In January, we published the first instalment in our two-part series on “going digital,” highlighting the benefits of reducing paper dependency and identifying key business processes ideal for automation.
With Silicon UK reporting that 86% of companies have already standardised and automated manual processes or are in the process of doing so, the advantages are undeniable: enhanced productivity, cost savings, and improved accuracy.
Surprisingly, the UK is ahead of many other developed nations in reducing reliance on paper-based systems, reflecting a growing shift toward digital transformation.
What’s Holding Businesses Back?
Despite these benefits, many organisations remain hesitant to embrace full digital transformation. Common barriers such as cost concerns, time constraints, and a lack of expertise often prevent progress.
In this “how” to article, we explore these challenges and share the steps we at HG Technology take to guide clients through their journey to a paperless future.
You might be surprised to learn that 80% of the process isn’t technical at all! Technology plays its role later, when we leverage Microsoft’s Power Platform – a suite of five versatile tools each with its own focus – to tailor and implement the ideal solution.
10 Key Steps to Automation
If you’re considering taking the leap or increasing your digital workflows, here are a few things to think about that might help you get started:
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Assess current processes and paper usage – record-keeping and invoicing for example, then pinpoint inefficiencies by analysing the costs, time, and risks associated with data loss.
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Set clear goals and metrics – what are your reasons for going paperless – cost, environmental benefits, and compliance, and how will you measure success?
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Implement a centralised document management system – use SharePoint for example or DocuSign to organise, store, and retrieve documents digitally. But do you have the internal resources needed to migrate all documents to a secure, cloud-based system?
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Digitise existing paper records – use high-speed scanners to convert paper files into searchable digital formats such as PDFs and organise and name them systematically to streamline access.
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Adopt digital communication tools – switch to email for all letters and enable e-signatures. Interestingly, a recent YouGov report highlighted that 80% of UK businesses still print documents for physical signatures, a figure that’s even higher in the financial services sector.
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Move to digital invoicing and payments – automate billing and enable online payments for seamless payment processing.
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Use paperless meeting solutions – adopt collaboration tools like Microsoft Teams for virtual meetings and replace printed materials such as agendas and reports by using shared drives or meeting software.
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Train employees – coaching sessions to teach employees how to use new tools and platforms effectively which will also help to foster a paperless, more sustainable mindset.
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Integrate automation and workflow tools – to manage tasks, approvals, and processes digitally and streamline data collection.
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Ensure compliance and security – adopt data protection measures such as implementing encryption, secure backups, and access controls to protect digital data and be sure paperless systems comply with regulations.
By following these steps, and with our help, businesses can smoothly transition to a fully digitised, paperless workflow while improving productivity and sustainability.
No more hesitation! Drive your business towards a more efficient future by getting in touch with our Power Platform experts. With 13+ years of expertise, we are here to make it happen.