Businesses have been depending on paper for communication and accounting for years. However, old habits die hard and is therefore proving difficult to operate without. The interactions that involve the use of paper bring together partners and clients whose operations you do not have control. When you need to go paperless, there are excellent options you can explore.
Make provisions and also sign up for e-statements. This will avoid the depositing of utility bills and bank statements at your address or door. This makes you believe or buy the idea that you can operate without using paper. Your associates will pick your cue and help you avoid the paper. Always ask clients or customers whether electronic communication and systems are an option. You may even send these electronic systems alongside the printed versions.
Adapt necessary technology to facilitate the use of electronic communication. Your office must have the equipment to receive electronic communication, make filing and take appropriate action. Further, it should be easy to trace this communication and interactions. This requires persons with necessary tools, technology and expertise.
Allow payment of bills and also make own payments electronically. This means sending of invoices electronically, filing the invoices and sealing deals without having to print any paper. You must agree with the client on the use of electronic communication. You will be kicking off a trend that can be adapted easily by your associates and partners.
Consolidate information collection and tracking of operations. You do not need to keep records of receipts and interactions with customers. By tracking and approving them electronically, you will keep records of activity. You can refer to these records in case a question arises. Agree on electronic transactions and make provision for it.
Digitize your signature. A physical signature means that documents and engagements must be printed. With a digital signature, it can be imprinted on emails and correspondences to give them the authority they require. You need to protect the signature from misuse through appropriate clearance levels. The use of such a signature must also be consistent.
Eliminating paper in all your operations might be difficult. This calls for gradual adoption of electronic engagements. Install the right technology and infrastructure to support the use of electronic interactions. There must be a system that allows tracking of activities electronically to address any queries that might arise. The systems you develop must be accurate and convenient for your business.
Make provisions and also sign up for e-statements. This will avoid the depositing of utility bills and bank statements at your address or door. This makes you believe or buy the idea that you can operate without using paper. Your associates will pick your cue and help you avoid the paper. Always ask clients or customers whether electronic communication and systems are an option. You may even send these electronic systems alongside the printed versions.
Adapt necessary technology to facilitate the use of electronic communication. Your office must have the equipment to receive electronic communication, make filing and take appropriate action. Further, it should be easy to trace this communication and interactions. This requires persons with necessary tools, technology and expertise.
Allow payment of bills and also make own payments electronically. This means sending of invoices electronically, filing the invoices and sealing deals without having to print any paper. You must agree with the client on the use of electronic communication. You will be kicking off a trend that can be adapted easily by your associates and partners.
Consolidate information collection and tracking of operations. You do not need to keep records of receipts and interactions with customers. By tracking and approving them electronically, you will keep records of activity. You can refer to these records in case a question arises. Agree on electronic transactions and make provision for it.
Digitize your signature. A physical signature means that documents and engagements must be printed. With a digital signature, it can be imprinted on emails and correspondences to give them the authority they require. You need to protect the signature from misuse through appropriate clearance levels. The use of such a signature must also be consistent.
Eliminating paper in all your operations might be difficult. This calls for gradual adoption of electronic engagements. Install the right technology and infrastructure to support the use of electronic interactions. There must be a system that allows tracking of activities electronically to address any queries that might arise. The systems you develop must be accurate and convenient for your business.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Document Scanning Solutions he suggests you visit his friend's to learn more.
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