialized systems based on governance policies.
Optimize Workflows
Analyze existing business processes to shift manual approvals, client forms and collaborations to digital platforms. User training ensures proficiency in new paperless systems.
Control Paper Inputs/Outputs
Stop paper at the sources by switching to electronic statements, shared files over printing reports. Tools like e-fax services replace receipt of traditional documents.
Track Progress
Set baselines for usage metrics – scanned page volumes, cloud storage consumption, printed paper/toner. Maintain engagement via paper cost savings progress reports.
While individual steps will vary based on needs, this foundation sets your organization up for digital transformation success. Now let’s spotlight the technology making paperless innovation possible…
Top 20 Paperless Office Software Solutions
Specialized tools address core information workflows – capture, extraction, routing, storage, archival etc. Capabilities automate cumbersome analog processes to improve accessibility.
Here are 20 top paperless office solutions driving modern digital business:
Content Creation/Editing
- Adobe Acrobat: Create, export, edit PDFs collaboratively with smart tools
- Google Docs: Real-time editing/commenting for web-based documents
- Draw.io: Online diagramming/flowchart visuals integrated with Office
Document Digitization/OCR
- ABBYY FineReader: AI-based data extraction from scans, PDF conversion accuracy
- Textract: Machine learning scans text, tables, forms to editable file types
- IRISPowerscan: Desktop scanning automation for volume document processing
Workflow/Approvals Management
- Nintex: Build automated business process apps, forms and reports without code
- Kissflow: Model approval sequences, integrate eSignature for paperless transactions
Document Management/Content Collaboration
- Box: Secure cloud content management tailored for external sharing
- Dropbox: Sync local/cloud folders for universal team access
- Microsoft Sharepoint: Find files fast with library search, intelligent metadata capabilities
eSignatures
- DocuSign: Send documents for signature from anywhere, on any device
- SignNow: Capture secure digital signatures with legal validity backing
- PandaDoc: Build templates for proposal automation with integrated eSigning
Data Integration
- Scrybe: Auto capture data from documents, forms into analytics-ready formats
- xLM Connections: Centralize Excel/Office files into data visualization dashboards
- Cedexis OpenMix: Application monitoring provides performance visibility
Business Intelligence Analytics
- Chartio: Directly query data then visualize interactive business dashboards
- Qlik: Associative machine learning engine spots insights among vast datasets
- Sisense: Complex data preparation plus white-glove analytic app development services
File Storage/Sharing
- Egnyte: Hybrid secure content collaboration across cloud and on-prem storage
- Citrix ShareFile: Email attachments integration for smoother file sharing
- Watchdox: Digital rights management controls set data access expirations
Records Management
- IntraLinks VIA: Virtual data room securely stores sensitive documents like contracts
- Proofpoint: Archive tools maintain regulatory retention requirements
- MFile: Automated policy application for document lifecycle management
Business Process Automation
- Laserfiche: Low code forms/workflow builder tailored for government/education
- Bizagi: Visually model processes then auto-generate digital apps and forms
- NNAMI Run: Centralized visibility dashboard for workflows automation monitoring
This list provides a springboard to explore systems matching your functional priorities around scanning, eSignatures, cloud collaboration, workflow integration challenges etc. The right enterprise mix future-proofs paperless success.
Making the Move to Digital: Expert Tips From the Field
While the end-state benefits motivate interest, embarking on a paperless transition can still seem intimidating without real-world guidance. We asked veteran IT leaders from diverse industry firms to share top advice for driving adoption:
“Have a sustained multi-channel internal communication plan covering the changes. This transformation touches employee functions deeply – transparency provides needed psychological safety.”
“Take inventory of existing software assets before buying additional point solutions – often undertapped capabilities already exist which saves on integration headaches.”
“View this as improving employment experience, not just reducing expenses. When employees directly connect paperless benefits like removing frustration from their daily jobs, engagement shoots up.”
“Evaluate potential process automation tools through the lens of accelerating team productivity – can it remove repetitive drag by 20 hours per employee per month? This productivity mindset shift is key.”
Change management best practices that reinforce end user communication, collect feedback and celebrate milestones create the path of least resistance. Sustained success requires a continuous improvement mindset.
The Paperless Future Only Accelerates From Here
The workplace landscape will experience profound technology shifts as innovations like artificial intelligence, extended reality and IoT sensors enable immersive smart facilities. As leaders plan for Gartner’s “offices of the future”, paperless serves as an integral foundation.
Forrester projects robust 12.5% CAGR industry growth through 2028, noting:
“Digital transaction management platforms are increasingly being adopted by companies across diverse verticals to optimize workflows, maintaining compliance and improving employee productivity. Artificial Intelligence capabilities including machine learning solutions for automated data capture and document processing will expand functionality”
The takeaway is clear – enterprises unwilling to reduce their paper dependence risk competitive disruption in this accelerating digital climate. Use the guidance provided in this comprehensive playbook to confidently craft your unique workplace paperless transformation roadmap. Your future organization success depends on it!
