Starting the paperless momentum has four primary advantages to an organization; it will improve knowledge and data management, it will increase data efficiencies; it will improve worker productivity and prepare the organization for the remote and mobile workforce environment.
The following are recommendations to reduce paper used by individual employees;
- Reduce Desktop Printers: Employees who print electronic data create their own paper pile up. The easier and more convenient it is to print documents, the more likely it is that paper use will increase. One way to reduce paper use is to reduce individual and desktop printers. By making printing less convenient, employees begin to be more mindful before printing their data.
- Improve User Skills on Managing Electronic Data: If users understand how to organize, file and manage data electronically well, then they will feel more comfortable keeping data electronically and will have fewer propensities to print it. Provide training and instruction to users on best practices of filing and organizing electronic data.
- Improve User Knowledge on PDF Conversion and Use: Users need additional training on using PDF software. In particular how to merge and combine PDF documents, how to convert emails and other MS Office documents to PDF, how to extract/add pages into a PDF and how to make comments/notations. A large portion of paper printing is to re-scan in documents in a certain order, to remove or add pages or to add a copy of an email to an official paper file.
- Implement e-signatures: Implement the use of signing documents electronically. Provide clear guidance and training on how to use and process e-signatures.
- Automate Paper Processes: There are still paper-based processes (mainly with multiple signatures needed on a document) that could be automated and managed electronically. Identify those processes that require paper printouts and engage a productivity or IT consultant to suggest electronic alternatives.
Office 365 is essentially Microsoft Office in the cloud. It essentially lets you have all the functionality of Microsoft Office suite of applications, such as Word, Excel, PowerPoint, OneNote, Access, Publisher, Outlook via the Internet. Therefore you can use Microsoft Office products on any mobile devises, Mac or other operating systems. The small to medium sized enterprise version also includes access to SharePoint and OneDrive (formerly SkyDrive). Depending on the version you purchase you can also have local copies of Microsoft Office and Lync available. (Lync is Microsoft online meeting and communications application).
For small businesses who don’t want the maintenance of regular business server or Microsoft exchange server, Office 365, provides the functionality of a networked environment without the expensive hardware and software costs. Because it is cloud-based it also means no more upgrading since Office 365 will always be up-to-date. Once 365 is set up then it can be managed by an administrator or IT support staff.
Learn more information on pricing plans and features.
We aren’t free from the virus world yet with PC’s. It is important not only to have virus protection software but also make sure your PC settings are set up correctly to avoid getting viruses. Follow these Microsoft tips to help protect your computer from viruses.
Windows 8 tips on protecting your computer from viruses
Windows 7 tips on protecting your computer from viruses
Windows Vista tips on protecting your computer from viruses
As organizations start upgraded their PC systems, users will start to see the Windows 8 operating system. Here are a few guides and reference to get you started using Microsoft Windows 8.
Custom Guide Online Learning published a great Windows 8 Quick Reference Card, that is a great reference tool for new Windows 8 users.
PC Magazine has a great article for the basics you need to know with Windows 8, 15 Windows 8 Tips to Get You Started.
PC World offers some wonderful quick video tutorials on Windows 8. Everything from apps to cleaning up Windows Explorer.
ComputerWorld has a good article on 10 Windows 8 tips, tricks and hacks.
David Pogue- entertaining and funny. 6 minute video on some great time saving technology tips for your phone, camera, internet, google searches, presentations.