Why Go Paperless?
Why Go Paperless?
Everything we do in life is dictated in some way by trends. The office is no exception. The newest and possibly most prominent office trend that is catching on is going paperless. Going paperless is a more cost efficient and effective method that can boost the productivity of a company’s payroll company. This helps a company better assess their financial progress and assets. When operating a company, every little bit of money saved builds up over time. This steady build of savings can be placed into other vital parts of keeping a company going. It can be used to boost employee morale through various activities and benefits. A company picnic or a pizza party to show that a company appreciates a job well done.
On the employee level going paperless is not only more convenient but also more cost efficient. Eliminate check cashing obstacles for your employees. For instance:
- Travel Time & Cost: After work an employee must drive to a bank to either cash or deposit their paycheck. This may only require a small amount of gas, but like the cost of paper and ink, this can build up over time. The burden itself of having to make an extra stop after a long work day is removed and also eliminates working around a bank’s schedule.
- Bank/Atm Fees: If an employee works after 4 on a Friday they may not have a bank to go to and cash their paycheck until the following Monday. If they have bills due they may require the funds immediately. Not only does your employee risk returned and non-sufficient fund fees, but you also have to take in consideration fees that may result from not being a bank member or fees from a local check cashing store.
For the payroll department, they experience their own benefits. Being they are also employees of the company, the above benefits the individuals involved in payroll as well. Other ways that a paperless office can benefit the payroll department more directly are:
- More Secure and Efficient Methods of Work: Any website that contains your personal information will come with some form of security to it. At least a required login and password. In recent years websites require more intricate passwords, requiring both regular and capitalized lettering, along with a number or symbol. This allows for a higher level of security then a thin metal file cabinet drawer can supply. It also allows for a cleaner office space void of paper stacks. When dealing with bank and financial information, security is not an option, but a must have for a company.
- Ease of Access: While stopping unauthorized personnel from viewing sensitive, information, a paperless office allows ease of access for authorized users. A computer can be set up and organized so all the information is a search bar away. Rather this is stored on a physical computer or in a cloud storage bank, it can all be easily accessed and displayed, emailed, or printed if necessary. When an issue comes up in payroll, it can be resolved quickly because of this.
- Secure and Accessible Backup Available: To create a backup of a paper document, one must create another paper document and place it in a separate location. Someone may have to send out for a replacement document such as a contract or a certification. With a paperless office, documents can be saved to a cloud storage, external hard drives, or various other locations. If a document is lost, it is a simple procedure to locate a duplicate to access.
Many businesses and companies offer a paperless alternative to receiving paychecks. Outsource companies such as Vision H.R. also offer paperless solutions to the payroll services that they offer. These methods are not only beneficial to the company, they are beneficial to the planet. Less paper used means less trash for landfills and less trees required to meet the world’s paper needs.
