Don’t you sometimes wish you could banish all paper from your company?
Unclear piles of paper on your desk, inefficient processes, expensive archiving with the risk of not being able to find important documents again – all this could be a thing of the past.
In fact, more and more companies are turning to the completely paperless office to make their business processes much more efficient.
But the paperless office can do even more: it can drive the digital transformation of your entire business model and, additionally, as an e-office, even reduce your dependence on a physical office space.
What is a paperless office and what does it look like in reality?
A paperless office is a working environment that is completely paperless. In other words, in which all workflows and connected processes are handled completely digitally.
Particularly in the case of processes that today still frequently work with paper, such as contract signatures, orders, protocols or invoices, this means a major change and comes with some challenges.
On the other hand, however, the benefits are obvious and the opportunities that arise for companies are huge. Not only can a paperless office be operated in a much more cost-efficient and environmentally friendly way, it also paves the way for the digital transformation of the business model and, last but not least, allows for novel concepts such as the completely digital e-office.
Imagine never having to run to the printer or pick up a pen again during your entire workday. Instead, you could do everything from your computer, cell phone or tablet – regardless of your physical location. That’s the paperless office that’s already possible today.
What are the advantages & disadvantages of a paperless office?
Many advantages of the paperless office are obvious and coincide with those of digital signatures, but go much further than that.
Any work process involving paper always creates additional overhead. Documents have to be printed out, processed by hand, possibly sent by mail and “digitized back” again at the end.
The employee responsible for processing must always be in the same place as the printed document. This means either that employees have to be present in the office or that each employee has to purchase the equipment for processing paper documents, e.g. for his/her home office.
At the same time, there are friction losses due to waiting times, for example because an employee has to travel to the office to process a document, or because a contract has to be sent by mail to a partner or customer and then back again.
All this can be completely eliminated by switching to a paperless office and paperless work. Processes are thus streamlined, accelerated and made independent of physical location. At the same time, the environmental balance is improved by getting rid of paper altogether.
On the other hand, however, the changeover is often an organizational challenge with a few legal pitfalls. In addition, employees have to be actively involved in the process, which is sure to trigger unease or even defensiveness among some. Here, management must take the reins and actively exemplify the new paperless work culture.
Paperless work, digital transformation and the e-office
However, the paperless office can do much more than simply make existing processes more efficient. It also enables completely new concepts that were not even possible before, such as the digitization of the business model, which thus becomes more scalable.
This is the big difference between the “simple” digitization of analog processes and innovative digital transformation.
Let’s take a real estate company as an example, which buys, sells and rents out a large number of properties every year.
With paper-based processes, a significant portion of the overall productivity here is used for handling contracts on paper. With a switch to a completely digital model, which is already easily possible today with the use of digital signatures, for example, a huge amount of manpower is suddenly freed up that was previously tied up.
At the same time, the model enables a completely new business strategy, as several tangible competitive advantages can now be gained: Processes are faster, more efficient and, above all, can be carried out anywhere and at any time without waiting. Contracts that previously took days or weeks and always required printing and a trip to the post office on all sides can now be done in just a few minutes and require hardly any effort – for all sides.
In addition, paperless working enables companies to rethink their entire office and employment concept. Fully digitized processes reduce dependence on a shared physical space. Suddenly, all relevant processes can be completed regardless of the location of the stakeholders involved – for example, from the home office.
The physical office space is thus only optional and can be drastically reduced or even completely eliminated. This completes the transformation to a completely digital e-office.
Advantages & disadvantages at a glance
Advantages:
- Leaner, more efficient processes
- Cost savings
- Better environmental balance
- Independence from location, possibility of a completely digital e-office
- Opportunity to drive the digital transformation of the business model
Disadvantages:
- Major transition that requires time and willpower.
- Employee resistance may need to be overcome
- Possible legal issues need to be clarified
How can the paperless office be implemented?
The changeover to a paperless office is a feat of strength that takes some time, even with good planning. Therefore, the long-term benefits should always be the focus of consideration, and at the same time, a sufficiently large buffer should be planned for implementation.
Summarize processes
First, the company should list and summarize all relevant processes and workflows, especially with regard to how paper is used in the process and where digital alternatives may already be used.
It is advisable to also include processes that have already been digitized in these considerations, because it is not uncommon for there to be interfaces that are in turn handled via paper, for example when documents are transmitted completely digitally by mail or via a document management system, but then printed out for further processing.
It is important not to make an assessment at this point and not to idealize existing processes, but to acknowledge the actual circumstances. For example, if employees do not currently accept digital solutions but instead switch to analog alternatives, this is important for planning purposes.
Develop digital alternatives
Once you are clear about all existing and necessary processes, digital alternatives can be developed. It is advisable not to look at each process individually, but as a whole. It is often possible to combine and streamline several processes, which further increases efficiency.
At this point, possible software solutions should already be looked at and evaluated, because these can be both limiting, but on the other hand also inspiring, for example if possibilities were not previously considered.
It is also advisable to clarify the legal aspects of digital process alternatives at this point, also with regard to the necessary security architecture, which should be reconsidered during a changeover to a paperless office as well.
Develop a plan
At this point, the concrete vision of the newly paperless company should already be firmly anchored in the minds of the company’s management. Now it is time to develop a plan to get from the current state to the target state.
This plan should be developed with the involvement of the employees so as not to take them by surprise with drastic changes, and to also give them the feeling that they are part of the process. However, no compromises should be made that jeopardize the ultimate goal.
It is legitimate to run a hybrid model in an interim phase to ease the transition. In the end, however, all paper-driven processes should be eliminated, as this would otherwise render the goal of a paperless office useless.
Implement processes
At this point, it should be clear to all employees how the new digitized processes will look and function. In addition, a clear schedule should have been agreed by when and how the changeover will take place.
It is now up to the managers of the individual divisions to oversee and drive forward the changeover. Corporate management should set a good example and intervene with understanding and mediation where problems arise.
Concluding thoughts
The challenges of going paperless are a deterrent to many owners and CEOs. But the paperless office brings so many benefits that it would be a mistake not to weigh it carefully. Right now, when the transition is still a clear competitive advantage, companies can still put themselves in a very good position for the future.
It is to be expected that the paperless office will be the standard in some time and paper will be eliminated from all areas of life. Those who move forward with a vision now could thus end up being among the winners.
As a provider of digital signatures, which form a crucial interface for the paperless office, we will be happy to advise and support you in your plans. Simply get in touch with us!