For decades, filing cabinets and document trays have been the way to organize essential business information. However, more and more companies are now shifting towards electronic document management systems to increase their efficiency. Commercial property expenses are increasing, and so is the cost of storing paper documents. Having a paperless business system like a Virtual Printer can help minimize the need for boxes, storage bins, and cabinets.
Documents that have to be kept as hard copies can now be stored on the cloud storage of a virtual printer. It also enhances security as these electronic document management systems usually leave an audit trail of the people who have viewed, accessed, and modified a specific document. They can also be tagged to enable automated alerts on mobile devices. Read on to find out how you can adopt a paperless culture into your workplace.
Lead Your Employees
Employees are ready and willing to go paperless, but lack of management initiatives has kept them from relishing the benefits of an electronic document system. Execute steps and take action to make your office more efficient. Start by installing the virtual printer software on your computer systems. The installation time takes around a few minutes, especially if you’re using virtual printers from Brooksnet with remote printing manager (RPM) capabilities.
An RPM feature lets you personalize and control the processing of print jobs from the IP or TCP networks to the host systems. Educate your employees about the necessary functionalities of these virtual printers to make it easier for beginners to navigate. You can also schedule software training programs to help employees get up to speed with the digital document management systems. The training program should also tackle bug fixes to prevent downtime in case of an outage.
Get Everyone on Board
Getting everyone on board with paperless systems is easier said than done. Seasoned employees will likely go against it because of the need to change processes. Encourage them to get on board by demonstrating how it can make their jobs easier and more convenient. Nowadays, the majority of consumers prefer electronic documents because they are secure and much easier to handle.
Motivate employees to ask questions so that all concerns are addressed. This helps cover all loopholes and ensures the successful adoption of virtual printers into your operations.
Move or Remove Copiers and Printers
An employee goes to the printing and copying sections roughly 61 times per week. This translates into an average of a month of spending on misfiled, lost, mislabeled, and untracked business files. Moving copiers and printers from desktops and replacing them with centralized virtual printers will limit their use. Turn on the password managers of virtual printers to make printing secure and monitor usage effectively.
Replacing traditional fax machines with virtual printers will also help your business embrace a paperless environment. Virtual printers are brimming with progressive document sending features that let you send files through your intranet systems, email, and web for maximum viewing.
Starting a paperless workplace will cost you upfront, but it’s worth every penny with the amount of safety, security, and simplicity it can bring to your business documents. Know more about the benefits of virtual printers and get in touch with a representative at Brooksnet today.
