Paper chase

As our company grew it became apparent that we needed to depend on key people in our business other than my husband and me. This prompted us to become more streamlined in our processes, for the sake of our sanity and to make sure everyone was approaching all aspects of the business the same way. One method we used was to take a digital approach to our office processes.

Transitioning to a paperless office offers compelling benefits that are worth the investment. It is more time-efficient, streamlines processes, reduces manual handling and accelerates document retrieval.

There are also cost savings to eliminating paper usage, such as reduced expenses on printing, ink, storage, postage and paper; and you contribute to a greener planet by eliminating waste.

The upside

Here are some benefits we’ve seen from reducing our paper footprint:

1. Digital documents allow for faster responses, better communication and better access, which customers appreciate.
2. Using Google forms makes communication between the field (using tablets) and office staff (using desktops) easier. Best of all, there are no lost work orders or end-of-day reports, and no time spent rifling through papers to find what you are looking for.
3. With QuickBooks Online you can email and/or text estimates and invoices, which leads to quicker funding and cash flow. Digital workflows enable quicker approvals and automated reminders, so your team can focus on more demanding tasks.
4. Digital records can be encrypted, backed up and protected against physical damage. No more "napkin forms," if you know what I mean.
5. Regulatory compliance is easier.
6. Digital documents are easier to edit, update and distribute. Necessary changes are easy to make without the need for physical copies.
7. Space liberation. Say goodbye to overflowing file cabinets! This allows you to free up your office space for more productive use.
   

Lessons learned

A paperless approach requires planning, training and the right tools. After some trial and error experimenting with different programs, CRMs and such, we finally found what works for us. We were able to reach out to other SIMA members to learn their experiences as well.

Of course, there was also training and time spent finding out which processes work best for our organization. It was a gradual and sometimes time-consuming process. But in the end, it has saved money, time and been more efficient for us, making the effort and short-term frustrations well worth the benefits.

Charmaine Haggerty-Allen is co-owner and chief financial officer for Allen Builders and Landscape in Hamlin, PA. She is also a member of the Snow Business editorial advisory committee. Email her at charmaine@allenbuilderslandscape.com.