Don’t you sometimes wish you could ban all paper from your company?

Confusing piles of paper on the desk, inefficient processes, expensive archiving with the risk of not being able to find important documents again – all this could be a thing of the past.

In fact, more and more companies are opting for a completely paperless office, thereby ensuring significantly greater efficiency in their business processes.

But the paperless office can do even more: it can drive the digital transformation of your entire business model and, as an e-office, even reduce your dependence on a physical office space.

What is a paperless office and what does it look like in reality?

A paperless office is a working environment that works completely without paper. This means that all workflows and connected processes are handled completely digitally.

Especially for processes that still often work with paper, such as contract signatures, orders, minutes or invoices, this means a major change and comes with some challenges.

On the other hand, the advantages are manifold and the opportunities for companies are huge. A paperless office can not only be operated in a much more cost-efficient and environmentally friendly way, it also paves the way for the digital transformation of the business model and, last but not least, enables new concepts such as the completely digital e-office.

Imagine never having to walk to the printer or pick up a pen again during your entire working day. Instead, you could do everything from your computer, mobile phone or tablet – regardless of your physical location. This is the paperless office that is already possible today.

What are the advantages and disadvantages of a paperless office?

Many of the advantages of the paperless office are obvious and are basically the same as those of digital signatures, but go much further.

Every work process involving paper always generates additional overheads. Documents have to be printed out, processed by hand, possibly sent by post and then “digitised” again at the end. This requires not only a robust technological infrastructure, but also the integration of software solutions that support document management and processing. The correct selection and implementation of document management systems, cloud storage solutions and collaboration tools is crucial to the success of the paperless office. These systems must be secure, user-friendly and scalable to meet the various requirements of the organisation. Compliance with data protection regulations and the security of digitally stored information are also of central importance.

Switching to digital processes also requires careful consideration of data protection and security requirements. When managing digital documents, it is crucial to ensure that personal data and sensitive company information is protected. This includes complying with data protection laws such as the GDPR or the revDSG (Switzerland), implementing secure data encryption methods and regularly training employees on how to handle confidential information. In addition, the company should have a clear policy for accessing documents, including authentication protocols and authorisation management to ensure that only authorised persons have access to sensitive data. Regularly reviewing and updating security measures and data protection policies is also essential to guard against new threats and changing legal requirements.

In addition, there are specially developed tools – such as Certifaction – that focus on data protection and security. This means that your documents to be signed always remain in your local IT environment and are never “uploaded” to the eSignature tool, so that nobody except you and the signatories you have invited can access your documents (not even Certifaction).

The employee responsible for processing must always be in the same place as the printed document. This means either that employees must be present in the office or that each employee must purchase the equipment for processing paper documents themselves, e.g. for their home office.

At the same time, friction losses occur due to waiting times, for example because an employee has to travel to process a document, or because a contract has to be sent by post to a partner or customer and then sent back again.

All of this can be completely eliminated by switching to a paperless office and paperless working. Processes are streamlined, accelerated and made independent of physical location. At the same time, the environmental footprint is improved by dispensing with paper altogether.

On the other hand, however, the changeover is often an organisational challenge with a few legal pitfalls. In addition, employees need to be actively involved in the process, which is sure to cause unease or even resistance among some. Company management must take the reins here and actively exemplify the new paperless working culture.

Paperless working, digital transformation and the e-office

However, the paperless office can do much more than simply make existing processes more efficient. It also enables completely new concepts that were not even possible before, such as the digitalisation of the business model, which thus becomes more scalable.

This is the big difference between the “simple” digitalisation of analogue processes and innovative digital transformation.

Let’s take a property company as an example, which buys, sells and rents out a large number of properties every year.

With paper-based processes, a significant proportion of overall productivity is used to handle contracts on paper. Switching to a completely digital model, which is already easily possible today with the use of digital signatures, for example, will suddenly free up a huge amount of labour that was previously tied up.

At the same time, the model enables a completely new business strategy, as you can now enjoy several tangible competitive advantages: Processes are faster, more efficient and, above all, can be carried out anytime and anywhere without any waiting time. Contracts that previously took days or weeks and always required printing and a trip to the post office on all sides can now be completed in just a few minutes and require hardly any effort – for all sides.

In addition, paperless working enables companies to rethink their entire office and employee concept. Fully digitalised processes reduce the dependency on a shared physical space. Suddenly, all relevant processes can be completed regardless of the location of the stakeholders involved – for example, from a home office.

The physical office space is now only optional and can be drastically reduced or even completely abolished. This completes the transformation to a completely digital e-office.

Advantages & disadvantages at a glance

Advantages:

  • Leaner, more efficient processes
  • Cost savings
  • Better environmental balance
  • Independence from location, possibility of a completely digital e-office
  • Opportunity to initiate digital transformation of the business model

Disadvantages:

  • A major change that requires time and willpower
  • Resistance from employees may have to be overcome
  • Possible legal issues must be clarified

How can the paperless office be realised?

Switching to a paperless office is a major endeavour that will take some time, even with good planning. The long-term benefits should therefore always be at the centre of your considerations and at the same time a sufficiently large buffer should be planned for the implementation.

Summarise processes

Firstly, the company should list and summarise all relevant processes and workflows, particularly with regard to how paper is used and where digital alternatives may already be in use.

It is advisable to include already digitalised processes in these considerations, as there are often interfaces that are handled on paper, for example when documents are transferred completely digitally by email or via a document management system, but are then printed out for processing.

It is important not to make an assessment at this point and not to idealise existing processes, but to recognise the real circumstances. For example, if employees are not currently accepting digital offerings but are switching to analogue alternatives, this is important for planning purposes.

Developing digital alternatives

Once you are aware of all existing and necessary processes, digital alternatives can be developed. It is advisable not to look at each process individually, but as a whole. It is often possible to recombine and streamline several processes, which also increases efficiency.

At this point, possible software solutions should already be looked at and evaluated, as these can be both limiting and inspiring, for example if possibilities have not been considered beforehand.

It is also advisable to legally clarify digital process alternatives at this point, also with regard to the necessary security architecture, which should also be reconsidered when switching to a paperless office.

Develop a plan

At this point, the concrete vision of the new paperless company should already be firmly anchored in the minds of the company management. The next step is to develop a plan to move from the current state to the target state.

This should be developed with the involvement of employees so as not to take them by surprise with drastic changes, but to give them the feeling that they are part of the process. However, no compromises should be made that jeopardise the ultimate goal.

It is legitimate to operate a hybrid model in an interim phase to facilitate the changeover. In the end, however, all paper-driven processes should be eliminated, as this would otherwise make a mockery of the goal of a paperless office.

Implement processes

At this point, it should be clear to all employees how the new digitalised processes will look and function. In addition, a clear timetable should have been agreed as to when the changeover will take place.

It is now up to the managers of the individual divisions to oversee and drive forward the changeover. Company management should set a good example and intervene in an understanding and conciliatory manner where problems arise.

Concluding thoughts

Many owners and CEOs are put off by the challenges involved in switching to a paperless company. However, the paperless office brings so many benefits that it would be a mistake not to consider it carefully. Especially now, when the changeover is still a clear competitive advantage, companies can put themselves in a very good starting position for the future.

It is to be expected that the paperless office will be the standard in some time and that paper will be eliminated from all areas of life. Those who move forward with a vision here could end up being among the winners.

As a provider of digital signatures, which form a crucial interface for the paperless office, we will be happy to advise and support you with your plans. Simply get in touch with us!

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