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Improving collaboration between on-site and off-site workers with paperless solutions

Cloud computing has without question made it easier to work from any location. However, remote collaboration still comes with a unique set of challenges. For example, some staff may find it difficult to communicate effectively with colleagues and clients online, while others may not know how to properly use tech for remote collaboration.

Perhaps one of the biggest challenges in a remote work setup is how to ensure fruitful collaboration for distributed teams. Fortunately, there are plenty of apps and services that can address this concern. Here are some paperless solutions to help you improve collaboration between on-site and off-site workers.

Electronic document management

Paper-centric processes are impractical, even if you have only a partially remote business. Sending paper documents from one location to another is not only expensive but also risky — not just because the contents may be sensitive, but also because of how travel can still expose people to COVID-19. By contrast, your on-site and off-site workers can send and receive electronic documents over the internet within seconds, at practically no cost. This makes a cloud-based document management system (DMS) necessary in any flexible working arrangement.

With a DMS, your staff can access crucial documents and finish their tasks anywhere as long as they have an internet connection. PaperSave, in particular, allows them to collate all necessary information in a single repository and ensures that all documents are quickly and easily retrievable. This means that your staff won’t have to go to the office to pull up records, send reports, perform audits, and other similar tasks.

With a DMS, your staff can access crucial documents and finish their tasks anywhere as long as they have an internet connection.

Electronic document imaging

Scanning documents is a simple yet effective way of converting paperwork into digital files. You can easily store scanned documents on a hard drive or in the cloud and share them through email. But this functionality is incomparable to the gains in efficiency and productivity that come with pairing a robust DMS with advanced document capture.

Advanced document capture uses a range of technologies, including optical character recognition or OCR, to not just scan but extract the information on and the metadata of the captured documents. This allows the DMS to automatically organize and archive each digital file. In addition, it enables your employees to search for specific information in mere seconds, saving them time and allowing them to accomplish more tasks in one day.

Workflow automation

Processing paperwork, approving invoices, and similar business activities are often laborious and time-consuming. Automating these processes should keep them from depleting your business’s time and resources.

An all-in-one document management solution like PaperSave comes with powerful electronic workflow features that can automate a variety of tasks. For example, with PaperSave, you can pre-program a workflow that forwards purchase orders to a procurement lead who will provide the budgets and verify the documents. You can also set up automated push notifications to remind staff to validate orders on time.

With automated workflows, your staff can process transactions and data more quickly. They don’t need to wait blindly for approvals to reach them; instead, they are notified exactly when documents have been approved, ensuring that no time or productivity will be lost in the shuffle.

Online forms

Online or web-based forms are especially beneficial in information gathering. They are also more convenient and easier to set up, access, and use compared to physical forms, making processes like customer sign-ups, product surveys, and employee feedback a breeze.

Some online forms, like PaperSave’s SmartForms, even allow you to feed form data directly into your business’s database. You can even set up workflows that automatically route specific forms to the appropriate person for review, processing, or approval.

By streamlining information gathering and distribution, your distributed teams can avoid miscommunication and experience fewer mistakes, delays, and missed goals.

If you’re looking for a robust paperless solution that will help your on-site and off-site teams maximize their efficiency, PaperSave is the answer. Discover how we can help boost your business by scheduling a free personalized demo today.

It’s really easy now for employees to create their expense reports. From the app or their computer, they just select the expense lines they want to include on the report and submit it. It then starts routing automatically through the approval process we’ve set up.

— Joe Crupper, CPA, Director of General and Trust Accounting at Free Methodist Foundation

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