Working in a “Paperless Office” was one of the promises we heard beginning in the early 1990s, at the dawn of the age of the personal computer – even before we knew much about the power of the Internet!
Here we are at the end of 2016, still dreaming of working in a paperless workplace. In our business, we have learned that the total elimination of paper may not be feasible, but that even a small reduction can yield cost savings and increased efficiency. There are always advantages to reducing paper usage, especially in the hospitality sector.
One benefit of a paperless office is better document organization. The ability to quickly locate and disseminate information may enhance your efficiency and professional image. Spending time hunting through piles of paper slows down response time, in an age when most answers are only a few keystrokes away.
For example, a colleague recently inquired about how Stark could help them with their “Snow Removal Logs”. Per insurance requirements, the hotelier is required to maintain a history of two-years of logs. At a moment’s notice the property needs to be able to provide the carrier with exactly who shoveled which sidewalk on what day and at what time. A simple check in the Touch System App eliminates countless paper logs, provides a permanent history, immediate access to original entries, and outlines for employees exactly what steps they are accountable for, regardless of who is employed at the time.
Another benefit of a paperless environment is not making a mistake of throwing out a piece of paper. When you accidentally throw out an important paper, it’s usually gone forever. However, maintaining electronic files allows for multiple backup points. Data can be saved on flash drives, in the cloud, or to an external hard drive. For vitally important financial data, cloud-based accounting systems provide automatic backups on a pre-scheduled basis, which eliminates the need to set aside time for manual backups.
A big plus is that paper usage in North America is decreasing while the amount of paper recovered for recycling is increasing. Companies are striving to recycle, yet office copy paper alone still accounts for over 20 percent of the total paper usage in the United States. But being green is more than just reducing paper production. A paperless environment may also mean less energy consumption. Small businesses use less energy when printers, faxes, and copiers are inactive.
Finally, the savings of going paperless extends beyond just the cost of the paper, which can be substantial. The cost of other office supplies like ink cartridges also decreases. Additional upgrades or replacements to expensive office equipment such as copiers and fax machines may also decrease in a paperless office.
The shift toward a paperless environment increases each year as new technology becomes available to improve data storage and electronic communication. Acting to reduce paper usage may help your business be more efficient and enhance the level of security that guards your most valuable information.
At Stark Service Solutions, our team can show you how to “embrace” the paperless environment and realize real cost-savings and increased efficiency. We welcome your call!
