Creating a Paperless Office

No one enjoys sorting through mountains of paperwork!!

Try these tips to cut down the amount of paper in your business and create a more efficient workspace:

📦 Do away with the box’s full of old paperwork using online document management software. Both Google and Microsoft offer affordable, user friendly data storage packages. This will free up that filing room to be transformed into another workplace!

🌐 Storing data on the cloud allows access to your files with the click of a button. Just be sure to organise your files with a consistent naming protocol. So whether it’s a receipt required for an ATO audit or a client requesting an old invoice you will find your documents a lot quicker online. 

🧾 Start scanning everything! If you don’t have a scanner then use your smartphone to take a photo of your receipts. There are very useful applications out there, like Receipt-Bank or HubDoc, that will even push through the information found on a photo straight to your accounting software.

🖥🖥 Try and provide your staff with 2 screens as this will allow them to work on multiple documents at once and reduce the reliance on paper documents.

📧 Send Digital Invoices out to customers via email and where client documents require signing, start using electronic signature’s with Docusign. This will stop all that time spent waiting for documents to be printed, signed and posted back to you. 

📆 Keep track of your weekly meetings through an Online Calendar and share it with your staff. You can link your calendar with your mobile device and set reminders to make sure you don’t miss any important events! 

📊 Track your teams weekly workflow through Job Management Software like Asana or Trello. They are easy to navigate and will help you to stay well informed when collaborating on group projects. 

🍃 Also by reducing your reliance on paper you are also creating a more Environmentally Friendly and Sustainable Business.

Remember becoming paperless is a long term goal!

Take your time implementing changes and don’t forget to focus on training so that your staff will be able to adjust to the new digital workplace.