Key ways to reduce paper in the insurance industry
The insurance industry is a prime example of a paper-heavy market, relying heavily on the creation and sharing of physical documents. Today, businesses around the world are looking to reduce their paper usage for many reasons including to protect the environment, to reduce costly resources or to save time. Whatever the reason for improving print and document management in the office, the process remains the same. Companies must understand when, where and why they are using paper, before developing alternative processes to ensure important information is not lost.
There are already so many insurance companies on the paper-lite journey, however, for those unsure of where to begin, we’ve outlined the key ways to reduce paper in your office.
Pinpoint the moment information is acquired
Information will be coming into your business from many different channels. Emails, online enquiries, telephone calls and letters, among others, are all ways insurance companies will be collecting and sending information. It’s vital, that as a business, you understand when and how you are receiving information before you can begin to challenge the process. Taking note of these moments and considering other ways to receive information will be the first step to managing paper usage. It’s also imperative to document the process in place once information is received, in order to replicate this with a paperless system.
Create digital copies for filing and sharing purposes
We can’t always control the paper that enters our business from external sources. No matter how digital your processes are, some clients, customers and partners will insist on sending paper documents for their own requirements or simply because they are not yet following a paper-lite strategy. If this is the case, creating digital copies and filing them in a suitable location will ensure you don’t have to retain unnecessary paper. Digital copies can also be circulated within the business easily with multiple people accessing and updating the document whenever they require.
Update integrated systems to ensure accessibility and security
When deciding to focus on paper-lite processes, it’s essential your network infrastructure can handle the storing and sharing of files by a large volume of people. Integrating multiple software applications with each other can streamline many processes helping to save time and money. Documents should be accessible from anywhere within the business, and with many organisations now offering flexible working environments, cloud storage is another option to consider. With regulations on data protection tighter than ever, the security of your document management system is something you shouldn’t underestimate.
Train staff on new technologies and processes
It can be difficult for employees to make such drastic changes to their current processes instantly and so regular training on system updates is essential. Preparing your company for a change in paper usage and ensuring they fully understand how things will develop, will ease the transition significantly allowing your company to continue providing a quality service to customers.
Partner with a print and document management company
Partnering with an experienced print and document management company, like Karlson, can help you achieve a paper-lite office. Our expertise in the market and unrivalled access to industry partners, including print and software companies, will enable you to take full advantage of current technology. We offer strategy planning, consultation, implementation and maintenance services and have a proven track record of success.
Speak to us today for information on past projects and find out how you could print less and do more.
share this post
