Some of us in the business and IT world would like to believe we’ve created a paper-free environment and indeed, we’ve had some success with that. There are many reasons, however, why we’ve only seen the tip of the iceberg when it comes to going paperless. One reason is due to a common misconception: the belief that the cost of going paperless outweighs the benefits. Many wrongly believe that going paperless is pure cost. Why fix it if it isn’t broken? The reality is that, whether we know it or not, the system is already broken. Yes, moving to a paperless system does cost money, but staying with a paper-based system costs even more. Fortunately for businesses with this mindset, the cost of digitizing paper and related processes has gone down, while the benefits have increased with the maturation of technology.

The Real Cost of Paper

Some managers think the cost of going paperless is out of reach. What these individuals fail to do is correctly calculate the cost of not going paperless. Working with paper costs money. “It can’t be that much,” some might say. After all, paper is cheap and plentiful. But the true cost of a paper-based system doesn’t come from the paper itself. The Paperless Project’s extensive analysis sheds light on the staggering cost of paper processes:

● The labor cost of maintaining a standard filing cabinet adds up to $1,500/year

● The average cost to file a document is $20

● The average cost for a misfiled document is $125

● The typical cost to the business for a lost document ranges between a staggering $350 - $700

Why are these costs so high? Your typical employee looking for a paper document spends 18 minutes searching for just that one document. Document location is a task that should take less than a minute with a properly implemented electronic document management system. And when considering the true cost of paper, don’t forget to factor in paper’s innate risk of becoming lost or accidentally destroyed. A spilled cup of coffee can mean significant expense when you begin to factor in compliance costs. It can lead to both a legal nightmare and a financial burden.

The Culture of Paper

The Paperless Project reports that 70 - 80% of organizational processes are managed via paper. This statistic speaks to the challenge of both getting management on board with a paperless initiative and adopting it once it is in place. Let’s face it, some of us simply prefer the look and feel of working with paper – something of substance. Removing this staple of business can pull us out of our comfort zone, which rings especially true for those of us who are not “technology” oriented. In addition, every organization is structured differently, with a unique set of concerns and requirements that impact the process of going paperless. What works for organization A may not work for organization B. This goes beyond just concerning ourselves with the physical process of going paperless but also factoring in the organization’s unique culture and the personalities involved. In essence, for organizational change to be successful, it must be elicited rather than forced. The paperless process requires a facilitator rather than a dictator.

After being involved in dozens of “paperless” projects at Majime, we understand the importance of change management, and our staff has facilitated digital transformation in a wide range of industries and company profiles. We strongly recommend consistent user involvement through the design process because we believe it ensures a solid buy-in for the final product. When possible, we also demonstrate as we develop to avoid the shock that may come with a “Big Reveal.” Most importantly, we design solutions that are easy-to-use and improve employee quality of life. We help your staff understand the WHY behind changes and how they benefit from them. This leads to a high adoption rate which in turn leads to a higher business ROI.