Completely discard fax from the business process and replace paper forms with fillable PDF forms that are submitted via email or a Web browser. The latter supports the sharing of entire notebooks or individual notes, which is handy for disseminating both static and dynamic materials such as an employee handbook or meeting notes.ħ. Reproduce internal documents on Wikis or online notebooks such as Google Docs or Evernote instead. In the United States, for example, the ESIGN Act of 2000 gives validity to electronic signatures, making an electronic signature contract as legally valid as signed hard-copy contracts.Ħ. Even for external contracts, the need for a signature has roots more in historical precedence than actual legal requirement. Do away with physical signing printed documents, particularly internal ones.
One of the simplest remedies: Generate reports directly in PDF format, which can be reviewed on a laptop, tablet or even smartphone.ĥ. If you want to substantially reduce paper usage, there’s no running away from re-architecting certain business process to identify procedures that make needless use of paper. An empty box for collecting non-confidential documents for recycling can help, as do email signatures that discourage the unnecessary printing of emails messages. While it’s decidedly low-tech, actively advocating a culture of reuse and recycling can modify prevailing attitudes toward paper usage. Make a conscious effort to pay bills online, too, as this reduces not just the use of paper checks and envelopes needed to post them but also improves overall productivity.Ĥ. Request paperless statements from banks and service providers such as the telecommunications company. Without printers on their desks, employees are less likely to print frivolously this has the added benefit of improving cost effectiveness.ģ. Reduce the number of printers in your office by consolidating smaller, low-end machine with printers capable of higher print volumes at a central location. (Print Inspector costs $500 for 10 clients or $1,000 for a site license.)Ģ.
#TARGET PAPERLESS EMPLOYEE SOFTWARE#
Depending on how printers are set up, standalone print server software such as Print Inspector may work too, though cost may be prohibitive for small businesses. Obviously, this works best if the capability to track printing is already supported by the existing multifunctional machine or printer server. Track the number of pages printed per person, generate a monthly report and email it to everyone. This can be done in a variety of no- or low-cost initiatives that underscore the seriousness of the paperless drive.ġ. The first step toward reducing paper usage is simply emphasizing the move toward reducing paper usage.
The point is, there may be situations where it would be unfair and counterproductive to insist on change, especially if the resulting reduction in paper usage is minimal. While excellent alternatives such as the Jolt Script stylus have emerged to deliver an experience comparable to that of using a real pen, they can be pricey and may not convince a purist. In addition, doodling or sketching represents a good way for some to flesh out their thoughts. Moreover, industries such as law and auditing may not be good candidates to go paperless due to the historical prevalence of paper. The realities of paper in our society force even the most tech-savvy businesses, even start-ups with no legacy processes and habits, to contend with external forces such as client needs and regulatory or legal requirements. Completely eliminating paper may not be economical or even practical for everyone. One big reason is that, when it comes to eradicating paper, organizations must be realistic. ] Paperless Office Not Without Limitations Beware the 9 warning signs of bad IT architecture and see why these 10 old-school IT principles still rule.
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