Go Paperless

The document discusses going paperless in a business by digitizing documents. It outlines key areas of sustainability like energy, waste and purchasing. Benefits include increased efficiency, improved reputation and reduced costs. The goals of going paperless are a centralized digital system with enhanced security. A 5-step implementation process is provided: identify areas for digitization, create a leadership team, map processes, design the solution, and deploy/test the solution. Roles and responsibilities and a timeline are also outlined, along with strategies for monitoring progress like employee satisfaction surveys and waste assessments.

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Go Paperless

Uploaded by

Tipsy

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Download as PPTX, PDF, TXT or read online on Scribd

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GO GREEN

GO PAPERLESS
• The top five key areas addressed to facilitate sustainability:
 Energy
 Waste
 Wellbeing
 Transport
I M P O R TA N C E O F  Purchasing
S U S TA I N A B I L I T Y
IN BUSINESS • The benefits of sustainability:
 Increase in efficiency
 Improve brand value and reputation
 Provide a platform for innovation
 Better growth
 Reduce costs
 Meeting consumer demand and marketing advantage
• Go digital

• Centralized system
GOALS OF GOING
PA P E R L E S S • Enhanced security

• Out with the old, in with the new

Easy to clear outdated documents and keep current information up-to-
date
1. Identify
Identify areas that need digitization in the organization
Identify specific processes that are reliant upon individual documents (e.g.: invoice
processing)
2. Create your leadership team and drive awareness
Create a team involving each member from each department in the organization to
focus on both the opportunities and challenges of going paperless
3. Map out the process to identify digitization opportunities
Three core areas:
Capturing information refers to how a department captures documents that
arrive at the organization — email, fax and even physical mail.
Routing information refers to how information entering the organization is shared
I M P L E M E N TAT I O N with others — especially when they need to approve, review or take some other action.
PROCESS Retrieving information refers to the process of accessing documents.
4. Design the solution
This usually depends on the process, bottlenecks and the integration points in the
department/organization.
A cloud solution would be an optimal method to go paperless – minimal
maintenance, allows for rapid deployment, scales better, improves operational
flexibility.
5. Deploy the solution
Proof of concept - how the solution would address their core business issues
Frequent iterations, customization and testing
6. Document the process and measure its impact
Documenting the process would not only help with the successful implementation of
a paperless office in other business areas but also with the transfer of knowledge.
Roles and Responsibilities :
Below are some roles and responsibilities of people
involved in the process

Roles Responsibilities
Project Sponsor Provide stakeholder requirements and business context.
Approve implementation plan and any changes requested
Project Steering Committee Advice and Guidance
ROLES AND Project Team Formulate the implementation plan, provide all guidelines
RESPONSIBILITIES and procedures that need to be followed. Monitor progress
and plan for improvments
Employees Adhere to the new policy implementation. Follow
guidelines and policies. Attend training sessions that will
be scheduled as part of the process
IT Department The IT Department will need to initiate the transition of
paper documents to the online platform. They need to
educate the employees on how to do the same as well.
Provide some technical assistance
Objective Start Date End Date Duration Progress % Phase
(weeks)
Staff training 18.01.21 12.02.21 4 65% Analyse
Continuous 25.01.21 12.03.21 7 60% Analyse
Improvement
and Innovation
TIMELINE Stakeholders 18.01.21 25.03.21 10 80% Measure
Requirements
Should Be Met
• Measuring employee satisfaction rate
• Formulate and communicate recommendations for
adjustments
MONITORING • Use organisation’s systems and technology
S T R AT E G I E S according to agreed operational processes
• Cyclical audits and reviews of workplace
• Review and analyse team and individual
performance
• Waste assessment
This will assist the organisation to identify and manage waste
efficiently