What is the purpose of a paperless office?
Is it to save trees and "go green"?
Yes, but it can mean so much more than contributing to a healthier environment. Moving to paperless processing provides rail construction companies with a multitude of benefits that ultimately all create a healthier bottom line.
So what are the top 5 reasons to stop using paper?
1. Everyone Hates Filing
Paper forms are easily misplaced and damaged. You might need that information later on if you find yourself disputing a claim or estimating a similar project. But if your records aren’t clear or go missing altogether, you will miss out.
Implementing a digital solution solves this problem instantly! No more worrying about missing documents or smudged plans. Moving from paper to the cloud, you can access your documents instantly from anywhere. Securely stored and perfectly organised for whenever you need them.
2. Remove Repetition
Old school paperwork creates more work because it often has to be done again and again. Is it any wonder people hate it so much? Most sites lack a full field office so reports often start out as weathered, scribbled notes, which have to be rewritten when the author returns to the office. But is that the end? How many times have paper notes been transcribed incorrectly and had to be rewritten? How much time is wasted manually typing out paper records into spreadsheets or word documents? And aside from reports, many other forms of paperwork, like drawings and RFIs have to be copied over to various paper formats repeatedly. How much time could be saved if these tasks were digitally superseded?
3. Facilitate Real-time Collaboration
Digital solutions offer the ability to produce more detailed, relevant information in real time, giving your whole team visibility of progress, issues and delays. Long gone are the days of having to wait until the end of the week or month to get a progress report, now your team can understand and act as the work progresses.
By filling out digital reports throughout your shift, people back in the office can react and fix issues early before they affect the profitability of the project.
4. Make More Money
Paper documents are not only time consuming, but costly as well. But aside from the saving on printing costs, having the data you need when you need it allows you to have the actionable insights straight away, so your project team can intervene. This saves time, saves money and ultimately improves the overall business performance.
With the right software, you can drastically decrease the amount of money spent on printing forms and contracts. In the long run, you will thank yourself for going paperless!
5. Be More Professional
The construction market is increasingly competitive. A business that is innovative and using the latest technology comes across as more professional, and it also significantly differentiates them from more traditional competitors. Clients feel reassured that their data is securely stored in a professional manner which gives them greater confidence in your ability to deliver their project.
Furthermore, having all of your reports in one consistent format will help the client understand the data you are giving them. The simpler you make it for them, the more likely they are to return as a customer.
Go paperless today
While switching systems may seem intimidating, the operational benefits make it worthwhile for your business. Whether you want to improve organization, efficiency, or costs, the answer is right in front of you.