The next level of efficiency: paperless offices

Technology has advanced rapidly and with it, encouraged our businesses to adapt to new and efficient ways of operation. But we are also more mindful now of our impact on the environment. Between this concern and the estimated $8 billion spent by businesses in order to manage paper use, it is no wonder that more and more businesses are opting to go paperless.

Maplewave, specialists in retail performance, look into the avenues open to businesses looking to make the switch to paperless.

Businesses already choosing paperless

Going paperless is a big change for a business, and 3% of businesses have already made the switch and are seeing great results.

It can seem like a big shake-up to your business, especially when paperless technology has only recently developed to the point of being a feasible choice. However, 16% of businesses are actively looking at different methods that will help them remove paper from their procedures entirely.

Electronic alternatives often take a while for businesses to implement, as many organisations see their older processes as ‘tried and true’. In contrast, these businesses actually increased their paper consumption by around 20%. This is due to three key factors; a lack of confidence in digital solutions, the need for regulations and quite simply, humans being content with paper. However, studies have found that 33% of businesses are almost paperless.

Paperless technology and its benefits have been backed by various studies. One study suggests that in the first six months of going paperless, 28% of businesses gained a full return on investment. A further 59% achieved a full ROI in less than 12 months and 84% within an 18-month period.

The financial benefits of paperless cannot and should not be ignored by businesses who wish to go from strength to strength. Not only will this offer a return on investment, but it will also allow companies to focus on other areas of their business and not have to think about any administrative tasks that occur when handling paper. Your consumer acquisition costs can decrease dramatically, too.

How paperless can support your business

Every business has the opportunity to gain the benefits of paperless. Technology can be used for a range of requirements, including offering employees their payslips online or even allowing customers to sign for their products on a tablet. All these methods help reduce the amount of paper present in an office.

As a further example of the benefits of paperless technology: paperless methods of signing contracts can reduce administration expenses by 60-85%.

Going paperless can also help businesses with compliance to legislation like the General Data Protection Regulation (GDPR), as it offers a greater scope of data security. Although this is set to strengthen and unify consumer data in Europe, it will also apply to non-EU businesses that are trading with EU consumers.

Additionally, paperless can record the time and location of signatures, as well as helping assure a document’s authenticity. Businesses are able to complete viable audits to conduct regular contract searches, reducing the risk of fraudulent activities.

Switching to paperless not only benefits your company, but your customers. The beauty of a paperless contract is that it ensures that all fields that are required are filled out by the consumer and can easily be sent to the customer through email. Should it be misplaced, it can easily be resent from an administrative interface. If any issues were to occur, contracts can simply be retrieved and shown as evidence.

Storage issues of physical paper, cluttering up files and drawers, will be a thing of the past for a paperless office. If you’re looking to adopt more advanced features for your paperless installations, biometrics can be utilised to create an easier flow of signing, which can again enhance the customer experience and increase satisfaction.

It is in your business’ best interests to stay ahead of digital developments. 87% of senior decision-makers are ensuring that digital transformation is at the top of their priorities this year — are you?



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