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How to Make Paperless and Automate Workflows - Building a Foundation
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WorkHub24 Team | Feb 18 ,2025 | 5 min read
A paperless office goes beyond reducing paper use; it transforms how organizations operate, making processes more efficient, cost-effective, and environmentally friendly.
By eliminating paper-based processes, businesses can reduce overhead costs, enhance
productivity, and contribute to a more sustainable future. It also enables employees to focus on more strategic tasks by automating routine operations like document management, approvals, and data entry.
Understanding Your Current Workflow
Before jumping into a paperless office, it’s crucial to understand your current manual workflows. Think of this as taking inventory of all your paper-based processes—how much paper is used, who handles it, and what it’s used for.
Start by listing out everything, from document approvals to billing. This will help you see where the biggest time-wasters and bottlenecks are. For example, do you often wait for a manager’s signature? Or is there always a pile of paperwork that needs to be filed?
Next, create a baseline assessment. This is like a “before” picture that shows how longprocesses currently take and how much paper you use. It helps you measure the impact of going paperless later on.
With WorkHub24, you can easily track and visualize these processes, making it clear where you can make the biggest improvements.
Digitizing Key Documents
The first step in going paperless is getting rid of the paper! Start by scanning important physical documents like contracts, employee records, and client files. Use a high-quality scanner and save these files in an organized digital folder.
WorkHub24 makes this process simple by allowing you to tag and categorize each document, so they’re easy to find later.
Once your documents are digitized, you can securely store them in the cloud. This not only saves space but also makes your documents accessible to your team from anywhere. No more digging through file cabinets or losing important papers. Plus, digital documents are safer—you can back them up and control who has access.
Setting Up Digital Workflows
Now it’s time to put your new digital documents to work. Use WorkHub24 to create automated workflows that replace your old paper-based ones.
For example, you can set up an automated approval process for expense reports or employee onboarding. When someone submits a request, it automatically gets sent to the right person for approval. No more chasing signatures or wondering where the paperwork is.
These digital workflows save time and reduce errors, making your business run more smoothly. You’ll also get notified if something needs your attention, so nothing falls through the cracks. It’s like having a personal assistant for every part of your business!
Team Training and Buy-In
Switching to a paperless office is a big change, so it’s essential to get your team on board. Start by showing them how the new system works and the benefits it offers, like saving time and reducing stress.
Provide training sessions on how to use WorkHub24, from uploading documents to using automated workflows.
Encourage a digital-first mindset by celebrating small wins, like completing the first fully digital approval process. Make it clear that this isn’t just about using less paper—it’s about making everyone’s job easier.
The more your team understands and uses the system, the more successful your transition to a paperless office will be.
How WorkHub24 Fits In
WorkHub24 is a software tool that helps businesses get rid of paper by automating everyday tasks and making work processes digital.
It connects easily with big business systems like SAP, Oracle, Microsoft Dynamics / Business Central and IFS and small automation tools, making it a useful addition to your existing setup.
What should you do next?
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