Welcome!

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
In his session at 21st Cloud Expo, Raju Shreewastava, founder of Big Data Trunk, provided a fun and simple way to introduce Machine Leaning to anyone and everyone. He solved a machine learning problem and demonstrated an easy way to be able to do machine learning without even coding. Raju Shreewastava is the founder of Big Data Trunk (www.BigDataTrunk.com), a Big Data Training and consulting firm with offices in the United States. He previously led the data warehouse/business intelligence and B...
Blockchain is a shared, secure record of exchange that establishes trust, accountability and transparency across business networks. Supported by the Linux Foundation's open source, open-standards based Hyperledger Project, Blockchain has the potential to improve regulatory compliance, reduce cost as well as advance trade. Are you curious about how Blockchain is built for business? In her session at 21st Cloud Expo, René Bostic, Technical VP of the IBM Cloud Unit in North America, discussed the b...
The past few years have brought a sea change in the way applications are architected, developed, and consumed—increasing both the complexity of testing and the business impact of software failures. How can software testing professionals keep pace with modern application delivery, given the trends that impact both architectures (cloud, microservices, and APIs) and processes (DevOps, agile, and continuous delivery)? This is where continuous testing comes in. D
SYS-CON Events announced today that Synametrics Technologies will exhibit at SYS-CON's 22nd International Cloud Expo®, which will take place on June 5-7, 2018, at the Javits Center in New York, NY. Synametrics Technologies is a privately held company based in Plainsboro, New Jersey that has been providing solutions for the developer community since 1997. Based on the success of its initial product offerings such as WinSQL, Xeams, SynaMan and Syncrify, Synametrics continues to create and hone in...
With tough new regulations coming to Europe on data privacy in May 2018, Calligo will explain why in reality the effect is global and transforms how you consider critical data. EU GDPR fundamentally rewrites the rules for cloud, Big Data and IoT. In his session at 21st Cloud Expo, Adam Ryan, Vice President and General Manager EMEA at Calligo, examined the regulations and provided insight on how it affects technology, challenges the established rules and will usher in new levels of diligence arou...
As you move to the cloud, your network should be efficient, secure, and easy to manage. An enterprise adopting a hybrid or public cloud needs systems and tools that provide: Agility: ability to deliver applications and services faster, even in complex hybrid environments Easier manageability: enable reliable connectivity with complete oversight as the data center network evolves Greater efficiency: eliminate wasted effort while reducing errors and optimize asset utilization Security: imple...
Nordstrom is transforming the way that they do business and the cloud is the key to enabling speed and hyper personalized customer experiences. In his session at 21st Cloud Expo, Ken Schow, VP of Engineering at Nordstrom, discussed some of the key learnings and common pitfalls of large enterprises moving to the cloud. This includes strategies around choosing a cloud provider(s), architecture, and lessons learned. In addition, he covered some of the best practices for structured team migration an...
Mobile device usage has increased exponentially during the past several years, as consumers rely on handhelds for everything from news and weather to banking and purchases. What can we expect in the next few years? The way in which we interact with our devices will fundamentally change, as businesses leverage Artificial Intelligence. We already see this taking shape as businesses leverage AI for cost savings and customer responsiveness. This trend will continue, as AI is used for more sophistica...
No hype cycles or predictions of a gazillion things here. IoT is here. You get it. You know your business and have great ideas for a business transformation strategy. What comes next? Time to make it happen. In his session at @ThingsExpo, Jay Mason, an Associate Partner of Analytics, IoT & Cybersecurity at M&S Consulting, presented a step-by-step plan to develop your technology implementation strategy. He also discussed the evaluation of communication standards and IoT messaging protocols, data...
Companies are harnessing data in ways we once associated with science fiction. Analysts have access to a plethora of visualization and reporting tools, but considering the vast amount of data businesses collect and limitations of CPUs, end users are forced to design their structures and systems with limitations. Until now. As the cloud toolkit to analyze data has evolved, GPUs have stepped in to massively parallel SQL, visualization and machine learning.
The 22nd International Cloud Expo | 1st DXWorld Expo has announced that its Call for Papers is open. Cloud Expo | DXWorld Expo, to be held June 5-7, 2018, at the Javits Center in New York, NY, brings together Cloud Computing, Digital Transformation, Big Data, Internet of Things, DevOps, Machine Learning and WebRTC to one location. With cloud computing driving a higher percentage of enterprise IT budgets every year, it becomes increasingly important to plant your flag in this fast-expanding busin...
Modern software design has fundamentally changed how we manage applications, causing many to turn to containers as the new virtual machine for resource management. As container adoption grows beyond stateless applications to stateful workloads, the need for persistent storage is foundational - something customers routinely cite as a top pain point. In his session at @DevOpsSummit at 21st Cloud Expo, Bill Borsari, Head of Systems Engineering at Datera, explored how organizations can reap the bene...
In his Opening Keynote at 21st Cloud Expo, John Considine, General Manager of IBM Cloud Infrastructure, led attendees through the exciting evolution of the cloud. He looked at this major disruption from the perspective of technology, business models, and what this means for enterprises of all sizes. John Considine is General Manager of Cloud Infrastructure Services at IBM. In that role he is responsible for leading IBM’s public cloud infrastructure including strategy, development, and offering m...
Kubernetes is an open source system for automating deployment, scaling, and management of containerized applications. Kubernetes was originally built by Google, leveraging years of experience with managing container workloads, and is now a Cloud Native Compute Foundation (CNCF) project. Kubernetes has been widely adopted by the community, supported on all major public and private cloud providers, and is gaining rapid adoption in enterprises. However, Kubernetes may seem intimidating and complex ...
In his session at 21st Cloud Expo, Michael Burley, a Senior Business Development Executive in IT Services at NetApp, described how NetApp designed a three-year program of work to migrate 25PB of a major telco's enterprise data to a new STaaS platform, and then secured a long-term contract to manage and operate the platform. This significant program blended the best of NetApp’s solutions and services capabilities to enable this telco’s successful adoption of private cloud storage and launching ...