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How to Go Paperless: Bury the Paper Before it Buries You

How to Go Paperless: Bury the Paper Before it Buries You
Paper Stack

The paperless office concept has been around since the 1960s or ‘70s, much like the flying car. For many people, this has been little more then a myth. How can we get rid of the paper while our offices are filled with photocopiers and fax machines and the postal carriers and couriers keep bringing in reams of the stuff daily? What about the need to keep receipts for accounting and tax purposes? And what about the contracts and other legal documents? It is hard, but getting easier to do every day.

Well, the short answer is that in a normal office environment today, we can’t really do it 100%, certainly not in one simple step without burning down the building. But there are some simple steps that we can take toward the goal of not having to constantly manage piles of paper at home or the office. A few decisive steps applied over enough time can dramatically reduce if not eliminate the paper.

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Before going through the specific steps, we need to consider there being two kinds of paper documents: those we need to retain for the longer term (let’s call them records) and those that are transient in nature (call them working files). Different approaches work for these two basic kinds of papers or documents. The nature of your office and work has a great deal to do with which type of paper you can reduce or eliminate the most easily. A legal, accounting or medical office will likely have a harder time making its records paperless than an ad agency or political campaign office would. Decide which of the paper reduction steps you take and in what order you take them based on what you do and the importance of the various records and working files.

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Ten steps toward converting your office to a paperless one:

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  1. Begin with the end in mind. Be clear on your objectives so that you can target your conversion most effectively. For example, if efficiency is a more important objective than environmental, don’t try cutting your paper volume in half by recycling paper through the copiers to print on the backside. Double-sided copying easily jams the machine and often confuses whoever gets handed stuff printed on both sides. We found increasing the efficiency of the records management system much more important than reducing the number of working papers. By targeting the records management, the working papers reductions naturally followed.
  2. Decide on a date for a switch from paper-based to paperless for everything going forward. Chose a date far enough ahead that everyone can work toward. Not everything needs to be switched at one time. Don’t worry about converting old records until you have time to get around to doing something about converting them. Many of them can probably be kept without any changes and discarded once they get to a certain age.
  3. Establish an electronic records retention system and get comfortable using it before becoming committed to it. We didn’t go out and get an expensive or complicated system installed then make a hard conversion. What we did early on was to create a filenaming system that automatically sorts itself chronologically in most file directories. Just like the filename for this article which begins 20071106_1600… This is simply the metric system of year, month, day and time to the nearest minute or hour based on a 24 hour clock. If we save a version of this file on one person’s laptop then email it to the office, it gets filed automatically by whomever receives it. Revisions are easily handled by simply superimposing a new date/time at the beginning of the filename. We started doing this long before the switch date.
  4. Place a filename on every document worth keeping. In our office, if a document does not have a filename, it gets named or tossed out. This is true whether it is a paper or electronic document.
  5. Retain a paper file as the primary record for anything before the switch and the electronic record as the primary record for anything after the switch date. This is not a complicated thing. In our office, like most offices, there is often more then one copy of the important things around. We got into the habit of knowing where the record was then tossing out or deleting duplicates once done with them, especially for the paper duplicates. We get comfortable knowing that anything prior to January 1, 2005 worth having a record of has a paper version someplace and everything afterward can be found on a server.
  6. Inform your clients and suppliers of your paperless orientation. Come out of the closet and let everyone know because most people find it great. This does not mean you should beat up a client who wants you to send hardcopy proofs or a signed original instead of an electronic version. We tend to give clients whatever they want. However, we do beat up our suppliers. Our lawyers were some of the toughest holdouts but they eventually learned how to send everything electronically and scan documents that had to have signatures on them.
  7. Keep your technology and systems simple and compatible with what most people use. The great news is that PCs and MACs use file systems that no longer conflict with each other. There are still problems with using different types of graphics and multi-media formats but these are diminishing. If we stick to the basic formats, most people can deal with them. Be careful about using fringy formats, especially for records that need to be retained long term.
  8. Check and upgrade your older files from time to time to make sure they remain usable. CDs or tapes are a problem. They deteriorate and some of the earlier formats are no longer supported. We keep our records in live formats. Maintaining a backup server is no harder or more expensive than keeping an inventory of off-line storage media. Paper records deteriorate too if printed on acid paper or stored in a bad environment.
  9. Adopt an “If in doubt, throw it out” policy. We tend to be a bit quicker than most to toss out stuff we are not sure of. The odds are that since we only tend to ever look at maybe 1% of the records we store, there is a high probability the stuff we are deciding whether or not to keep is not worth keeping.
  10. Recognize and reward those who help meet the objectives. Whether someone becomes able to electronically edit or deliver documents on the fly or is finally replacing an old Remington manual typewriter with a computer, take the effort to show how this produces positive impacts, whether on the bottom line or the environment.

These were some basic steps we used and recommend that can help you make the shift. We reduced our paper consumption about 95% over the past five years. If you have already made shifts toward a paperless office and have some other ideas, please let us know by posting a comment. Or let us know if you had any problems in trying to create a paperless office.

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Last Updated on February 20, 2019

How to Get Promoted When You Feel Stuck in Your Current Position

How to Get Promoted When You Feel Stuck in Your Current Position

Are you stuck in the same position for too long and don’t really know how to get promoted and advance your career?

Feeling stuck could be caused by a variety of things:

  • Taking a job for the money
  • Staying with an employer that no longer aligns with your values
  • Realizing that you landed yourself in the wrong career
  • Not feeling valued or feeling underutilized
  • Staying in a role too long out of fear
  • Taking a position without a full understanding of the role

There are many, many other reasons why you may be feeling this way but let’s focus instead on getting unstuck.

As in – getting promoted.

So how to get promoted?

I’m of the opinion that the best way to get promoted is by showing how you add value to your organization.

Did you make money, save money, improve a process, or some other amazing thing? How else might you demonstrated added value?

Let’s dive right in how to get promoted when you feel stuck in your current position:

1. Be a Mentor

When I supervised students, I used to warm them – tongue in cheek, of course – about getting really good at their job.

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“Be careful not to get too good at this, or you’ll never get to do anything else?”

This was my way of pestering them to take on additional challenges or think outside the box, but there is definitely some reality in doing something so well that your manager doesn’t trust anyone else to do it.

This can get you stuck.

Jo Miller of Be Leaderly shares this insight on when your boss thinks you’re too valuable in your current job:[1]

“Think back to a time when you really enjoyed your current role. I bet there was a time when this job was a stretch for you, and you stepped up to the challenge and performed like a rock star. You became known for doing your job so well that you built up some strong “personal brand” equity, and people know you as the go-to-person for this particular job. That’s what we call “a good problem to have”: you did a really good job of building a positive perception about your suitability for the role, but you may have done “too” good of a job!”

With this in mind, how do you prove to your employer that you can add value by being promoted?

In Miller’s insight, she talks about building your personal brand and becoming known for doing a particular job well. So how can you link that work with a position or project that will earn you a promotion?

Consider leveraging your strengths and skills.

Let’s say that project you do so well is hiring and training new entry level employees. You have to post the job listing, read and review resumes, schedule interviews, making hiring decisions, and create the training schedules. These tasks require skills such as employee relations, onboarding, human resources software, performance management, teamwork, collaboration, customer service, and project management. That’s a serious amount of skills!

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Is there anyone else on your team who can perform these skills? Try delegating and training some of your staff or colleagues to learn your job. There are a number of reasons why this is a good idea:

  1. Cross-training helps in any situation in the event that there’s an extended illness and the main performer of a certain task is out for a while.
  2. In becoming a mentor to a supervisee or colleague, you empower then to increase their job skills.
  3. You are already beginning to demonstrate that added value to your employer by encouraging your team or peers to learn your job.

Now that you’ve trained others to do that work for which you have been so valued, you can see about re-requesting that promotion. Be ready to explain how you have saved the company money, encouraged employees to increase their skills, or reinvented that project of yours.

2. Work on Your Mindset

Another reason you may feel stuck in a position is well explained by Ashley Stahl in her Forbes article. Shahl talks about mindset, and says:[2]

“If you feel stuck at a job you used to love, it’s normally you–not the job–who needs to change. The position you got hired for is probably the exact same one you have now. But if you start to dread the work routine, you’re going to focus on the negatives.”

In this situation, you should pursue a conversation with your supervisor and share your thoughts and feelings. You can probably get some advice on how to rediscover the aspects of that job you enjoyed, and negotiate either some additional duties or a chance to move up.

Don’t express frustration. Express a desire for more.

Share with your supervisor that you want to be challenged and you want to move up. You are seeking more responsibility in order to continue moving the company forward. Focus on how you can do that with the skills you have and will develop with some additional projects and coaching.

3. Improve Your Soft Skills

When was the last time you put focus and effort into upping your game with those soft skills? I’m talking about those seemingly intangible things that make you the experienced professional in your specific job skills:

An article on Levo.com suggests that more than 60 percent of employers look at soft skills when making a hiring decision.[3]

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You can bone up on these skills and increase your chances of promotion by taking courses or seminars.

And you don’t necessarily need to request funding from your supervisor, either. There are dozens of online courses being presented by entrepreneurs and authors about these very subjects. Udemy and Creative Live both feature online courses at very reasonable prices. And some come with completion certificates for your portfolio!

Another way to improve your soft skills is by connecting with an employee at your organization who has the position you are seeking.

Express your desire to move up in the organization, and ask to shadow that person or see if you can sit in on some of her meetings. Offer to take that individual out for coffee and ask what her secret is! Take copious notes and then immerse yourself in the learning.

The key here is not to copy your new mentor (think Jennifer Jason Leigh in “Single White Female.” Just kidding). Rather, you want to observe, learn and then adapt according to your strengths. And don’t forget to thank that person for their time.

4. Develop Your Strategy

Do you even know specifically WHY you want to be promoted anyway? Do you see a future at this company? Do you have a one year, five year, or ten year plan? How often do you consider your “why” and insure that it aligns with your “what?”

Sit down and do an old-fashioned Pro and Con list. Two columns:

Pro’s on one side, Con’s on the other.

Write down every positive aspect of your current job and then every negative one. Which list is longer? Are there any themes present?

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Look at your lists and choose the most exciting Pro’s and the most frustrating Con’s. Do those two Pro’s make the Con’s worth it? If you can’t answer that question with a “yes” then getting promoted at your current organization may not be what you really want.

The two most important days in your life are the day you are born and the day you find out why. –Mark Twain

Mel Carson writes about this on Goalcast that many other authors and speakers have written about finding your professional purpose.[4]

Here are some questions to ask yourself:

  • Why is it that you do what you do?
  • What thrills you about your current job role or career?
  • What does a great day look like?
  • What does success look like beyond the paycheck?
  • What does real success feel like for you?
  • How do you want to feel about your impact on the world when you retire?

These questions would be great to reflect on in a journal or with your supervisor in your next one-on-one meeting. Or, bring it up with one of your Vital Work Friends over coffee.

See, what you might find is that being stuck is your choice. And you can set yourself on the path of moving up where you are, or moving on to something different.

Because sometimes the real promotion is finding your life’s purpose. And like Mastercard says, that’s Priceless.

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Featured photo credit: Razvan Chisu via unsplash.com

Reference

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