The general attitude toward the paperless office.
Every week, I visit various companies and see everything from total paper chaos to complete digitalization. Most of my contacts work in IT. However, I also speak with procurement managers, office managers, managing directors, etc.
Most of them are thinking in terms of a “paperless office.”
Of course, there are also companies that continue to work on a paper-based basis and have no intention of changing this.
Paperless office – theory and practice.
IT professionals in particular want less paper. Why? Apart from the costs, it usually takes a great deal of time for the person responsible for looking after the printers and copiers. I am sure that many people would agree with this – regardless of whether they are responsible for one or one hundred printers and copiers.
Theory
We live in the 21st century, and the “paperless office” is a major topic in many parts of the world. What is needed for this? In fact, it only takes a few programs, and everything will be converted within a few months. Anyone responsible for such a transition knows that considerably more work is involved and that it usually cannot be completed within just a few months. The “simple” transition to a paperless office involves a great deal of work.
Practice
I am now speaking from the perspective of a Key Account Manager for print and software solutions, who gains a fairly precise insight into the processes of various companies every day. There are too many steps involved in achieving complete digitalization for me to list them all here. A fully digitalized office requires functional, carefully selected software. This requires a precise analysis of the processes and a detailed plan or concept beforehand, so that such a project does not drag on for years. Unfortunately, I have already seen this happen several times.
Will paper die out?
Unlikely. Once everything runs fully digitally, it must function smoothly. Anyone who has experienced their own system failing knows that, in the worst case, nobody can work until the problem has been resolved. Such solutions are generally extremely expensive. A well-planned project already comes at a price, while a poorly planned one often exceeds any budget framework.
In my opinion, this is a factor that should always be taken into account! Not every company needs to digitalize at any cost. Especially in small companies, the time saved is often not proportionate to the price that has to be paid.
Some companies, on the other hand, are legally required to make certain processes more secure with regard to data protection. For example, every company that falls under the so-called NIS 2 Directive must ensure that everything possible is done to protect confidential data. Centralized multifunction devices and a pull printing system are usually used for this purpose.
Personal analysis
What does your current situation look like?
Philipp Mayer will take a close look at your printer environment and calculate the current situation with you – free of charge and without obligation.
For whom is the paperless office really worthwhile?
It varies from one company to another whether a paperless office is actually worthwhile. Work processes can often be optimised without costly digitalization. Anyone who needs to pay attention to security is more vulnerable to digital attacks. After all, a server is easier to hack than a sheet of paper. In terms of costs, it can be cheaper, but not always. It is a transition that should be carefully considered. A great deal of working time will be required from one or more employees, existing employees may need additional training, and the software must be selected carefully so that it does not cause more difficulties afterward than before.
Points that must be considered when planning a paperless office:
- Is the cost of implementation worthwhile in relation to the work involved?
- Will complete digitalization make the company vulnerable to attacks?
- Are there requirements or laws, such as NIS 2, that require partial digitalization?
- Will workflows become easier or more complicated for employees after complete digitalization?
- Would centralizing the print systems be sufficient to reduce printing costs enough?
Good to know:
It is clear that you can also have a very good structure with paper. Paper does not automatically mean a great deal of time and effort! This is something many people often ignore. Digital does not automatically mean super fast either! It always depends on how much thought someone has put into it beforehand and how competently it is implemented.
Conclusion
Neither a digital office nor a paper-based office should be demonized. Ask yourself whether your current processes are already optimised and whether the time and cost involved are justified by the added value later on. A paper-based office can also run very well.
My observation: A sensible mix of digitalization and paper is usually the healthiest option for an office and its employees! Everyone must decide for themselves what the right balance is. By the way, I support customers who describe themselves as “fully digitalized” but still print!
Frequently asked questions
What does “paperless office” mean?
Documents are created, edited, stored and shared digitally wherever possible instead of being printed and kept in paper form.
What are the advantages of a paperless office?
It saves paper, space and, in some cases, time. Digitally stored documents can be found more quickly and shared by email, for example.
How can a company work paperlessly?
For example, through digital document management, electronic invoices or digital approval processes.
