How to run a paperless small business

Why run a paperless business?

Staying organized can be tough when you’re running your business, and going paperless is one way to simplify your workload. A paperless small business reduces clutter, utilizes the space you have, and minimizes the risk of losing important documents. Instead of having to designate boxes and file cabinets full of paperwork, you can keep everything on a single device or hard drive. Eliminating the use of paper is also environmentally friendly and helps you save on paper and printing costs.

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Tips for taking your small business paperless

Turning your small business into a paperless one is a smart way to stay organized. Here are some tips to consider before you get started:

Look into digital organization tools

In order to digitize your business, you’ll need to do some research on tools that can help you organize your files and workload. The right digital tools for your business can replace paper-based processes. Look for accounting software, project management tools, and even digital notes to reduce the need for paper.

Use cloud storage to organize your files

Storing your files on a computer is sometimes risky, as your business’ private information can be in jeopardy if anything happens to your device. Malware attacks and broken hard drives can cause you to lose your important files. Uploading your documents into the cloud allows you to encrypt your files to keep them safe from cyber criminals. Cloud-based software also makes it possible for you to access your files from any device and facilitate collaboration with your colleagues.

Scan your existing documents

Having a paperless business also involves digitizing your existing paper documents. Use a scanning tool or app to transfer your files to your computer, allowing you to consolidate everything digitally.

Switch to digital billing and invoicing

Bills and invoices can add to your growing pile of business-related papers. Digital accounting tools and apps make it easy to keep track of your receipts and expenses. Instead of sifting through numerous files to find specific invoices, you can easily pull them up by typing into your computer.

Keep your communications digital

Digital communication methods make it easy to reach your colleagues, clients, and customers, and it’s also a great way to organize your written conversations without relying on paper. Utilize email, instant messaging, and video conferencing platforms to communicate with people efficiently.

Take your time with going paperless

Once you decide to go paperless, it’s important to give yourself some time with the transition. Trying to digitize everything overnight can be overwhelming, and you and your employees will need time to adjust. It can also be helpful to get your employees involved with the transition by hosting training sessions on how to use any new digital tools you are implementing to your company.

Like any big changes, a paperless small business will take some time to get used to. However, the benefits of going paperless, such as improved organization, cost savings, and positive environmental impact, will be substantial for your company. Browse our organization tips to help you manage your small business.