Top 7 Ideas For Paperless In Your Office

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Top 7 Ideas For Paperless In Your Office
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• As promised in my last post The Day The Printer
  Died I said I would give you some ideas on how
  you can start to go paperless in your office. It
  really is a great time to go paperless whether
  you are working out of your home office or have a
  small to medium sized business office. Lets face
  it, printing has become a real chore what with
  having to buy the supplies, the maintenance of
  the printers and finally having to file store
  all of that paper.

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• Did you know that Frederick Wilfrid Lancaster
  envisioned a paperless society way back in
  1978, he even wrote a book on it, Toward
  Paperless Information Systems (make this a
  link). Well as we all know its not here yet but
  hopefully some of these tips will help you get
  started.

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• But thanks to paperless technologies it just may
  be possible in the near future. It does clear
  clutter in your business but it also saves you
  money and is a great way for you to reduce you
  carbon footprint.Lets start with some of the
  Productivity Apps out there.

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Hello Sign

• Ok, so youve gone completely paperless, or so
  you thought. How about when you, one of your
  employees or your bookkeeper needs to have a
  document with a signature on it? At these times
  you find yourself pressing the CTRLP button to
  print, sign and then scan or fax the signed
  document to the proper entity.

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• This is where Hello Sign (make this a link) comes
  in. It lets you sign documents through your web
  Browser or mobile device without printing,
  scanning or faxing. Its totally secure and the
  electronic signature is legally binding and even
  accepted by the IRS, can you believe that?

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Fujitsu ScanSnap

• If your anything like me I have receipts,
  business cards and notes all over the place, on
  my desk, in my pockets and of course in my car.
  So of course one of the first steps in going
  paperless is getting rid of existing piles of
  paper. The Fujitsu ScanSnap (make this a link)
  scanner digitizes your paper receipts and
  anything else you want to save digitally.

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• Whats really cool about this though is you can
  connect this to a Shoeboxed Account (make this a
  link)! Using Shoeboxes will allow you create
  reports, edit data, label receipts and scan
  multiple pages at a time.

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HelloFax

• Why is it people still fax? I dont get it but
  until absolutely everyone finally, like finally
  quits faxing stuff you can bet you will on
  occasion still have to send or receive a fax.
• You can send receive faxes without paper and
  without a fax machine. It lets you keep the exact
  same fax number but switches the entire process
  to online faxing via email.

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• It allows your customers to still send faxes the
  old way, while youll lead the way with
  completely paperless faxing.
• Using HelloFax (make this a link) the process
  will no longer be a pain and will be completely
  paperless!

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Software Options
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Google Docs

• Save the trip to the printer when you have to
  share documents with co-workers not only in the
  same location but literally across the globe if
  you so desire. With Google Docs (make this a
  link) which is a free service run through Gmail,
  you can work simultaneously with colleagues on a
  document or spreadsheet. The system will even let
  you chat with others viewing the document.

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• One cool feature is it continuously saves so
  youll never lose your work. You have the option
  of downloading the files if you need to email
  them or print them God forbid. You can even
  compare an earlier version of a document at any
  time. For a free service you really cant beat
  Google Docs to help you take one step closer to
  going paperless.

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Paperless Statements and Bill Paying

• Many of us still insist on getting our statements
  thru the mail which makes no sense anymore. Most
  banks if not all now offer paperless statements
  and even provide incentives for customers to
  manage their account online.

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• Pay your bills online and save on paper, checks,
  envelopes and the time it takes employees to
  coordinate invoices, checks and mailings. If
  youre a merchant you could use an app like
  Square (make this a link) to accept payments
  through your smartphone. You can also email
  receipts for customers instead of printing them

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Take Digital Notes

• With the wide range and ever growing note taking
  apps out there why would anyone want to use
  another Post-it? It makes one wonder if the
  Post-It note will go the way of the way of the
  slide rule, their just comes a time when a
  product has run its course and something else
  better takes its place.

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• You have text only options such as SimpleNotes
  (make this a link) to more sophisticated
  offerings such as EverNote (make this a link) and
  Microsoft OneNote. Some have touchscreen and
  stylus support that lets you enrich notes with
  sketches and diagrams and all notes are saved to
  the cloud.

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