4 Reasons why you should consider a paperless office

​In the past few decades, we have started to look into the possibility of a paperless future – a future free of cash, stacks of paper on our tables and waste for the environment. When you are responsible for an organization, you are always thinking of possible ways to streamline operations, save time and cut costs… what if going paperless was one of the answers to those concerns?

Here are a few benefits that going paperless can bring to your business:

Paper stacks can easily pile up, and no one likes to sort through them. Digital files will take up less office space than filing cabinets, and you can alleviate some of the concerns that come with large amounts of paper files. And the best part: once you eliminate the space devoted to paper records, you might find a better way to take advantage of that space, for you and your employees.

Sorting through mail takes time and energy. A single employee may spend hours sorting through all of the mail your organization receives, and once they are done, they still have to decide whether to stack it, throw it away or shred it. Not only that, but there is always the risk that important documents can be misplaced or intercepted. When you go paperless, you don't have to worry about that.

You can choose to receive important documents such as bank statements through email, bills and invoices through email or an online account – this way, you always know where to go back to when you need that information.

Imagine this: on your day off, a customer needs access to a certain document. With a paperless system, you don't need to go back to the office in order to find that document, and spend precious hours sorting through a stack of papers. With a cloud-based filling system, you can access important data through any device, as long as you have internet connection. What took hours to access, may only take a minute. Quicker access to accurate documentation also results in improved customer satisfaction.

Sharing knowledge among employees is the way to a successful business. But when your information is lost among a stack of papers, it can be hard to share it with your staff. Using digital collaboration tools reduces paper in the office and makes it easier to share information among employees – this can improve teamwork, employee morale and encourage your employees to take part in other projects inside your business.

To succeed in the digital world, organizations need to take advantage of digital processes to support their business. You can find more information about the way Phoenix Systems takes advantage of those processes in our previous blog post. If you have any other questions, please feel free to email us at This email address is being protected from spambots. You need JavaScript enabled to view it..