Whilst there is of course no law which states that you can’t rely entirely on paper in your day-to-day business operation, in doing so are you operating as efficiently, securely and compliantly as you should be?
By operating a largely paper free office it is proven that you can become more productive, maintain your important information more securely, ensure compliance and work much more efficiently – so what’s stopping you?
Over many years spent delivering numerous paperless solutions, we have been confronted with a whole range of reasons and excuses as to why companies have put off the idea of exploring electronic working and have decided it is high time to examine the four most popular of these in a little more detail.
- A lack of appetite from Senior Management
- Our documents need physically signing
- It’s all too confusing
- Not sure it’s legal or compliant
How do you persuade Management to Go Paperless?
The acid test in business invariably rests with proving a return on investment – what are the sound financial reasons for making a change away from paper.
It may appear obvious that there are many good reasons for changing to electronic working, but it pays dividends to look at these in detail when laying down your case.
Start by considering your current way of working. How much time are you spending each day trying to find important hard copy documents and scanning or copying these and how might this time be better spent?
How much of your time is spent in carrying out tedious manual processes, correcting others mistakes and following up to ensure things get done properly?
If you are increasingly working away from the office, can you access the filing that is critical to your tasks or worse, are you travelling in just to visit your filing?
By considering these points, it is not difficult to appreciate the significant ongoing costs associated with manual paper filing, and that is if things go well.
Furthermore, the costs of maintaining a paper environment, whilst often hidden can be significant. From the amount of office space taken up, the costs of offsite storage and of course the employee time taken up both retrieving and working with paper. Without change this can only get worse!
Keeping things simple is the Golden Rule
Let’s face it, most people become very used to the way they work and with various well practised “workarounds” that has been the way, often for years.
One of the phrases we have encountered most often over the years is “We’ve always done it this way” and as a result doing nothing is always an option, perhaps the easiest one, but is it right?
Change is never easy, which is why at BPMS we recognise the need to keep things very simple and to make any changes slight and easy to adopt and critically, mirror what you are currently doing.
Assuming everything you currently do manually at present is based on sound logic then the same principles are applied to replicating these electronically, so you don’t have to change anything in the way you work.
BPMS ONLINE systems allow you to fully automate all your existing processes from invoice processing to HR Management, routing these to the correct decision makers.
Electronic forms can be created where these are currently paper and all documents requiring signature can be processed using the latest electronic signature protocols.
Our systems will mean that all of the time currently spent on mundane tasks will be drastically reduced, safe in the knowledge that everything you do is accurate and secure.
Choosing the right system for you is important
Making the right decision when choosing an electronic document management system is crucial, both now and for your future needs. With a wide variety of solutions available it is very important to work with a partner who understands the industry, but at least as importantly takes the time to understand your business and its processes.
BPMS bring a wealth of experience to assist you in all aspects of your document management. Being truly independent, we are able to consider objectively your specific requirements as opposed to crowbarring you into our only offering.
In addition, we can support you with specialist advice in the following areas:
Offsite document storage:
It is highly likely that you currently maintain files within your office, which you hardly, if ever, reference. If these documents are seldom going to be viewed there is neither a good reason nor financial justification to change their media type.
BPMS can store these offsite on your behalf in one of our secure facilities and should you require to view a document, we can simply scan it on demand and return it to you at a fraction of the cost and time associated with its physical return.
Outsourced Document Scanning:
It maybe you have provision for your own in-house document scanning. Should this not be the case, let BPMS take the strain. Our state-of-the-art bureau facilities enable us to digitalise your documents, regardless of volume, accurately, cost effectively and in a timely manner.
Generally speaking, to maintain your expenditure as low as possible, we would recommend considering first those documents which are the most recent to you and are likely to be the most frequently viewed or those which need to be maintained for long periods as it is these which will deliver the most significant RoI.
We at BPMS, over decades, have been helping businesses of all sizes embrace the latest document management technology to deliver fast, affordable, highly secure and very user solutions. If this is something you have considered why not get in touch with us for a no obligation chat to see what we can bring to your business.
