How to Alleviate the Stress of Paperwork

Did you know that according to the EPA, the average office worker makes almost two pounds of paper waste every day? 

Paperwork can be very stressful. For many of us, it seems like there is a never-ending supply of forms to fill out, emails to write, and deadlines to meet. All of this paperwork can quickly become overwhelming, leading to a lot of stress.

But there's a solution to this stressor: document automation! Many offices have switched to going paperless to help the environment and themselves. And there's no reason your office couldn't do the same.

Why Should You Digitize Documents?

One of the ways to go paperless in your office is by digitizing documents. This means scanning physical documents and saving them as digital files.
There are many reasons why you should consider automated document generation. Digitized documents have the following benefits:

Easy accessibility

Digitized documents are just a few clicks away. You can access them from your computer, phone, or tablet—wherever you are. This is much easier than having to search through filing cabinets for a physical copy of a document.

Fast file retrieval

Have you ever stopped to consider the number of time employees waste searching through piles of paper? By digitizing your documents, you can make them all searchable by keyword. This means finding a specific document is now a breeze, and all the added time can go to more productive use.

Easier and faster collaboration

Coworkers can easily collaborate on a project when all the documents are digital. Multiple people can work on a document at the same time, and changes can be tracked. This is much more efficient than passing around a physical copy of a document.

Greater organization

It's easier to organize files on a hard drive than in a file cabinet. You can create folders and subfolders to keep your documents sorted, making it simpler to find what you're looking for. Plus, a hard drive takes up far less space!

Environmentally friendly

Going paperless is one of the ways your office can help the environment. By digitizing documents, you'll use less paper and generate less waste.

Better data recovery

Disasters happen, and when they do, you should be able to get back on your feet as quickly as possible. With document automation, you can easily back up your files and protect them from being lost in a fire or flood.

File longevity

Digitized documents don’t get worn out as paper documents do. They can be stored and accessed indefinitely.

How to Start Going Digital

With all the above benefits, for many going digital is no longer an option but a necessity. The question is, how do you get started? Here are a few tips:

Create excitement within the team

Everyone in the office must participate in the transition from paper to digital. Get everyone on board by explaining the benefits of automated document generation. You may even want to create a team-building activity around it. Answer as many questions about it as possible.

Organize your paper documents and files

While organizing all your documents and files can take a lot of time, it's usually one of the initial steps people take when going paperless. You need to know what you have and where it is before you can scan it. This will make the digitization process much smoother.

Choose electronic software

You're going to replace your paper documents with digital files, so you'll need software to help. When choosing your document management software, factor in the specific needs of your business. For example, if you need to sign documents electronically, choose software that offers this feature.

Digitize paper-based documents

Once you have your electronic software ready, it's time to digitize your paper documents. Start by uploading your digital files to the document management software. You can also use a scanner to scan physical documents and save them as digital files.

This stage takes time, and it's important to ensure the proper transfer of data and avoid any mistakes in the process.

Alert clients of the change

Your clients need to be in the know about the change. After all, you'll be dealing with them electronically from now on, and their collaboration will be crucial to the success of your projects. Let them know about the switch and how it will benefit both parties.
You should also make it clear about the safety and security of their data. Reassure them that you'll take the necessary steps to protect their information.

Download the Intro to Process Automation guide

Paperless Solutions

Since many businesses are transitioning to document automation, there are now more solutions available than ever to help with the digitization process. Here are a few popular ones:

Adobe Acrobat

Adobe Acrobat is one of the most popular software solutions for creating, editing, and signing PDF documents. It offers a wide range of features, such as adding multimedia content, comments, and signatures.

Dropbox

Another popular solution is Dropbox. It's a cloud-based storage service that makes it easy to store, share, and collaborate on documents and files. With Dropbox, you can access your files from anywhere and on any device, making it easy to work on the go.

Documint

You can also try Documint, a paperless solution that helps businesses manage and store documents electronically. It offers features such as electronic signatures, document workflow, and secure storage. Documint also offers a free trial, so you can try it out before deciding if it's the right solution for your business.

Google Drive

Google Drive is a cloud-based storage solution that offers users 15 GB of free storage. It's integrated with other Google products, too, such as Gmail and Google Docs, making it a convenient option for businesses that use these services. It also comes with some unique features, such as real-time editing and collaboration.

 

Key Takeaways

Document automation can help your business save time and money while improving efficiency. The digitization of paper documents can be done in several ways, such as by scanning them and uploading them into document management software.
When going paperless, it's important to factor in the specific needs of your business and choose the right software solution. Don't forget to reassure your clients that their data will still be safe and secure.


With the right strategies in place and a perfect paperless solution for your business, you can say goodbye to paper clutter for good. It will be a win-win solution for your business and the environment.

Download the Intro to Process Automation guide

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