Dealing with work can sometimes be very stressful. Just think of the inventories, long reports you need to write, and the important documents you need to mail. When you arrive at the office and see loads of paper at your desk, anxiety increases. Wouldn’t it feel good to work in a stress-free and serene work environment? This is one of the reasons, apart from ecological matters, why most workplaces are now going paperless.
What is a “paperless” office? It is significantly decreasing or completely eradicating the use of paper at a work environment. Becoming totally paperless may seem impossible but it is actually likely to be achieved with today’s generation that’s being overshadowed by advance technology. Digital products were invented to make life more convenient when it comes to communication, education, marketing, etc. and they absolutely assist in the process of becoming paperless.
Numerous benefits can be gained. One of these is its valuable impact on the environment. There are several detrimental effects that papers impose on the environment. In fact, the entire process of paper-making including its disposal is hazardous to the ecosystem. Logging of trees, which is the initial step in paper production, affects our oxygen supply and biodiversity. Manufacturing paper discharges toxic substances into air and water. Three gases (nitrogen dioxide, sulfur dioxide, carbon dioxide) are released during the process. These three gases are called greenhouse gases which cause global warming. Chlorine compounds are also used in bleaching pulp for making a paper. They can be really harmful to the respiratory, reproductive and immune systems. Becoming paperless can bring deforestation and paper’s other risky environmental effects to an end.
Cost effectiveness is another advantage of a paperless office. Most companies spend much for paper and ink. Without having to use paper saves a significant amount of money in printing, scanning and photocopying.
A more organized workplace is established. Storing documents in electronic medium provides more space. The company’s storage rooms that keep paper records may be removed and turned into offices for other workers. Even file cabinets in the offices are not necessary anymore. An organized office gives the worker peace of mind, allowing him/her to work properly.
It saves time and encourages accessibility. A worker’s time is very valuable especially if a lot of tasks must be accomplished to meet deadlines. You won’t need to waste time in searching for the needed documents among the tons of paper you have in the office. With just a few clicks on the digital products, you’d easily find the necessary document. Transmittals are facilitated by an electronic storage system, thus saving the use of postage and envelopes, as well as the time and energy in mailing. Users can also be given access to view a single file and retrieve them if necessary.
Going paperless gives security. Confidential documents can be stored in computer folders that require password. Unless the user is authorized, he/she won’t be able to access the file. It is better to keep them in secured servers rather than having them on papers which might get stolen or misplaced.
It helps in business growth and makes marketing a lot easier. Companies have no other choice but to advertise using digital means. Consumers nowadays are not seduced with the advertisements they just see on papers or posters. They are more likely to buy a product or avail a service that has garnered their attention online. Executives can also spend more time in working productively and planning for business development.
With the unstoppable technological advancement and the several benefits that can be gained from having a paperless office, it is no wonder that all companies will become paperless soon. Also, it gives a big contribution to saving the environment from its continuous degradation. More businesses will be developed, contributing to a better economy.