Paper waste has garnered a lot of attention in the past few years. It is one of the most persistent and preventable things in the offices and we can all agree on that. Now we are living in the age where we have access to cloud-based storage, and it would be fitting that we make use of it. These cloud-based storage can save time and reduce paper use in offices.
Printing hundreds of documents may seem easy but in the long run, it is a problem. Where are you going to place so many documents? Paper is adding extra cost to your business, and it can be totally avoided by using modern technology. The modern ways are productive and efficient. By choosing a hybrid work environment and choosing digital, you can have better workflow and communication.
There are numerous benefits of using technology and reducing paper waste. You can minimize the cost of paper by using less paper. You can have less use of printers so less electricity and ink will be used. There will be no problems managing file racks and stores to keep the papers in the HR department. Above all, if you manage a secure server, your data will be safe, and only authorized people can access it.
HR departments of all companies are opting for electronic document management systems. But when it comes to your own office, how would you do that? Here we will be sharing a complete guide about how to reduce paper use in your HR department. Let’s have a brief look at that.
Reduce Paper Use In Your HR Department
1. Take the initiative
There are so many employees who said that the main reason for not going paperless is the fault of management. When there is a trend going on, of course, your employees want to follow that trend but unless HR management approves it, employees can’t use this. The HR department needs to take initiative for such things. Taking initiative is the first thing and the rest will fall in line.
Being the HR head, the responsibility of leading the way falls on your shoulder. You should be aware of the things that are needed by your office. So many big companies fail to comprehend what is needed by their employees and eventually they don’t get to the top.
As for going paperless, the HR department should step up and take the necessary steps to bring in the change. Once the initiative is taken by HR, the officials should encourage other employees to do the same. If the officials show support and set an example for opting for change, it will be an easy transition.
2. Get everyone on board
If you want to implement any change in your company, you need to get everyone on board. Surely, it is difficult to convince everyone because with some people you are bound to have conflicts. But it is necessary to get support from all the members of your company.
To convince them, you need to have strong arguments about why you are implementing the change. You need to show them how it benefits the employees and the company. Show them a few demonstrations of how going paperless can make you save cost and time.
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Besides the demonstrations, you also need to tell them that they will be provided with training and the whole company will opt for an electronic document management system. With an electronic document management system, you won’t need a paystub generator because it will have its own templates for pay stubs, receipts, and memos.
3. Organize the previous documents
You might be taking steps to implement a new change by going paperless, but you need to do something about the previous pile of documents. The smart way is to scan them through the electronic system. This way you can have a backup of these documents and physical evidence at the same time.
As for the physical documents, make boxes and set them alphabetically in the stores. There will be no more papers so you can stack them up in your office store.
4. Buy the Software and start training
Once you are all ready, it is time to get the software that will be used instead of papers and start training. There is a few great software that could be suitable for your business. It is again HR’s responsibility to get the best.
Make sure you have a bunch of teams and an instructor to make things easy and understandable. Make a list of things that need to be learned and allow the training department to use all their resources for the best outcome.
There will be a few trials before everyone gets through the training, but it is the way to do training.
5. Start using the software and enjoy the benefits
After some training, you will have the go to use the software. You will be given log-in details to enter into the system. After logging in, you will be able to scan documents through the software and create new documents through it. From that point, you can file your documents electronically. There will be no need to use paper anymore.
