Will a paperless office ever exist?
The idea of a paperless office has been around for decades. Yet, in 2018 we are still no closer to banishing paper from our workplace as we were at the turn of the millennium. If anything, it’s possible we print more now that we ever have before.
With the rise of technology, printing has become extremely accessible. Gone are the days where only a handful of trained print specialists were permitted to use the print machines. Now, everyone in the office can use a printer without needing to even glance at the instruction manual.
This ease of access and innate ability to use technology encourages us to print documents that aren’t always necessary. Companies thinking forward to the future are predicting paperless offices and it is easy to see the appeal. Stacks of paper cluttering up desks, lines of filing cabinets holding details going back years and the dreaded paper-jam warning when you need that important contract printed for a meeting in half an hour. The thought of a paperless office is an attractive one.
How plausible is this idea though?
Think about the last time you printed a document. Why did you print it? More than likely it was for someone else and that’s where the idea of a paperless office has its faults. Unless everyone conforms to the same standard at exactly the same time, someone will always be waiting for a printed document and you will have to provide them with it.
Similarly, working in a solely paperless office requires an extremely reliable internet connection and can you rely solely on an internet connection when presenting an important pitch to a new business partner, client or senior employee? Having a printed back-up is currently how many would tackle this issue, so it would be interesting to see how this would change.
Likewise, printed documents are often seen as more permanent than files stored digitally, unless comprehensive back-ups are taken routinely. Paper documents are somewhat harder to accidentally destroy if stored correctly compared with deleting online files or hard drive failures. Offices also have to think about the security of their digital files and when everything is stored digitally, cyber-security should be of utmost importance.
How does the future look?
There’s no doubt that in the next 5 years, the way we work will have changed dramatically. More people will be working remotely, connecting to the office via their mobile phones, instant messaging and video calls and the sharing of printed documents is likely to reduce. While this will have its benefits such as less wasted resources, a more flexible working pattern, and improved efficiency across the workforce, a paperless office remains a distant concept.
Working towards paper-lite, at this point in time, is by far the more realistic destination. There will always be a need to print certain documents, especially those that are legally binding. To reach a paperless reality, the way we work, live and play will need to change.
Contact Karlson and start your transition to paper-lite today.
share this post
