If you run a small business with a busy office, you already know the importance of functionality, layout and design. A well-designed office is always productive and, in this article, we offer valuable information to help you digitalise your office, which brings many benefits.
Create a secure cloud network
Prior to digitalising documents, you need to set up a secure cloud network; talk to a managed IT services provider and they can demonstrate the advantages of storing your data on the cloud. Create folders and allow certain employees access to data they need. User permissions enable you to limit data access; appoint one of your IT staff as network administrator and control who has access to what.
Scan all documents
This would take a couple of people a few days to complete; ideally, you want two scanning machines to scan every piece of paper; this should be done methodically and corresponding folders created on your cloud network. Of course, you should keep all originals in a filing cabinet; once a document has been digitalised, the paper form can be stored.
Configure the cloud
Using a dedicated server that is remotely located at the provider’s facility is the safest way to store all business data; create usernames and passwords which can be issued to relevant staff to enable instant access. Now every authorised employee can access the data they need from any location using any digital device, while the network is monitored by the administrator.
Comfortable workstations
Once every document, report, invoice and spreadsheet has been digitalised, your staff no longer need to leave their workstation to retrieve a document; create partitioned workstation, with each having an ergonomic office chair and a small desk. Think of the time saved when staff no longer need to head to those bulky filing cabinets! Productivity will noticeably improve from day one!
Automated backup
Your data is backed up every few minutes automatically, so you will never lose data, which is a comforting thought. Data loss is a thing of the past now that we have cloud solutions, while cyber-security is always working in the background, ensuring your data is safe!
Delegate staff to digitalise all paper documents upon arrival
When a document arrives, it should be scanned immediately and added to the cloud, then it can be safely stored in a filing cabinet and all staff have instant access. A single employee should be able to handle this, or two in a busy office.
Streamline your business processes
Digitalising your office streamlines your processes and office staff can instantly bring up any document on their workstation screen, which saves valuable minutes every time. The extra work that gets done during regular office hours will be a welcome arrival for your business; digitalising your office is the only way to go if you don’t want to be left behind.
