SYS-CON MEDIA Authors: Zakia Bouachraoui, Liz McMillan, Carmen Gonzalez, Roger Strukhoff, David Linthicum

Blog Feed Post

8 Tips for Going Paperless In Your Small Business

8 Tips for Going Paperless In Your Small Business

Ray Coleman is a small business owner who writes about money management, green living, and sustainability.

 

One of the great benefits of the modern age is the ability of small businesses to conduct a majority of their operations in the digital realm. Eliminating the need for bulky file cabinets, storage facilities, photocopiers, printers, and scanners can reduce overhead dramatically. Replacing costly courier services with emails, and swapping out newsletters and solicitations for social media and web-based marketing programs means serious cost savings, as well.

Essentially, all of this comes down to replacing paper with pixels. By taking your business green, you're not only helping the environment, you're freeing up a ton of working capital for your venture – and often creating a better and preferred experience for your customers, partners, suppliers, and employees. For some very effective strategies to help take your small business paperless, read on.

 

1. Use Google Apps For Business
The suite of apps offered by Google can help small businesses cut down on the amount of paper documents they need. Use Google Mail and Chat to communicate online with your staff and clients. Collaborate electronically on projects via Google Docs - its word processing and spreadsheet functions can be contributed to and saved by multiple members of a group. For non-Google Docs files, share them through Google Drive. Insist that your staff work solely off their devices and you can cut back significantly on the wasteful use of paper.

 

2. Switch to Electronic Payroll and Accounting
Reduce the number of paper invoices and checks your business sends out by taking your payroll and accounting needs online with the FreshBooks website. It's a cloud-based accounting solution designed specifically for small business owners that allows you to create invoices and track expenses and hours worked all with an intuitive software interface and solid customer support. Freshbooks offers mobile apps as well, so you can handle all of your accounting responsibilities on your tablet or smartphone if you happen to be on the go.

 

3. Cut Down on Faxed Documents
If clients or other businesses you work with still fax documents, sign up for a service that converts incoming faxes to email messages. Two companies to consider are MetroFax and MyFax. If you have to fax a document to another party, convert it into PDF form and send it through one of these services so that your recipient receives it in fax form on the other end.

 

4. Choose the Right Cloud Platform
When you go paperless you're going to need a cloud-based platform to store your documents, and when deciding on the right one always keep security in mind. There have been several notable security breaches involving cloud-based storage platforms, including an incident with one of the market leaders, Dropbox. Two additional and advantageous document storage websites with high security ratings are JustCloud and SugarSync

 

5. Move Your Marketing Strategy Online
Marketing via email is a lot less expensive than a direct mail campaign, a lot less time-consuming, and more cost effective. In an article in the Harvard Business Review it was found that the response rate for direct mail marketing and email marketing was about equal, which means it can be of great advantage to your small business to adopt a digital marketing strategy. Send out email newsletters and offers, and stay on top of all your social media pages, including Facebook, Twitter, Pinterest, and Instagram using a tool like HootSuite, which streamlines all feeds and keeps you in sync with your social communities. According to an IDC research report sponsored by Facebook, 18 to 44-year-olds who own an iPhone or Android check Facebook an average of 14 times per day. That pales in comparison to the one time per day most of us check the post box.

 

6. Mobilize Your Paperless Strategy
When searching for ways to maximize your paperless activity, put your smartphone to use. To keep track of your expenses, use the Shoeboxed or Exepnsify apps to snap pictures of receipts and track business-related spending. You can also use the DocuSign app for signing and sending important documents for signature, instead of going through the process of printing, signing, scanning, faxing and emailing. Its high, enterprise-level security protocols make it the most attractive candidate in the eSignature industry.

 

7. Get Electronic Receipts For Office Supply Purchases
The next time you head out to Office Depot or Office Max to pick up miscellaneous supplies or larger purchases, ask to have your receipt emailed to you - it's one less piece of paper to keep track of. Establish folders in your email account to store these receipts as they arrive, so when the time comes to sort through your expenses you can have an easy job of it.

 

8. Reduce Junk Mail
The website DirectMail allows you to sign up for its National Do Not Mail List. Fill out the form, including your small business's address, and you can significantly reduce the amount of junk mail you receive. This cuts down on waste and frees up more time for you to take care of what's really important.

 

Final Thoughts
Going paperless may make you feel a bit more vulnerable, knowing there are no hard-copy backups of what you've stored in the cloud. If that's the case, get an external hard drive and transfer all of your documents onto it. Also consider signing up for a second cloud-based service, simply for backup purposes. This way you've got multiple means of protection should you suffer a computer crash or one of your cloud servers go down.

Fortunately, vulnerability is becoming a thing of the past for many individuals and small business with the strength and rapid evolution of cloud based businesses.

What tips do you know of for a small business wanting to go paperless?

Read the original blog entry...

Latest Stories
Moroccanoil®, the global leader in oil-infused beauty, is thrilled to announce the NEW Moroccanoil Color Depositing Masks, a collection of dual-benefit hair masks that deposit pure pigments while providing the treatment benefits of a deep conditioning mask. The collection consists of seven curated shades for commitment-free, beautifully-colored hair that looks and feels healthy.
The textured-hair category is inarguably the hottest in the haircare space today. This has been driven by the proliferation of founder brands started by curly and coily consumers and savvy consumers who increasingly want products specifically for their texture type. This trend is underscored by the latest insights from NaturallyCurly's 2018 TextureTrends report, released today. According to the 2018 TextureTrends Report, more than 80 percent of women with curly and coily hair say they purcha...
The textured-hair category is inarguably the hottest in the haircare space today. This has been driven by the proliferation of founder brands started by curly and coily consumers and savvy consumers who increasingly want products specifically for their texture type. This trend is underscored by the latest insights from NaturallyCurly's 2018 TextureTrends report, released today. According to the 2018 TextureTrends Report, more than 80 percent of women with curly and coily hair say they purcha...
We all love the many benefits of natural plant oils, used as a deap treatment before shampooing, at home or at the beach, but is there an all-in-one solution for everyday intensive nutrition and modern styling?I am passionate about the benefits of natural extracts with tried-and-tested results, which I have used to develop my own brand (lemon for its acid ph, wheat germ for its fortifying action…). I wanted a product which combined caring and styling effects, and which could be used after shampo...
Steaz, the nation's top-selling organic and fair trade green-tea-based beverage company, announces its 2017 "Mind. Body. Soul." tour, which will bring authentic experiences inspired by the brand's signature Mind. Body. Soul. tagline to life across the country. The tour will inform, educate, inspire and entertain through events, digital activations and partner-curated experiences developed to support the three pillars of complete health and wellness.
The precious oil is extracted from the seeds of prickly pear cactus plant. After taking out the seeds from the fruits, they are adequately dried and then cold pressed to obtain the oil. Indeed, the prickly seed oil is quite expensive. Well, that is understandable when you consider the fact that the seeds are really tiny and each seed contain only about 5% of oil in it at most, plus the seeds are usually handpicked from the fruits. This means it will take tons of these seeds to produce just one b...
The platform combines the strengths of Singtel's extensive, intelligent network capabilities with Microsoft's cloud expertise to create a unique solution that sets new standards for IoT applications," said Mr Diomedes Kastanis, Head of IoT at Singtel. "Our solution provides speed, transparency and flexibility, paving the way for a more pervasive use of IoT to accelerate enterprises' digitalisation efforts. AI-powered intelligent connectivity over Microsoft Azure will be the fastest connected pat...
There are many examples of disruption in consumer space – Uber disrupting the cab industry, Airbnb disrupting the hospitality industry and so on; but have you wondered who is disrupting support and operations? AISERA helps make businesses and customers successful by offering consumer-like user experience for support and operations. We have built the world’s first AI-driven IT / HR / Cloud / Customer Support and Operations solution.
ScaleMP is presenting at CloudEXPO 2019, held June 24-26 in Santa Clara, and we’d love to see you there. At the conference, we’ll demonstrate how ScaleMP is solving one of the most vexing challenges for cloud — memory cost and limit of scale — and how our innovative vSMP MemoryONE solution provides affordable larger server memory for the private and public cloud. Please visit us at Booth No. 519 to connect with our experts and learn more about vSMP MemoryONE and how it is already serving some of...
Darktrace is the world's leading AI company for cyber security. Created by mathematicians from the University of Cambridge, Darktrace's Enterprise Immune System is the first non-consumer application of machine learning to work at scale, across all network types, from physical, virtualized, and cloud, through to IoT and industrial control systems. Installed as a self-configuring cyber defense platform, Darktrace continuously learns what is ‘normal' for all devices and users, updating its understa...
Codete accelerates their clients growth through technological expertise and experience. Codite team works with organizations to meet the challenges that digitalization presents. Their clients include digital start-ups as well as established enterprises in the IT industry. To stay competitive in a highly innovative IT industry, strong R&D departments and bold spin-off initiatives is a must. Codete Data Science and Software Architects teams help corporate clients to stay up to date with the mod...
As you know, enterprise IT conversation over the past year have often centered upon the open-source Kubernetes container orchestration system. In fact, Kubernetes has emerged as the key technology -- and even primary platform -- of cloud migrations for a wide variety of organizations. Kubernetes is critical to forward-looking enterprises that continue to push their IT infrastructures toward maximum functionality, scalability, and flexibility. As they do so, IT professionals are also embr...
Platform9, the leader in SaaS-managed hybrid cloud, has announced it will present five sessions at four upcoming industry conferences in June: BCS in London, DevOpsCon in Berlin, HPE Discover and Cloud Computing Expo 2019.
At CloudEXPO Silicon Valley, June 24-26, 2019, Digital Transformation (DX) is a major focus with expanded DevOpsSUMMIT and FinTechEXPO programs within the DXWorldEXPO agenda. Successful transformation requires a laser focus on being data-driven and on using all the tools available that enable transformation if they plan to survive over the long term. A total of 88% of Fortune 500 companies from a generation ago are now out of business. Only 12% still survive. Similar percentages are found throug...
When you're operating multiple services in production, building out forensics tools such as monitoring and observability becomes essential. Unfortunately, it is a real challenge balancing priorities between building new features and tools to help pinpoint root causes. Linkerd provides many of the tools you need to tame the chaos of operating microservices in a cloud native world. Because Linkerd is a transparent proxy that runs alongside your application, there are no code changes required. I...