Old habits die hard. This is the reason many companies are still using paper in their operations. Though you might want to go paperless, your partners and associates might make it difficult. In some cases, people fear the expenses involved in setting up systems that will not require the use of paper. How can you avoid using paper and still run your business effectively?
Use e-statements and allow your clients or associates to also use them. The aim is to avoid depositing of utility bills and other statements on your mail box. You begin to warm up to the idea that you can still get information and engage clients without writing on any paper. You associates and clients will also pick your cue and adapt the trend. Since all customers will not adapt the system immediately, introduce the idea to them by sending both the printed and electronic versions to begin with.
Invest in technology that allows you to send and receive documents or correspondences that does not require paper. You will also need a way of accounting for communications, documents and messages sent electronically. Without such systems, you are likely to lose track of information that is shared. This might compromise your activities.
Pay bills online and allow clients to also pay you online. Let them send an electronic invoice that you can save as well as acknowledge electronically. You will not require a printed receipt and neither will you demand one. As your operations become paperless, your partners and associates also begin operating without the use of paper.
Develop a system that allows you to consolidate information and also track activities. People stick to paper because it leaves evidence. With electronic operations, you need evidence that certain communication happened and the details of such communication. A tracking or double confirmation is required so that any questions arising may be addressed amicably.
A digital signature will work magic for you. Physical signatures are required for every printed page. Where your approval is required, a digital signature will be effective. Ensure that its usage is not compromised because it could lead to losses or miscommunication. Use the digital signature consistently so that the communication you make remains authoritative.
It might be impossible to operate without the use of paper in all operations. However, there are activities and engagements that can be executed without the use of paper. Make provision, develop a strategy and adapt the latest technology. Take the first step so that your clients or associates may find your idea worthy embracing. You must develop a convenient and accurate alternative.
Use e-statements and allow your clients or associates to also use them. The aim is to avoid depositing of utility bills and other statements on your mail box. You begin to warm up to the idea that you can still get information and engage clients without writing on any paper. You associates and clients will also pick your cue and adapt the trend. Since all customers will not adapt the system immediately, introduce the idea to them by sending both the printed and electronic versions to begin with.
Invest in technology that allows you to send and receive documents or correspondences that does not require paper. You will also need a way of accounting for communications, documents and messages sent electronically. Without such systems, you are likely to lose track of information that is shared. This might compromise your activities.
Pay bills online and allow clients to also pay you online. Let them send an electronic invoice that you can save as well as acknowledge electronically. You will not require a printed receipt and neither will you demand one. As your operations become paperless, your partners and associates also begin operating without the use of paper.
Develop a system that allows you to consolidate information and also track activities. People stick to paper because it leaves evidence. With electronic operations, you need evidence that certain communication happened and the details of such communication. A tracking or double confirmation is required so that any questions arising may be addressed amicably.
A digital signature will work magic for you. Physical signatures are required for every printed page. Where your approval is required, a digital signature will be effective. Ensure that its usage is not compromised because it could lead to losses or miscommunication. Use the digital signature consistently so that the communication you make remains authoritative.
It might be impossible to operate without the use of paper in all operations. However, there are activities and engagements that can be executed without the use of paper. Make provision, develop a strategy and adapt the latest technology. Take the first step so that your clients or associates may find your idea worthy embracing. You must develop a convenient and accurate alternative.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Document Management Storage for Lawyers he suggests you visit his friend's to learn more.
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