It’s doubtful that we’ll ever live in a paperless world. Sometimes you need a physical copy. Sometimes you want a physical copy.
Yet, while paper will probably always have a place in our lives, it’s hard to deny that the world is going more and more digital. This isn’t a bad thing. In truth, it’s a very good thing. There are numerous benefits for reducing paper use, particularly in the business world.
Contracting has always involved a large amount of paperwork. There are order forms, safety manuals, installation guides, contracts, timesheets, and the list goes on.
What it adds up to is clutter. Stacks of papers on your desk. Filing cabinets surrounding your office. Receipts and contracts are easy to lose in the shuffle of paper. Important documents can be destroyed with the spilling of coffee.
But reducing the paper, you can make your life easier, your work more efficient, and the environment happy.
Benefits of Paper Reduction in Contracting
1. Harder to Lose
It is much harder to lose an electronic copy of something. If you misplace it on your computer, you can search for it and find it in seconds. The only way to really get rid of it is to delete it. Even then, you have to actually empty the recycling bin on your computer to remove it completely.
That’s something that takes conscious effort to do.
“But what if my hard drive is destroy?” you ask. It’s generally pretty difficult to completely destroy a hard drive. Even so, with cloud sharing and online storage, it’s incredibly easy to make backups of all your documents so that you never lose them.
2. Less Mess
I don’t think anyone is found of giant paper stacks on their desk. It certainly doesn’t look good to visiting clients and vendors. If the files on your computer or database or disorganized, no one is ever going to know except for you.
But let’s be real, there’s no reason to have your computer unorganized. Organizing computer files couldn’t be simpler.
And it lets you remove some of those file cabinets lining up your walls. Maybe you could actually hang a picture or a painting now.
3. Integration with Your Software
Your scheduling, reporting, and accounting software can’t interact with a physical document. It can generate one if you need to, but in order to turn a physical copy into an electronic one, you have to do it manually.
Why not enter data electronically in the first place? Why not capture signatures on a computer device? That way, they can be time coded and location stamped. They’re in your system automatically.
Then if you need a physical copy, print it out.
4. Less Cost
Ink costs money. Paper costs money. Nice paper costs even more money. By reducing paper, you reduce your costs. Now, you might say “But computers costs money”. This is true, but once you own the computer, creating new documents is completely free.
You can create as many documents as you want.
There might be more of an upfront cost, but in the long run, reducing paper can save you a good amount of money.
5. It’s Better for the Environment
Less waste = better living for all. More trees can grow, less waste facilities are built. It’s better for everyone. We’re not trying to sound like hippies. It’s just simple facts.
How Do I Go Paperless?
If you’re a specialty contractor, SAM Pro Enterprise is software that can remove almost all paper needs, putting the management and reporting aspects of your business into one central database.
And with the TechAnywhere add-on, you can take it with you wherever you go thanks to mobile integration.
Sounds pretty nice, doesn’t it?
What are your thoughts on excessive paper? Do you find it cluttering your desk and workspace? Are you constantly losing papers?