The Path to a Paperless Office

By Jenny Dombroski

If you have stacks of paper in your office, it can be easy to get overwhelmed. Going paperless can help reduce your distractions and remove your paper backlog so you can regain your focus and boost your productivity. There are a lot of strategies for maintaining a paperless workplace, but I've narrowed it down to just a few steps:

Whittle it.

• Work on one drawer ( or even one part of a drawer) at a time to avoid getting overwhelmed.

• Keep a recycle bin and a bag or box for shredding handy, and go through each file, folder, binder, or document and keep only what you really need. 

Scan it.
Aside from official documents or documents that for compliance reasons require an original signature, keeping the paper that's left simply isn't necessary if you can find alternate ways of storing the information -- it's the information that's valuable, not the paper it's printed on.

• ScannersYou can get scanners for small office use for about $100 - $150 for a basic model. Basic models usually only allow you to scan one page at a time. If you invest in a high-speed scanner at around $400, they typically allow you to feed up to 50 sheets at a time.
• Scanning ServicesScanning a high volume of paper -- especially if it is an office's worth as you're just starting to go paperless -- can be an exceptionally time-consuming task. Scanning services might be the most efficient option. 
1. Shoeboxed works like this: You send off a stack of documents through the mail; they scan them for you; they store them online (typically as PDFs) on their server. You can then download and store them on your computer or on a cloud-based server.
   
   Cost - $9.95/mo (50 docs DIY using a scanner or Smartphone), $29.95/mo (150 docs mailed in pre-paid envelope).
   
2. Neatscanner works similarly to Shoeboxed but also offers the option to purchase their scanner and software to DIY (about $200).
   
3. CamScanner is a free app or $4.99 for the licensed version. You are able to digitize any paper documents using your Smartphone or IPad camera. CamScanner can auto-crop images, enhance image quality and create an industry standard PDF file. 

Store it.
Just like with our paper files, you want to be able to find, retrieve and put away electronic documents quickly and easily. Although most computers have pretty effective search functions, that still isn't as effective as simply knowing where your files are.

• Mirror your paper files with your digital files
• Create a file structure -- categories, folders, subfolders -- that is based on your paper filing system.

• Label your files carefully 
• You want to make sure that you name your documents effectively, so that as you open a file full of folders, you don't have to search through and try to determine which one is the actual document you're looking for. 

Back up.
If you are now using your computer to save your documents, it's imperative that you have a back-up system in place. Using a cloud based storage service like Dropbox, SugarSync or Egnyte not only protects your files but they also give you access to your most frequently used and important files no matter where you are. Whether on your smartphone or work computer, you can access, view and edit your stored dat.

Celebrate.
Less paper piling up is just the beginning of the payoffs. You'll find you have the ability to access all sorts of information from your computer -- in a matter of seconds without having to search your entire office. Plus with accessibility on the go, you're now more productive than before!


Jenny's Bio:

Having the mind of a consultant and the eye of an artist, Jenny has a love of the details most others wish would just go away: office organization, process flow, sales & operational procedures and time management strategies. With over 10 years of experience in sales, training, office management and finally entrepreneurial endeavors, Jenny has a unique cocktail of skills... but without the hangover.

Cool as a cucumber on the surface, inside Jenny is chomping at the bit to whip you and your business into its best shape ever. She has an endless supply of efficiency techniques and tricks of the trade up her sleeve and won't hesitate to jump in with both feet to help you fix a problem.

Office Oxygen is not Jenny's first step into the world of business ownership. She also owns an online custom loungewear business called Evlove Intimates, that has been featured in Lucky Magazine, Daily Candy, Huffington Post and seen on NBC and WGN just to name a few. An entrepreneur herself, Jenny understands the tough issues, crazy demands and growing pains that business owners face. She knows firsthand that entrepreneurs are some of the most courageous and hardest working folks around who need supportive resources to help them stay at the top of their game.