|By Mat Rider||
|June 26, 2014 08:01 AM EDT||
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.
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?
The worldwide cellular network will be the backbone of the future IoT, and the telecom industry is clamoring to get on board as more than just a data pipe. In his session at @ThingsExpo, Evan McGee, CTO of Ring Plus, Inc., discussed what service operators can offer that would benefit IoT entrepreneurs, inventors, and consumers. Evan McGee is the CTO of RingPlus, a leading innovative U.S. MVNO and wireless enabler. His focus is on combining web technologies with traditional telecom to create a new breed of unified communication that is easily accessible to the general consumer. With over a de...
May. 25, 2015 06:00 AM EDT Reads: 4,720
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...
May. 25, 2015 05:00 AM EDT Reads: 6,020
Cloud is not a commodity. And no matter what you call it, computing doesn’t come out of the sky. It comes from physical hardware inside brick and mortar facilities connected by hundreds of miles of networking cable. And no two clouds are built the same way. SoftLayer gives you the highest performing cloud infrastructure available. One platform that takes data centers around the world that are full of the widest range of cloud computing options, and then integrates and automates everything. Join SoftLayer on June 9 at 16th Cloud Expo to learn about IBM Cloud's SoftLayer platform, explore se...
May. 25, 2015 04:45 AM EDT Reads: 3,216
SYS-CON Media announced today that 9 out of 10 " most read" DevOps articles are published by @DevOpsSummit Blog. Launched in October 2014, @DevOpsSummit Blog offers top articles, news stories, and blog posts from the world's well-known experts and guarantees better exposure for its authors than any other publication. The widespread success of cloud computing is driving the DevOps revolution in enterprise IT. Now as never before, development teams must communicate and collaborate in a dynamic, 24/7/365 environment. There is no time to wait for long development cycles that produce softw...
May. 25, 2015 04:15 AM EDT Reads: 4,213
15th Cloud Expo, which took place Nov. 4-6, 2014, at the Santa Clara Convention Center in Santa Clara, CA, expanded the conference content of @ThingsExpo, Big Data Expo, and DevOps Summit to include two developer events. IBM held a Bluemix Developer Playground on November 5 and ElasticBox held a Hackathon on November 6. Both events took place on the expo floor. The Bluemix Developer Playground, for developers of all levels, highlighted the ease of use of Bluemix, its services and functionality and provide short-term introductory projects that developers can complete between sessions.
May. 25, 2015 04:00 AM EDT Reads: 6,374
From telemedicine to smart cars, digital homes and industrial monitoring, the explosive growth of IoT has created exciting new business opportunities for real time calls and messaging. In his session at @ThingsExpo, Ivelin Ivanov, CEO and Co-Founder of Telestax, shared some of the new revenue sources that IoT created for Restcomm – the open source telephony platform from Telestax. Ivelin Ivanov is a technology entrepreneur who founded Mobicents, an Open Source VoIP Platform, to help create, deploy, and manage applications integrating voice, video and data. He is the co-founder of TeleStax, a...
May. 25, 2015 04:00 AM EDT Reads: 6,486
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...
May. 25, 2015 04:00 AM EDT Reads: 6,861
With major technology companies and startups seriously embracing IoT strategies, now is the perfect time to attend @ThingsExpo in Silicon Valley. Learn what is going on, contribute to the discussions, and ensure that your enterprise is as "IoT-Ready" as it can be! Internet of @ThingsExpo, taking place Nov 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, is co-located with 17th Cloud Expo and will feature technical sessions from a rock star conference faculty and the leading industry players in the world. The Internet of Things (IoT) is the most profound change in personal an...
May. 25, 2015 04:00 AM EDT Reads: 2,873
The 3rd International @ThingsExpo, co-located with the 16th International Cloud Expo – to be held June 9-11, 2015, at the Javits Center in New York City, NY – is now accepting Hackathon proposals. Hackathon sponsorship benefits include general brand exposure and increasing engagement with the developer ecosystem. At Cloud Expo 2014 Silicon Valley, IBM held the Bluemix Developer Playground on November 5 and ElasticBox held the DevOps Hackathon on November 6. Both events took place on the expo floor. The Bluemix Developer Playground, for developers of all levels, highlighted the ease of use of...
May. 25, 2015 03:00 AM EDT Reads: 3,509
Grow your business with enterprise wearable apps using SAP Platforms and Google Glass. SAP and Google just launched the SAP and Google Glass Challenge, an opportunity for you to innovate and develop the best Enterprise Wearable App using SAP Platforms and Google Glass and gain valuable market exposure. In his session at @ThingsExpo, Brian McPhail, Senior Director of Business Development, ISVs & Digital Commerce at SAP, outlined the timeline of the SAP Google Glass Challenge and the opportunity for developers, start-ups, and companies of all sizes to engage with SAP today.
May. 25, 2015 03:00 AM EDT Reads: 5,106
Enthusiasm for the Internet of Things has reached an all-time high. In 2013 alone, venture capitalists spent more than $1 billion dollars investing in the IoT space. With "smart" appliances and devices, IoT covers wearable smart devices, cloud services to hardware companies. Nest, a Google company, detects temperatures inside homes and automatically adjusts it by tracking its user's habit. These technologies are quickly developing and with it come challenges such as bridging infrastructure gaps, abiding by privacy concerns and making the concept a reality. These challenges can't be addressed w...
May. 25, 2015 02:45 AM EDT Reads: 6,813
The industrial software market has treated data with the mentality of “collect everything now, worry about how to use it later.” We now find ourselves buried in data, with the pervasive connectivity of the (Industrial) Internet of Things only piling on more numbers. There’s too much data and not enough information. In his session at @ThingsExpo, Bob Gates, Global Marketing Director, GE’s Intelligent Platforms business, to discuss how realizing the power of IoT, software developers are now focused on understanding how industrial data can create intelligence for industrial operations. Imagine ...
May. 25, 2015 02:00 AM EDT Reads: 5,334
SYS-CON Events announced today that Liaison Technologies, a leading provider of data management and integration cloud services and solutions, has been named "Silver Sponsor" of SYS-CON's 16th International Cloud Expo®, which will take place on June 9-11, 2015, at the Javits Center in New York, NY. Liaison Technologies is a recognized market leader in providing cloud-enabled data integration and data management solutions to break down complex information barriers, enabling enterprises to make smarter decisions, faster.
May. 25, 2015 01:30 AM EDT Reads: 5,428
The 17th International Cloud Expo has announced that its Call for Papers is open. 17th International Cloud Expo, to be held November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA, brings together Cloud Computing, APM, APIs, Microservices, Security, Big Data, Internet of Things, DevOps and WebRTC to one location. With cloud computing driving a higher percentage of enterprise IT budgets every year, it becomes increasingly important to plant your flag in this fast-expanding business opportunity. Submit your speaking proposal today!
May. 25, 2015 01:15 AM EDT Reads: 4,533
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...
May. 25, 2015 12:30 AM EDT Reads: 4,009
Cultural, regulatory, environmental, political and economic (CREPE) conditions over the past decade are creating cross-industry solution spaces that require processes and technologies from both the Internet of Things (IoT), and Data Management and Analytics (DMA). These solution spaces are evolving into Sensor Analytics Ecosystems (SAE) that represent significant new opportunities for organizations of all types. Public Utilities throughout the world, providing electricity, natural gas and water, are pursuing SmartGrid initiatives that represent one of the more mature examples of SAE. We have s...
May. 24, 2015 11:00 PM EDT Reads: 6,136
The Internet of Things will put IT to its ultimate test by creating infinite new opportunities to digitize products and services, generate and analyze new data to improve customer satisfaction, and discover new ways to gain a competitive advantage across nearly every industry. In order to help corporate business units to capitalize on the rapidly evolving IoT opportunities, IT must stand up to a new set of challenges. In his session at @ThingsExpo, Jeff Kaplan, Managing Director of THINKstrategies, will examine why IT must finally fulfill its role in support of its SBUs or face a new round of...
May. 24, 2015 10:00 PM EDT Reads: 5,499
The 4th International Internet of @ThingsExpo, co-located with the 17th International Cloud Expo - to be held November 3-5, 2015, at the Santa Clara Convention Center in Santa Clara, CA - announces that its Call for Papers is open. The Internet of Things (IoT) is the biggest idea since the creation of the Worldwide Web more than 20 years ago.
May. 24, 2015 09:00 PM EDT Reads: 1,975
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...
May. 24, 2015 09:00 PM EDT Reads: 5,291
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.
May. 24, 2015 09:00 PM EDT Reads: 4,946