Businesses have been depending on paper for communication and accounting for years. However, old habits die hard and is therefore proving difficult to operate without. The interactions that involve the use of paper bring together partners and clients whose operations you do not have control. When you need to go paperless, there are excellent options you can explore.
Sign up and make provision for e-statements. This means that your utility and bank bills will not have to be delivered to your door or address in the form of mail. You begin to have greater faith in technology and the avoidance of paper. This trend will catch up with your clients and associates, giving them ideas of other operations that can be done without involving the use of paper.
Adapt necessary technology to facilitate the use of electronic communication. Your office must have the equipment to receive electronic communication, make filing and take appropriate action. Further, it should be easy to trace this communication and interactions. This requires persons with necessary tools, technology and expertise.
Pay bills online and allow clients to also pay you online. Let them send an electronic invoice that you can save as well as acknowledge electronically. You will not require a printed receipt and neither will you demand one. As your operations become paperless, your partners and associates also begin operating without the use of paper.
Develop a system that will make it possible to consolidate information gathered and track the activities that are taking place. This is meant to generate evidence that can be used for accounting purposes. You may need a system for double verification so that the other party does not claim that a communication was not made. In case an issue of delivery of a document or communication arises, you will have a place to fall back to.
Digitize your signature. A physical signature means that documents and engagements must be printed. With a digital signature, it can be imprinted on emails and correspondences to give them the authority they require. You need to protect the signature from misuse through appropriate clearance levels. The use of such a signature must also be consistent.
Eliminating paper in all your operations might be difficult. This calls for gradual adoption of electronic engagements. Install the right technology and infrastructure to support the use of electronic interactions. There must be a system that allows tracking of activities electronically to address any queries that might arise. The systems you develop must be accurate and convenient for your business.
Sign up and make provision for e-statements. This means that your utility and bank bills will not have to be delivered to your door or address in the form of mail. You begin to have greater faith in technology and the avoidance of paper. This trend will catch up with your clients and associates, giving them ideas of other operations that can be done without involving the use of paper.
Adapt necessary technology to facilitate the use of electronic communication. Your office must have the equipment to receive electronic communication, make filing and take appropriate action. Further, it should be easy to trace this communication and interactions. This requires persons with necessary tools, technology and expertise.
Pay bills online and allow clients to also pay you online. Let them send an electronic invoice that you can save as well as acknowledge electronically. You will not require a printed receipt and neither will you demand one. As your operations become paperless, your partners and associates also begin operating without the use of paper.
Develop a system that will make it possible to consolidate information gathered and track the activities that are taking place. This is meant to generate evidence that can be used for accounting purposes. You may need a system for double verification so that the other party does not claim that a communication was not made. In case an issue of delivery of a document or communication arises, you will have a place to fall back to.
Digitize your signature. A physical signature means that documents and engagements must be printed. With a digital signature, it can be imprinted on emails and correspondences to give them the authority they require. You need to protect the signature from misuse through appropriate clearance levels. The use of such a signature must also be consistent.
Eliminating paper in all your operations might be difficult. This calls for gradual adoption of electronic engagements. Install the right technology and infrastructure to support the use of electronic interactions. There must be a system that allows tracking of activities electronically to address any queries that might arise. The systems you develop must be accurate and convenient for your business.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Legal Document Scanning Service he suggests you visit his friend's to learn more.
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