Going paperless has clear benefits for small businesses – it can save time and money while also being better for the environment. However, shifting your processes to digital can seem intimidating. This comprehensive 2800+ word guide breaks down everything small business owners need to successfully implement paperless systems.
Why Go Paperless?
Here are the main advantages of using paperless office software and processes:
- Saves money on paper, ink, storage space and mailing costs
- Increases efficiency by making information instantly searchable and accessible
- Enables remote work and collaboration across locations
- Reduces waste and meets sustainability goals
- Scales easily as your small business grows
Research shows that the average office worker uses 10,000 sheets of paper each year. Cutting paper use through digitization can make a big impact on any company‘s bottom line.
Key Paperless Office Statistics
| Metric | Statistic |
|---|---|
| Average pages printed per office worker each year | 2,500 |
| Annual paper and printing costs per employee | $2,100 |
| Average document search time savings from digitization | 25 seconds per document |
| Minutes wasted per office worker each week searching for paper documents | 20-30 minutes |
Choosing the Right Software
The key categories of paperless office software include:
Document Management – Centrally store, share and collaborate on files
Scan and Capture – Turn paper documents into searchable digital files
eSignatures – Securely sign documents digitally
Workflow Automation – Route documents and tasks digitally
Image showing how paperless office software categories work together
When evaluating options, small businesses should look for easy to use, affordable systems that integrate with their existing tools. Cloud-based software as a service models allow for quick setup without relying on internal IT resources.
Here are top paperless systems purpose-built for small business needs:
Google Workplace – Integrates popular tools like Gmail, Drive, Docs and more to enable collaboration. Plans start free.
Box – Secure cloud content management from $5/month. Integrates with Google Workspace and Office 365.
Adobe Sign – eSignature and document workflows for small business. Planned pricing starts at $10/month.
Comparing Top Paperless Office Solutions
| System | Starting Price | Key Features | Best For |
|---|---|---|---|
| Google Workplace | Free | Docs, Sheets, Drive, Email, Video Meetings | Collaboration |
| Box | $5/user/month | Cloud storage, Content management, Integration with Office 365 and G Suite | Centralized document access |
| Adobe Sign | $10/user/month | eSignatures, Digital forms routing, Document generation | Digital transaction processes |
Implementing Paperless Systems
Follow these best practices from AI and business process experts to smoothly transition your small business into a paperless office:
Organize Existing Paper Documents
First, gather all paper files and documents currently used in daily operations. Sort them into logical categories like department, client, project etc.
Invest in an automated high-speed scanner or scanner/copier combo device to quickly digitize papers. The faster the pages per minute (PPM), the quicker your business can reclaim precious office real estate previously used for storage.
Categorize digital copies using consistent tags or a document management system so staff can easily search. Some systems like Box even have built-in optical character recognition, handwriting recognition and auto-tagging to speed up processing paper documents scanned or photographed with mobile phones.
Safely and securely shred unwanted paper documents containing sensitive customer data or records with legally mandated retention periods using a professional shredding service.
Build Digital Workflows
Many paperless systems include workflow functionality for routing documents, data and tasks to the right people without manual paperwork. This takes inefficient processes like:
- Client onboarding
- Payroll approvals
- Sales contract negotiation
And transforms them into structured, transparent and trackable digital flows:
First, map out existing processes that depend on paper documents changing hands. Look for speed bumps, bottlenecks and redundant steps. Then reimagine these workflows using modern cloud platforms. Set automated triggers like document status changes to keep flows moving.
Integrate workflows across your document management, storage, eSignature, HR and communication apps for seamless data sharing between systems. Intuitive workflow programs like KiSSFLOW, Nintex Promapp and Zapier can connect popular business software like email, Quickbooks, Slack and more out of the box.
Review workflows regularly to continuously optimize. Measure paper document touch points before and after changes to quantify efficiency gains through digitization.
Train Staff
Make sure to sufficiently train employees across departments on new paperless systems before launch. Schedule virtual or in-person walkthroughs so everyone understands login, core features, mobile access and their specific responsibilities.
Cover basics like:
- Scanning paper documents
- Working with digital document formats
- Annotating and eSigning documents
- Collaborating via the cloud
- Completing digital workflows and forms
Asana project management and Basecamp collaboration tools also include built-in training content libraries and status dashboards to streamline getting employees up to speed on cloud platforms.
Incorporate paperless user training as part of ongoing employee onboarding. Set up team knowledge bases in Confluence or Notion as quick reference guides.
Back Up Data
While cloud platforms securely store data externally preventing loss, it‘s still smart to schedule regular digital backups of critical business files and documents.
Services like Dropbox, IDrive and Acronis facilitate automated backups from paperless systems down to the file version level for peace of mind.
Follow the 3-2-1 backup rule: 3 copies of data, 2 local backups, 1 cloud backup. Test restores to ensure the business can resume operations after potential data loss incidents.
Evolving Technology for Paperless Offices
Paperless offices of the future will be fueled by advanced technologies like artificial intelligence, computer vision, natural language processing and more to further reduce reliance on paper and manual processes.
AI for Intelligent Document Processing
Paper documents contain valuable structured data trapped in unstructured formats. Humans must manually transcribe relevant info – a tedious, expensive process.
AI-powered Intelligent Document Processing (IDP) software automates transforming scanned or photographed documents into structured data without errors or delays.
IDP tools like Rossum use computer vision and machine learning to "read" forms and paperwork. They accurately extract information into digital formats consumable across back-end business platforms in seconds.
Beyond data entry, IDP unlocks analytics across document collections to uncover hidden insights. With custom machine learning models, these tools continuously improve automated document analysis and data extraction accuracy over time.
AI Intelligent Document Processing
Natural Language Generation for Personalization
Many paperless systems rely on pre-defined document templates. But advances in AI language generation allow for dynamic, personalized documents tailored to each customer.
Natural Language Generation (NLG) algorithms convert structured data into written sentences on demand. Leading solutions like Arria NLG integrate with CRM systems and databases to create individualized paperwork.
For example, NLG can generate customized quotes, coverage explanations, renewal letters and other documents customized for the reader. This automation also reduces compliance risk compared to manual processes and static templates.
As AI maturity increases, NLG will become integral technology for paperless offices seeking scalable personalization.
Ambient Computing with Voice Assistants
While desktop interfaces enable a basic paperless environment, emerging ambient computing drives productivity.
Internet of Things (IoT) devices managed through voice make digital document access and collaboration more seamless than ever. Smart speakers like Amazon Echo and Google Home interweave with business apps:
- "Alexa, ask Box to search for the Carter Corp contract."
- "Okay Google, find me the latest sales report in my company Drive."
As more ambient devices embed into offices, meetings, vehicles etc. queries become frictionless. Soon, keyboards and mice fade behind speech for secure information flows.
Benefits of Being Paperless
Here are some of the biggest real-world perks from small businesses after implementing paperless office software, processes and newer technologies:
- 30-80% faster document retrieval & response times – no more digging through filing cabinets!
- 83% less paper used – offices cut paper and printing material waste by over four-fifths on average
- 20% or greater productivity gains – a McKinsey study found workers spend 20% or more of their time searching for information which drops dramatically with organized digital documents
- 97% customer satisfaction rates – easy access to accurate information and fast response times improve relationships
- $2.52 saved per document via electronic routing vs. paper expenses
The key for small businesses is embracing tools, systems and emerging technology tailored for the paperless environment. With thoughtful change management, the paperless payoff is well worth the investment.
Prioritizing paperless processes today will make companies inherently agile to scale smarter tomorrow. The efficiencies compound, empowering small businesses to deliver excellent products and service.
