The paperless era is right here, best manifested in your office. Look around your desk and see how your office space has transformed over the past 10 years. The cluttered work space with bulky cabinets, shelves and paper piles has given way to a compact cabin that holds a sleek laptop table and a chair. The petty, spiral notepad where you scribble your thoughts may be the only paper item you would find on your desk. Paperless office is facilitated by office automation technologies which help businesses automate various functions in the office and process the information electronically.
Facilitators of paperless transition
While digitisation opened new possibilities for organisations, the transition was not easy for traditional businesses which were out-of-sync with computer technologies. The transformation had to happen in a streamlined manner keeping pace with the user demands, but without affecting the normal workflows. Fortunately, the industry has produced a few innovators who propelled this transition by offering a number of innovative digital infrastructure solutions that eliminate the use of paper. Leaders in digital document management solutions evolved quickly to also offer a host of office automation and collaboration solutions which focused on improving efficiency and productivity in organisations.
Cost, efficiency and more
The paperless office concept revolves around several benefits it brings to an organisation. Environmental benefits apart, paperless offices gain on many other fronts including cost savings, operational efficiency, employee productivity and security. However, digital transformation in today’s scenario does not stop at these. In order to remain agile in today’s fast paced competitive landscape, businesses need to embrace the power of the latest technologies like cloud and collaboration which act as the pillars of transformation in modern businesses. In this context, the discussion on paperless office expands to the many benefits delivered by these platforms.
Office in cloud
Paperless office brings cost savings through decreased spending on printing equipment and associated accessories. Digitisation virtually eliminates the role of an office assistant who, most of the time, is occupied with printing and related tasks. The paper stacks no more clutter your offices. The e-documents saved securely in the digital cloud can be pulled out any time, shared with your colleagues instantly, eliminating the barriers of time and distance. Solutions like Integrated Cloud Environment (ICE) show how document management eliminates the prohibitive costs of building an on-premise office management suite. These cloud solutions allow customers to connect to cloud services directly from a compatible multifunction printer (MFP) and integrate with key business functionalities like Enterprise Content Management (ECM), Enterprise Resource Planning (ERP) Customer Resource Management (CRM), Email, and more.
Today’s e-offices are all about facilitating collaboration. The globalised economy calls for agile platforms that facilitate business transactions across different geographies and different time zones in real time. While electronic file sharing ensures smooth workflow across branch offices, audio visual collaboration tools like Video Conferencing, Interactive Whiteboards and Unified Communications Systems create virtual boardrooms, conferences and webinars on your smartphones. These collaboration platforms help businesses bring their employees, partners and customers closer, facilitating an agile business environment fostering growth and innovation. The on-the-go file sharing and audio-visual collaboration are the inevitable courses in the evolution of paperless offices.
As with other technologies, Digital Docs technology is evolving to meet the emerging needs of organisation. Today, businesses need digital platforms that deliver flexible modules and scalable platform offered in a pay-as-you-grow model. Leading providers of Managed IT Services now deliver fully customisable solutions featuring Easy-toconfigure, Drag-and-drop workflows, customisable web APIs, which also integrate with existing business processes. While the flexibility of cloud allows small businesses to gain control over their digitisation expenses, it enables large enterprises to scale their businesses across several domains with least investment. Meanwhile, the on-premise office automation solutions continue to attract many organisations because they gain greater control on the software and hardware of the office.
In nutshell, paperless office enhances the efficiency and professional image of an organisation. The choice of e-documents over paper makes information sharing easier and nimble. Thanks to the growth of smartphone technologies, e-offices are slowly shrinking to the tiny screens of these smart devices. Mobility, the next biggest trend in business transformation, will hold key in future digitisation trends. Organisations should therefore adopt strategies that would make their path to digitisation easier. Office automation and system integration service providers thriving in the digital era are the key enablers of this transition.