Whether we are aware of it or not, we are moving toward workspaces that are more and more paperless. Personally I find I still like the feel of the parchment in hand, the ability to run a yellow highlighter across the interesting points and the ability to hand a friend a copy of a book that I have enjoyed reading. Yet, I am very aware of the home and office becoming more and more paperless and I look forward to trying out the new iPad. We have email boxes filled with communication we previously receive on paper. We get coupons by email, we read newspapers online, and we read electronic books. With the ever growing use of Computers and PDA’s and Smartphones for instant communication, executives are striving for paperless offices and a way to manage the communication that still comes in paper form.
Here are five steps to make your workplace more paperless.
1) CREATE AN E-FAX ACCOUNT
Faxes will come directly into your email account. You sort through them and put them in an electronic file. If they are date sensitive, you can link them to your Outlook calendar and even set reminders for RSVPs or preparation that you will need to do before the date. For those who love paper you may link a .pdf file of the actual fax to the date of the event to reread.
2) USE A BUSINESS CARD SCANNER
This method of managing your contacts will allow you to have their contact information at your fingertips at all times. Scan the business card, save contact in Outlook and use your Smartphone as your electronic address book.
3) SCAN RECEIPTS
Losing receipts can cost your business money. Set time aside once a week to scan your receipts and save for tax purposes. If you feel more comfortable with the hard copy, scan as a back up and have a box to toss the originals in.
4) BANK ONLINE
Banking online is more secure than ever. You are able to receive and pay your bills online. Give your customers the option to be invoiced electronically.
5) REMOVE YOUR NAME FROM JUNK MAIL LISTS
It is difficult enough to manage paper we request or expect. Junk Mail wastes our time and increases clutter in our offices. To remove your name from junk mail lists refer to this guide: http://www.charityguide.org/volunteer/fifteen/junk-mail.htm
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For more information contact:
Cheryl Kaufman
(916)206-0147
Cheryl@TheHomeAndOfficeOrganizer.com
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