Going Paperless by Using Mobile Apps Inside Your Organization

Going paperless can help your organization reduce paper waste and increase efficiency. Moving from paper forms to mobile apps can positively impact the speed and quality of how you collect and analyze data, conduct meetings, and manage schedules. However, it is important to consider proper training, security and data privacy and success metrics  when selecting and implementing mobile apps.

The Case for Going Paperless

Traditional paper-based work process involves using physical paper documents, which are created, distributed, and stored manually. This process can be time-consuming, inefficient, and prone to errors, as well as being resource-intensive and environmentally damaging.

In this system, employees may spend a significant amount of time on administrative tasks, such as filing and retrieving documents. If you lose paperwork or waste time searching for critical information, that can be very costly to the organization.Additionally, paper-based systems require filing space, which requires valuable office space and overhead expense.

Challenges Faced by Companies in their Paper-Based Work Process

Companies that rely on a paper-based work processes may face several challenges, such as: 

1. Increased cost: Paper, printing, and storage costs can add up over time, and upwards of 3% of company revenue goes to this part of a business, which is substantial for enterprises. 
2. Reduced efficiency: Paper documents can be difficult to track, share, and store, which can slow down processes and lead to mistakes. And 30-40% of a workers time can be wasted looking for lost of misplaced documents.
3. Security risks: Paper documents can be lost, stolen, or damaged, which can lead to data breaches or other security issues.
4. Environmental impact: The production, use, and disposal of paper can have a significant impact on the environment, contributing to deforestation, pollution, and other issues.

Advantages of Going Paperless

Digitizing your paper forms and going paperless can offer several advantages, including: 

1. Increased efficiency and accuracy: Digital data collection can speed up information capture and reduce errors. 
2. Cost savings: By going paperless, savings from less printing and need for toner and the reduced need for filing add up quickly. 
3. Reduced environmental impact: Going paperless can help organizations reduce their carbon footprint and promote sustainability, which can have a positive impact on the environment and community. 
4. Enhanced security: Digital documents can be encrypted and backed up to secure servers, reducing the risk of physical document loss, damage, or theft. 
5. Increased accessibility: Digital documents can be easily accessed and shared, making it easier for employees to work remotely or on the go and enabling greater accessibility for people with disabilities.
6. Faster data insight: Digital information can be accessed and analyzed faster than paper forms, resulting in faster data-based insights and decision making.

Mobile Apps for Going Paperless

There are several mobile app builders for going paperless in organizations. These builderss can improve data accuracy, streamline workflows, reduce paper waste, and improve overall efficiency. Some popular mobile apps for going paperless include: 

1. Evernote: An app that allows users to take notes, create to-do lists, and store documents and images in a digital format. Evernote offers a free version with limited features, as well as a premium version for $7.99/month or $69.99/year. It has a user-friendly interface and is easy to navigate.
2. Dropbox: A cloud-based storage app that allows users to store, share, and access files from anywhere. Dropbox offers a free version with limited storage, as well as a paid version starting at $9.99/month for additional storage and features. It has a simple and intuitive user interface and is easy to use.
3. Google Drive: A cloud-based storage app that provides users with a suite of productivity tools, including document creation and collaboration. Google Drive offers a free version with limited storage, as well as a paid version starting at $1.99/month for additional storage and features. It has a user-friendly interface and is easy to navigate, especially for users who are familiar with other Google products like Gmail and Google Docs.
4. Adobe Scan: A mobile scanning app that allows users to capture and convert physical documents into digital files. Adobe Scan is free to download and use. It has a simple and intuitive user interface, and the scanning process is quick and easy.
5. DocuSign: An app that allows users to sign and send documents electronically, eliminating the need for physical signatures. DocuSign offers a range of pricing plans starting at $10/month per user for basic features and up to $40/month per user for more advanced features. It has a user-friendly interface and is easy for both signers and senders.

To choose the right mobile app builder for your organization, consider the specific needs and goals of your business, as well as the preferences of your employees. Building mobile apps for data collection is the most ideal path to going paperless, but it’s always a good idea to conduct a trial period or pilot program to test out different apps. Additionally, it is important to ensure that the app is secure and compliant with any relevant regulations or data protection laws.

Implementing Mobile Apps in Your Organization 

Implementing mobile apps in your organization can streamline workflows, reduce paper waste, and improve overall efficiency. Here are some steps to consider when implementing mobile apps in your organization:

1. Planning and preparation for implementation: Identify the specific needs and goals of your organization, as well as the areas where mobile apps can help to improve efficiency and productivity. This could include document management, task management, communication, or other areas. Research and evaluate different mobile apps that align with your organization’s needs and goals. Consider factors like functionality, cost, user experience, and compatibility with existing systems.
2. Train employees: Once you have identified the right mobile app for your organization, provide training and support for your employees to ensure that they are comfortable and proficient in using the app. This could include training sessions, tutorials, or online resources.
3. Monitor and evaluate usage: Monitor the usage of the mobile app and evaluate its impact on productivity, efficiency, and overall performance. This can help to identify any areas for improvement and ensure that the app is used by employees and continues to meet the needs of your organization.

Best Practices for Going Paperless

Here are some best practices to consider when implementing a paperless system: 

1. Establishing a paperless culture: Create a culture that prioritizes digital workflows and encourages employees to reduce their use of paper. This can involve setting goals and targets for reducing paper usage, creating policies that support paperless practices, and promoting the benefits of going paperless to employees. 
2. Encouraging employee participation and buy-in: It is important to involve employees in the process of going paperless and to seek their feedback and ideas. This can help to build a sense of ownership and engagement among employees and increase the likelihood of success. Consider holding training sessions, workshops, and other initiatives that encourage employees to adopt paperless practices. 
3. Regularly reviewing and updating the paperless system: A paperless system is not a set-it-and-forget-it solution. It is important to regularly review and update the system to ensure that it continues to meet the needs of your organization and takes advantage of the latest technology and features. This can involve conducting regular audits, soliciting feedback from employees, and staying up to date with industry trends and best practices.

Going paperless can provide many benefits for organizations, including increased efficiency, cost savings, and reduced environmental impact. To successfully implement a paperless system, it is important to establish a paperless culture, encourage employee participation and buy-in, regularly review and update the system, and use the right technology. By following these best practices, organizations can improve their workflows, reduce waste, and help to create a more sustainable future.

Amy Groden-Morrison

VP of Marketing and Sales Operation for Alpha Software

Amy Groden-Morrison has served more than 15 years in marketing communications leadership roles at companies such as TIBCO Software, RSA Security, and Ziff-Davis. Her past accomplishments include establishing the first co-branded technology program with CNN, launching an events company on the NYSE, rebranding a NASDAQ-listed company amid a crisis, and positioning and marketing a Boston-area startup for successful acquisition. Currently, she is the VP of Marketing and Sales Operation for Alpha Software. 

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