Employers are continuously searching for innovative ways to transform ships and installations into environments that encourage productivity, collaboration and growth. A paperless ship is a worthwhile investment to boost efficiency and reduce your environmental impact.
For a business, going paperless saves time and money and improves organization. When employees are more productive, companies become more efficient. Productivity and efficiency ultimately lead to growth.
Here are seven advantages to the paperless ship:
1. Encourage Collaboration and Creativity
If collaboration is key, on-screen collaboration allows multiple people to work on a shared document simultaneously. You can collaborate in real-time, view edits in real-time and even chat while working. Collaborating on projects like this promotes creativity and allows for prompt feedback.
Going paperless facilitates remote working, so work can still get done even if getting together in person is not feasible. This can improve efficiency and boost morale.
2. Improve Business Processes
Daily tasks become more efficient when done digitally. Why? Digital document management speeds up administration — employees can review, delegate, authorize, or transfer information with the click of a button.
Going online will make it possible for employees to have access to important documents at all times. What’s more, meetings become more efficient when everyone has access to the same, most up-to-date information.
3. Save Time for More Important Tasks
The search capabilities on electronic devices make it easy to find the file you’re looking for in a matter of seconds. Instead of trying to remember which cabinet holds the document you need, the search box on your phone or computer will find it using simple keywords.
A typical employee spends 30 to 40 per cent of their time searching for information in a filing cabinet. When documents are stored digitally, the retrieval of information becomes quick and simple, freeing up that time to complete other tasks.
4. Improve Security
Privacy and security are vital when it comes to storing your company and your customer data. To learn why companies shouldn’t take data privacy and security for granted, read this article on data best practices.
A common misconception is that paper documents are more secure than electronic files. In actuality, paper documents are not as safe as you might think. Even with locked filing cabinets, break-ins are always a possibility.
Password protected electronic security systems store documents on encrypted servers that can track when files are accessed, who accessed them and what changes were made. Only authorized users can view documents. With paper, the risk is that documents can be misplaced and end up in the wrong hands.
5. Reduce Costs
Did you know the average office worker uses over 10,000 sheets of paper each year? Not only does going paperless save time, it’s economical too. Reducing paper means less money spent on buying paper, printing, or toner, as well as costs related to storage of paper documents.
6. De-clutter Your Space
Storage space is a primary concern when it comes to filing paper documents. Filing cabinets take up lots of space and require their own maintenance. When you convert to electronic documents, files are stored digitally, freeing up space and de-cluttering the office. Online data storage through sites such as Dropbox makes it possible to easily store and quickly share large files.
7. Reduce Waste and Improve Your Carbon Footprint
The world produces 300 million tonnes of paper annually which adds up to cutting down four billion trees. At a time when socially responsibility is a requirement for many customers, reducing your ecological footprint is good for business. Doing your part for the environment and incorporating corporate social responsibility goals into your business model will set your company apart.
As you can see, the paperless office has its advantages. Transforming your work environment to allow for collaboration fosters creativity and increases productivity. Day-to-day business processes become more efficient and overall consumption is reduced. What’s good for the environment is good for the economy.
Validity Systems Inc. have solutions to streamline your organization and help you Go Paperless.