Click here to close now.

Welcome!

Open Web Authors: Liz McMillan, Lori MacVittie, Gilad Parann-Nissany, Carmen Gonzalez, Mark R. Hinkle

Blog Feed Post

8 Tips for Going Paperless In Your Small Business

8 Tips for Going Paperless In Your Small Business

Ray Coleman is a small business owner who writes about money management, green living, and sustainability.

 

One of the great benefits of the modern age is the ability of small businesses to conduct a majority of their operations in the digital realm. Eliminating the need for bulky file cabinets, storage facilities, photocopiers, printers, and scanners can reduce overhead dramatically. Replacing costly courier services with emails, and swapping out newsletters and solicitations for social media and web-based marketing programs means serious cost savings, as well.

Essentially, all of this comes down to replacing paper with pixels. By taking your business green, you're not only helping the environment, you're freeing up a ton of working capital for your venture – and often creating a better and preferred experience for your customers, partners, suppliers, and employees. For some very effective strategies to help take your small business paperless, read on.

 

1. Use Google Apps For Business
The suite of apps offered by Google can help small businesses cut down on the amount of paper documents they need. Use Google Mail and Chat to communicate online with your staff and clients. Collaborate electronically on projects via Google Docs - its word processing and spreadsheet functions can be contributed to and saved by multiple members of a group. For non-Google Docs files, share them through Google Drive. Insist that your staff work solely off their devices and you can cut back significantly on the wasteful use of paper.

 

2. Switch to Electronic Payroll and Accounting
Reduce the number of paper invoices and checks your business sends out by taking your payroll and accounting needs online with the FreshBooks website. It's a cloud-based accounting solution designed specifically for small business owners that allows you to create invoices and track expenses and hours worked all with an intuitive software interface and solid customer support. Freshbooks offers mobile apps as well, so you can handle all of your accounting responsibilities on your tablet or smartphone if you happen to be on the go.

 

3. Cut Down on Faxed Documents
If clients or other businesses you work with still fax documents, sign up for a service that converts incoming faxes to email messages. Two companies to consider are MetroFax and MyFax. If you have to fax a document to another party, convert it into PDF form and send it through one of these services so that your recipient receives it in fax form on the other end.

 

4. Choose the Right Cloud Platform
When you go paperless you're going to need a cloud-based platform to store your documents, and when deciding on the right one always keep security in mind. There have been several notable security breaches involving cloud-based storage platforms, including an incident with one of the market leaders, Dropbox. Two additional and advantageous document storage websites with high security ratings are JustCloud and SugarSync

 

5. Move Your Marketing Strategy Online
Marketing via email is a lot less expensive than a direct mail campaign, a lot less time-consuming, and more cost effective. In an article in the Harvard Business Review it was found that the response rate for direct mail marketing and email marketing was about equal, which means it can be of great advantage to your small business to adopt a digital marketing strategy. Send out email newsletters and offers, and stay on top of all your social media pages, including Facebook, Twitter, Pinterest, and Instagram using a tool like HootSuite, which streamlines all feeds and keeps you in sync with your social communities. According to an IDC research report sponsored by Facebook, 18 to 44-year-olds who own an iPhone or Android check Facebook an average of 14 times per day. That pales in comparison to the one time per day most of us check the post box.

 

6. Mobilize Your Paperless Strategy
When searching for ways to maximize your paperless activity, put your smartphone to use. To keep track of your expenses, use the Shoeboxed or Exepnsify apps to snap pictures of receipts and track business-related spending. You can also use the DocuSign app for signing and sending important documents for signature, instead of going through the process of printing, signing, scanning, faxing and emailing. Its high, enterprise-level security protocols make it the most attractive candidate in the eSignature industry.

 

7. Get Electronic Receipts For Office Supply Purchases
The next time you head out to Office Depot or Office Max to pick up miscellaneous supplies or larger purchases, ask to have your receipt emailed to you - it's one less piece of paper to keep track of. Establish folders in your email account to store these receipts as they arrive, so when the time comes to sort through your expenses you can have an easy job of it.

 

8. Reduce Junk Mail
The website DirectMail allows you to sign up for its National Do Not Mail List. Fill out the form, including your small business's address, and you can significantly reduce the amount of junk mail you receive. This cuts down on waste and frees up more time for you to take care of what's really important.

 

Final Thoughts
Going paperless may make you feel a bit more vulnerable, knowing there are no hard-copy backups of what you've stored in the cloud. If that's the case, get an external hard drive and transfer all of your documents onto it. Also consider signing up for a second cloud-based service, simply for backup purposes. This way you've got multiple means of protection should you suffer a computer crash or one of your cloud servers go down.

Fortunately, vulnerability is becoming a thing of the past for many individuals and small business with the strength and rapid evolution of cloud based businesses.

What tips do you know of for a small business wanting to go paperless?

Read the original blog entry...

@ThingsExpo Stories
Sensor-enabled things are becoming more commonplace, precursors to a larger and more complex framework that most consider the ultimate promise of the IoT: things connecting, interacting, sharing, storing, and over time perhaps learning and predicting based on habits, behaviors, location, preferences, purchases and more. In his session at @ThingsExpo, Tom Wesselman, Director of Communications Ecosystem Architecture at Plantronics, will examine the still nascent IoT as it is coalescing, including what it is today, what it might ultimately be, the role of wearable tech, and technology gaps stil...
The Internet of Things (IoT) is rapidly in the process of breaking from its heretofore relatively obscure enterprise applications (such as plant floor control and supply chain management) and going mainstream into the consumer space. More and more creative folks are interconnecting everyday products such as household items, mobile devices, appliances and cars, and unleashing new and imaginative scenarios. We are seeing a lot of excitement around applications in home automation, personal fitness, and in-car entertainment and this excitement will bleed into other areas. On the commercial side, m...
In the consumer IoT, everything is new, and the IT world of bits and bytes holds sway. But industrial and commercial realms encompass operational technology (OT) that has been around for 25 or 50 years. This grittier, pre-IP, more hands-on world has much to gain from Industrial IoT (IIoT) applications and principles. But adding sensors and wireless connectivity won’t work in environments that demand unwavering reliability and performance. In his session at @ThingsExpo, Ron Sege, CEO of Echelon, will discuss how as enterprise IT embraces other IoT-related technology trends, enterprises with i...
When it comes to the Internet of Things, hooking up will get you only so far. If you want customers to commit, you need to go beyond simply connecting products. You need to use the devices themselves to transform how you engage with every customer and how you manage the entire product lifecycle. In his session at @ThingsExpo, Sean Lorenz, Technical Product Manager for Xively at LogMeIn, will show how “product relationship management” can help you leverage your connected devices and the data they generate about customer usage and product performance to deliver extremely compelling and reliabl...
The Internet of Things (IoT) is causing data centers to become radically decentralized and atomized within a new paradigm known as “fog computing.” To support IoT applications, such as connected cars and smart grids, data centers' core functions will be decentralized out to the network's edges and endpoints (aka “fogs”). As this trend takes hold, Big Data analytics platforms will focus on high-volume log analysis (aka “logs”) and rely heavily on cognitive-computing algorithms (aka “cogs”) to make sense of it all.
With several hundred implementations of IoT-enabled solutions in the past 12 months alone, this session will focus on experience over the art of the possible. Many can only imagine the most advanced telematics platform ever deployed, supporting millions of customers, producing tens of thousands events or GBs per trip, and hundreds of TBs per month. With the ability to support a billion sensor events per second, over 30PB of warm data for analytics, and hundreds of PBs for an data analytics archive, in his session at @ThingsExpo, Jim Kaskade, Vice President and General Manager, Big Data & Ana...
One of the biggest impacts of the Internet of Things is and will continue to be on data; specifically data volume, management and usage. Companies are scrambling to adapt to this new and unpredictable data reality with legacy infrastructure that cannot handle the speed and volume of data. In his session at @ThingsExpo, Don DeLoach, CEO and president of Infobright, will discuss how companies need to rethink their data infrastructure to participate in the IoT, including: Data storage: Understanding the kinds of data: structured, unstructured, big/small? Analytics: What kinds and how responsiv...
The Workspace-as-a-Service (WaaS) market will grow to $6.4B by 2018. In his session at 16th Cloud Expo, Seth Bostock, CEO of IndependenceIT, will begin by walking the audience through the evolution of Workspace as-a-Service, where it is now vs. where it going. To look beyond the desktop we must understand exactly what WaaS is, who the users are, and where it is going in the future. IT departments, ISVs and service providers must look to workflow and automation capabilities to adapt to growing demand and the rapidly changing workspace model.
Sensor-enabled things are becoming more commonplace, precursors to a larger and more complex framework that most consider the ultimate promise of the IoT: things connecting, interacting, sharing, storing, and over time perhaps learning and predicting based on habits, behaviors, location, preferences, purchases and more. In his session at @ThingsExpo, Tom Wesselman, Director of Communications Ecosystem Architecture at Plantronics, will examine the still nascent IoT as it is coalescing, including what it is today, what it might ultimately be, the role of wearable tech, and technology gaps stil...
The Internet of Things (IoT) promises to evolve the way the world does business; however, understanding how to apply it to your company can be a mystery. Most people struggle with understanding the potential business uses or tend to get caught up in the technology, resulting in solutions that fail to meet even minimum business goals. In his session at @ThingsExpo, Jesse Shiah, CEO / President / Co-Founder of AgilePoint Inc., showed what is needed to leverage the IoT to transform your business. He discussed opportunities and challenges ahead for the IoT from a market and technical point of vie...
Hadoop as a Service (as offered by handful of niche vendors now) is a cloud computing solution that makes medium and large-scale data processing accessible, easy, fast and inexpensive. In his session at Big Data Expo, Kumar Ramamurthy, Vice President and Chief Technologist, EIM & Big Data, at Virtusa, will discuss how this is achieved by eliminating the operational challenges of running Hadoop, so one can focus on business growth. The fragmented Hadoop distribution world and various PaaS solutions that provide a Hadoop flavor either make choices for customers very flexible in the name of opti...
The true value of the Internet of Things (IoT) lies not just in the data, but through the services that protect the data, perform the analysis and present findings in a usable way. With many IoT elements rooted in traditional IT components, Big Data and IoT isn’t just a play for enterprise. In fact, the IoT presents SMBs with the prospect of launching entirely new activities and exploring innovative areas. CompTIA research identifies several areas where IoT is expected to have the greatest impact.
Advanced Persistent Threats (APTs) are increasing at an unprecedented rate. The threat landscape of today is drastically different than just a few years ago. Attacks are much more organized and sophisticated. They are harder to detect and even harder to anticipate. In the foreseeable future it's going to get a whole lot harder. Everything you know today will change. Keeping up with this changing landscape is already a daunting task. Your organization needs to use the latest tools, methods and expertise to guard against those threats. But will that be enough? In the foreseeable future attacks w...
Disruptive macro trends in technology are impacting and dramatically changing the "art of the possible" relative to supply chain management practices through the innovative use of IoT, cloud, machine learning and Big Data to enable connected ecosystems of engagement. Enterprise informatics can now move beyond point solutions that merely monitor the past and implement integrated enterprise fabrics that enable end-to-end supply chain visibility to improve customer service delivery and optimize supplier management. Learn about enterprise architecture strategies for designing connected systems tha...
Wearable devices have come of age. The primary applications of wearables so far have been "the Quantified Self" or the tracking of one's fitness and health status. We propose the evolution of wearables into social and emotional communication devices. Our BE(tm) sensor uses light to visualize the skin conductance response. Our sensors are very inexpensive and can be massively distributed to audiences or groups of any size, in order to gauge reactions to performances, video, or any kind of presentation. In her session at @ThingsExpo, Jocelyn Scheirer, CEO & Founder of Bionolux, will discuss ho...
Even as cloud and managed services grow increasingly central to business strategy and performance, challenges remain. The biggest sticking point for companies seeking to capitalize on the cloud is data security. Keeping data safe is an issue in any computing environment, and it has been a focus since the earliest days of the cloud revolution. Understandably so: a lot can go wrong when you allow valuable information to live outside the firewall. Recent revelations about government snooping, along with a steady stream of well-publicized data breaches, only add to the uncertainty
SYS-CON Events announced today that Dyn, the worldwide leader in Internet Performance, will exhibit at SYS-CON's 16th International Cloud Expo®, which will take place on June 9-11, 2015, at the Javits Center in New York City, NY. Dyn is a cloud-based Internet Performance company. Dyn helps companies monitor, control, and optimize online infrastructure for an exceptional end-user experience. Through a world-class network and unrivaled, objective intelligence into Internet conditions, Dyn ensures traffic gets delivered faster, safer, and more reliably than ever.
As organizations shift toward IT-as-a-service models, the need for managing and protecting data residing across physical, virtual, and now cloud environments grows with it. CommVault can ensure protection &E-Discovery of your data – whether in a private cloud, a Service Provider delivered public cloud, or a hybrid cloud environment – across the heterogeneous enterprise. In his session at 16th Cloud Expo, Randy De Meno, Chief Technologist - Windows Products and Microsoft Partnerships, will discuss how to cut costs, scale easily, and unleash insight with CommVault Simpana software, the only si...
Cloud data governance was previously an avoided function when cloud deployments were relatively small. With the rapid adoption in public cloud – both rogue and sanctioned, it’s not uncommon to find regulated data dumped into public cloud and unprotected. This is why enterprises and cloud providers alike need to embrace a cloud data governance function and map policies, processes and technology controls accordingly. In her session at 15th Cloud Expo, Evelyn de Souza, Data Privacy and Compliance Strategy Leader at Cisco Systems, will focus on how to set up a cloud data governance program and s...
Roberto Medrano, Executive Vice President at SOA Software, had reached 30,000 page views on his home page - http://RobertoMedrano.SYS-CON.com/ - on the SYS-CON family of online magazines, which includes Cloud Computing Journal, Internet of Things Journal, Big Data Journal, and SOA World Magazine. He is a recognized executive in the information technology fields of SOA, internet security, governance, and compliance. He has extensive experience with both start-ups and large companies, having been involved at the beginning of four IT industries: EDA, Open Systems, Computer Security and now SOA.