Using computers and related devices more effectively can help you save on your paper costs.
Computers have been used by businesses for decades now. Yet they are not always used as effectively as they could be, especially when it comes to replacing paper documents with digital ones.
Improved usage of computers and digital communication tools is a great way to save on paper costs and reduce your environmental footprint.
Here are some tips on how to use digital documents more effectively:
- Instead of sending out paper mail to your customers (most of which will not be opened), use emails and your website. You can even use social networks such as Facebook, Twitter, and Google +.
- Use a company website along with digital marketing campaigns to generate new business rather than using flyers and paper mail drops. Not only do flyers and ‘junk’ mail reach only a small percentage of people who fit your target market but also unlike digital marketing tools, they cannot easily be tracked, analysed and made more effective.
- Don’t print internal communications. Use emails, Skype Google Chat or a host of other digital communication tools instead. Save time using these tools and use options such as ‘Request Read Report’ to be sure your recipients have received your message. Additionally you will no longer have the issue of finding lost documents.
- If you create regular reports or similar documents, simply save them as PDFs or create a PowerPoint slideshow, then distribute them via email or a company intranet.
- Use electronic invoicing and accounting systems that allow invoices and statements to be issued electronically via email; this will further reduce your paper usage and costs.
- Have your important documents and records scanned and stored in an offsite electronic archive such as the ones offered by Iron Mountain. You will be able to access your document whenever you need to via a browser and reduce your need to print them out and distribute them in paper format, as you can specify who can access the files.
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