Going Paperless: Reducing Waste in Your Office

PAPERLESS OR NOT, DOCUMENT AUTOMATION CAN HELP

The concept of a paperless office is a controversial one. Some organizations have made cutting down or entirely eliminating physical documents a priority for both ethical and financial reasons, while others are firmly committed to the idea that keeping some paperwork is essential to an efficient and productive workplace.

Regardless of where you stand on the issue, there is little denying that wastage of resources is a blight on all businesses around the world.

When you use more paper than you need to, not only are you contributing to the massive amounts of waste being generated every single day, but you are also increasing your risk of being affected by content chaos.

This is because excess paperwork brings with it an increasingly over complicated organizational system that can halt productivity by inhibiting access to essential information.

Furthermore, the greater the amount of documentation you have lying around, the greater the risk that inaccuracies and misinformation will slip into future content that you produce.

Here's an example, imagine an employee is searching for the correct spelling of a client's name for an invoice or form letter they wish to distribute.

In an office inundated by content chaos, that employee could potentially run across an outdated document which features a typo or misspelling. The employee might then use that document as a basis for their one, and the inaccuracy can be compounded and repeated multiple times.

Obviously this is not an ideal situation for the client, who might feel like they cannot rely on the fact that the information being provided to them is accurate, thus the business-customer relationship is damaged.

This is where technology can be a vital tool. By storing critical information like billing or contact information in a singular dedicated location that can be accessed company wide as required, an organization can assure a consistency of accuracy across the whole business.

Document automation software is the ideal solution, as it can be integrated easily into existing company CRM software such as Microsoft Dynamics or SharePoint to utilize information that has already been compiled.

That data can then be easily inserted in a document template to produce content which can be tailored to the individual needs of the company, with no complex coding knowledge required.

So whether you believe in chasing the paperless dream or are still committed to maintaining some physical documentation around your office, it's worth considering the advantage of document creation software which can drastically reduce the threat of content chaos.