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Benefits of digitizing everyday office life - from paper-based processes to digital reality

We are living in a time of upheaval, in which the everyday office life of business is becoming increasingly paperless and processes are becoming more and more digital. This brings with it a multitude of advantages as well as some disadvantages, which will be discussed in this article.

Introduction to the topic of digitization

The digitization of office processes is not a fad, but obviously a long-term transformation. The idea is quite simple, as it involves a complete switch to digital documents and the complete elimination of all paper documents, such as printouts, notepads and envelopes. In addition, the savings will not only generate a monetary benefit, but the company, which will deal with the paperless office accordingly, will automatically become more sustainable at the same time. So let's go into the benefits of digitization in the following text.

Advantages of the digital office

Simplified access

The paper-heavy office is a source of inefficiency. As a rule, older documents are stored in separate archives or even basements. So several problems are found here, as documents can be damaged in basements. It can also be difficult for employees to quickly locate the right documents, as they have to work their way through all sorts of boxes and folders to find the appropriate document.

In addition, the document may be lost, faded over time, or wet, resulting in limited legibility. Of course, if it is handwritten, illegible writing can cause another problem.

With digital management systems, these problems are eliminated entirely. The right document can be found within seconds via a search bar. It cannot be lost, fade or get water damage, so it remains legible.

Even employees with a visual impairment can approach the documents through an automatic read aloud or with the help of a zoom.

Quick search

When the correct folder or the first correct documents have been found, a further search often follows, because either within the found folder the components of the operation have to be found, if they are not spread over further folders.

So a search criss-cross between all the folders is necessary until everything is found. Depending on the documents that are needed, this can take time. So the gathering of information can be a tremendous effort.

If, on the other hand, the data and information are managed digitally, they can be found easily and in a particularly targeted manner. In addition, the required information can also be displayed across departments, allowing employees to view documents from the quality department, for example, as well as the quotation, order, delivery bill and invoice directly next to each other with just a few clicks, in a fraction of the time previously spent.

Savings of the material and warehouse

In a paper-based office, the costs by means of printouts through paper, toner, maintenance and purchase of the printer or even copier add up. Further costs are to be calculated by archiving with folders, dividers, boxes, spine labels, in each case per department.

With digital archiving, on the other hand, all these amounts can be saved without further ado. In addition, there is also the retention obligation, which states that the documents must be kept for 10 years, which again either takes up a lot of space or again causes high costs due to corresponding service providers.

If the documents are archived by the company itself, costs are incurred for steel shelving, additional containers, removal or room costs, lighting, cleaning and whatever else is required.

Data security

Data security is another point that should be mentioned.

This is because not every employee needs to access the entire company data. Within the paperless office, it is possible to set who has access to which data, so unauthorized persons cannot access confidential data or accidentally find such data unintentionally during their search, which therefore also contributes to data security.

Optimized customer service

The ability to access centrally stored data easily and on the move is not only an advantage for you and your employees, but also an opportunity to optimize customer service. Because you or your field staff can access all the data you need at any time during a customer call. This means they are always able to provide information, even for complicated questions. And if your company offers a 24-hour service with an emergency hotline, you can ensure that the responsible employee can answer all the customer's questions even in the middle of the night. This makes a competent impression on the customer and earns extra points for good customer service. Opportunities like these are what make easy and mobile access to centrally stored data such an important advantage for businesses today.

Better competitiveness

In today's business world, it's important to be able to collaborate effectively with teams, both within your own organization and with customers. One way to achieve this is through shared data access, which allows everyone to easily view and edit documents. This is especially important for large projects that involve many people and a large amount of data, such as industries where a lot can be handled through shared data access, like publishing, graphic designers, and even the supplier industry of different industries. By sharing data, you can ensure that everyone involved is on the same page and that the project at hand is running smoothly. This type of collaboration allows companies to work more efficiently and effectively on large projects while providing a better experience for customers.

Overall, this improves office work by using the right document management.

Optimized working time and personnel planning

Work can be optimized overall through digitization. Digitization thus makes a further contribution to increasing efficiency. Software facilitates work processes insofar as half-processed cases can be found quickly even in the case of vacation or sick leave replacements. This is made possible by the use of the search function for documents and processes described above, which allows an emergency replacement to quickly familiarize himself with the process, especially if access to the entire case is available. It happens often enough that in the case of sudden sickness absences, the ongoing procedures must first be searched for in a laborious and time-consuming manner, thus wasting time that would otherwise have been allocated to other tasks.

Likewise, the implementation of a home office or the possibility of a home office can thus succeed better in order to increase employee satisfaction and to be an attractive employer itself.

Collaborative work and communication

Further benefits come in the form of facilitating collaborative work by enabling colleagues to quickly access shared documents together without much effort from their respective computers and edit them and their content accordingly together in real time. Thus, it hardly matters where the employees are located as long as they have good access to the Internet in order to be able to work together.

Files and documents no longer have to be carried around the office and multiple printouts of the same document can be avoided. Communication within the office also changes away from handwritten notes to comments in the documents being processed.

Summary

After explaining the importance of digitization for the economy, especially in the office work of companies, the findings regarding these technologies should be briefly summarized again at this point of the article, since the influence of these technologies is growing daily. Digitalization is therefore playing an increasingly important role, as the examples have shown.

The majority of the savings relate primarily to the simplification of the previous system, i.e. saving time and money. The only thing is that the initiative for change must also be addressed in order to establish the new system.

For further consideration of the pros and also cons, we recommend the text of the digital enterprise page: https://digitales-unternehmertum.de/das-papierlose-buero-so-geht-es/

If you would like to make the switch now, we will be happy to help you. Look for more information on our site.

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