Paperless Office: 4 Common Mistakes You May Be Making 81

paperless office

This is a guest post by Oscar King – a small business owner and freelance writer who contributes articles and insight into running an effective and smooth office. Learn more about his organizational skills on his Google+ profile.

Many businesses are becoming increasingly aware of the benefits of a paperless organization in terms of productivity, cost savings and increased workplace efficiency. As a result, many are actively moving their files and documents and converting them to digital formats that they can use at work.

But, because of the nature of the documents, man’s resistance to change and a few other factors, making the transition from a paper-based organization to a paperless one takes time. You also have to properly categorize the documents and move them in batches.

However, many organizations attempt to rush the process and end up making a few dangerous mistakes. In this article, we’ll be looking at some of the common mistakes made by companies while trying to go paperless.

1. Hasty Disorderly Transition.

For many companies transitioning to paperless offices, cost savings and efficiency is a priority. As a result, they tend to hasten the process resulting in lost files, missing documents and chaos in the office.

Naturally this ends up costing the business more in costs, productivity and results –and is probably one of the reasons some companies abandon their quest for a paperless office. So, to avoid the utter “carnage”, do the transition in bits or batches.

Unless you have a really small operation, you cannot make the transition in days or even weeks. A smoother and seamless transition often takes at least 3 months of gradually converting those files to the digital format. So, adjust your expectations and timeline accordingly.

2. No OCR Integration.

OCR simply means Optical Character Recognition. That’s geek-speak for a software that automatically recognizes every scanned file and converts them to the preferred format. Think of it as an “interpreter” between your scanned file and your paperless software.

Many companies opt for paperless software that either do not have OCR or have an OCR technology that’s a hit or miss at best. As a result, some of their stored documents become unintelligible. You want to avoid this by all means.

What you want is a paperless software like Lucion’s Filecenter that comes with a 100 percent reliable OCR. This way, all your files will be converted and viewable without any problems.

3. Inadequate Backup System.

Some businesses in their haste to migrate their operations often forget to get a comprehensive data backup plan. So, their documents end up being stored on local disks and hard drives. This is dangerous because those devices can become corrupted, the disks can fail and the company be engulfed in flames.

Having your data on all these local devices alone is no different from having the papers in the office. Once you lose those files, they are gone forever… unless you have a cloud and remote storage system.

Your paperless software therefore, must also provide adequate backups of your files. If possible, it should automatically sync all your documents to the cloud without you having to initiate the upload. This is the best way to keep your files secure and safe.

4. Poor or Absent Encryption Practices.

Most organizations have very lax security protocols that leave their data vulnerable to breaches and hacking by cyber criminals. Most just assume that all they need as long as their files aren’t in transit, it’s okay to leave them as they are.

This is a very wrong and dangerous perspective because it leaves your company information wide open to theft. You should start using standard 256-bit encryption technology for sensitive documents at the very least.

Not just for your in-office documents, but those documents in transit too. If you’ll be moving some files onto your thumb drive, make sure they’re encrypted and the thumb drive itself passworded.

Now that you know most of these mistakes, avoid them and make sure that you follow the outlined suggestions to get the most out of your migration to a paperless office. Good luck.

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How I Finally Managed to Focus and Got to Work without Putting It Off 22

How I Finally Managed to Focus and Got to Work without Putting It Off

Here are the things that helped me find focus and finally get to work:

Tip #1 Write it down.

When I say write it down I mean that whatever you want to do on the day or even the night before for the following day. Simply write exactly down what you want to do/achieve. This simple tip alone is almost like flicking a switch in your brain to do it.

Simply writing down your goals and your plans not only makes you think about the goals and the steps that you need to do to achieve them. Sometimes this can be a great way to realize exactly what you want and get you thinking of things you perhaps hadn’t thought of prior.

Not only this but there have been countless studies done showing that writing something down with greatly improve the chances of it coming to fruition than not writing it down at all.

The great thing about this is that it can be literally applied to many areas of like. You can write down your long-term goals or you can write down what you plan to do for the next day.

I, personally, do it every night after I am long finished with my work for that day. I set aside 5-10 minutes for writing down what I want to do tomorrow. The act itself cements it in your brain.

This is also a great way to help with procrastination. It’s almost like holding yourself accountable for it which I will get into more in my next point.

Tip #2 Hold yourself accountable.

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Holding yourself accountable to an overall goal or target can be an excellent way to actually push yourself to that point where you get to work consistently.

For example, let’s say I want to lose some weight and be on a particular diet to achieve that goal. Telling your friends and family that you are doing it makes you more accountable than doing it alone.

Your friends/family will often follow up with you about your progress. This is a constant kick up your ass to keep working towards your goal. Also, doing things like posting it on Facebook or somewhere where people can engage with you and follow your progress is great.

Ideally, having an accountability partner would be the best option for this.

An accountability partner and you would usually be moving towards the same goal and would constantly encourage each other to get to work. Most importantly, you two will be accountable for your actions!

A great way to find such like-minded people is through social media. For example when I work on my blog FlipFlopsandAppleSauce, I have a artner that is also running a blog. We both set goals on how often we publish content to hold each other accountable. It works extremely well.

Tip #3 Don’t be focused on results.

Don’t put pressure on yourself if you aren’t achieving your goals as quickly as you want.

Let’s say you have an online business and you want to make $1000 a month in profit. Instead of focusing on how much money you are currently making, look at what steps you need to take to get to that $1000. The more of these you take, the sooner you will get there.

Tip #4 Concentrate on today.

 

Some people are always thinking of long-term objectives. That’s not a problem, but you should always try to break down your goals into smaller, easier steps. Then, dedicate each day to working towards completing these steps.

Not only does that make things simpler and easier to manage, but it also puts less stress and pressure on you in the long run and will undoubtedly save you lots of time.

Tip #5 Let it become a habit.

Once you get into a routine, doing some of the more tedious things won’t be as much of a problem. Because at the beginning, you had to make a more conscious effort to make them happen. But once something becomes a habit through use of constant repetition, it becomes 10 times easier to do it.

After doing something consistently for 20 days in a row, it will start to become a habit.

So, if you are doing something that you don’t enjoy 100% to work towards your goal, it would be a great idea to challenge yourself for 3 weeks. Make it a habit, because, beyond that initial 3 weeks, things should only become easier.

#Tip 6 Think goals, not hours.

Some people say ‘I want to work 5 hours on this today’. In my opinion, this is not a solid mentality to have.

People who work with that in mind tend to draw out what they are working out to achieve that time target, which usually isn’t helpful at all. Not only that, but it lowers overall productivity.

I like to set steps that I want to do on that exact day. I have a clearer target that isn’t limited or restricted by time in this case.

Also, once you have finished what you set out to do for that day, you feel a great sense of accomplishment. Which for me, is an amazing feeling that keeps me coming back for more!

***

David Gray is an entrepreneur that loves marketing. This “career” path allows him the freedom that he truly craves in his life.