At Work

3 Tips for Going Paperless at Work

3 Tips for Going Paperless at Work

Posted by Joshua Zerkel on 06 Jan 2014

Posted by Joshua Zerkel on 06 Jan 2014

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This is a contributed post by Jamie Todd Rubin, Evernote’s Paperless Ambassador.

Sharing knowledge with your team is easier when important documents aren’t locked away in file cabinets or lost on a co-worker’s desk. Going paperless at work helps everyone on your team easily access the information they need, right when they need it. Here are three ways Evernote Business can help create your paperless office:

Set the standards.
As part of your process for going paperless, come together as a team and decide upon standards for how team members should title your company’s notes and notebooks. For instance, your company may prefer naming new notes with the date of the original paper document, then the actual document title, or perhaps you prefer it in reverse. Make sure your entire team understands your naming convention; this minimizes inconsistencies and makes each of your notes much easier to find.

Handle incoming paper quickly.
Although your office may go paperless, your clients, customers and vendors likely still work with paper to varying degrees. To deal with the influx, have team members scan the paper they receive into shared Business Notebooks. This is easiest when each person has a scanner like the ScanSnap Evernote Edition scanner at their desk so they can deal with paper immediately. Getting into the habit of scanning new paper into Evernote right away can help keep paper piles from growing.

Contract

Keep everything organized.
Once documents are scanned, each team member should spend a few moments with each new note for maximum clarity and organization. For instance, for each scanned document, your team can go into Note Info in Evernote and set the “Created” date to match the actual date on the original document. This makes searching for a document by date much easier. If your team uses tags for organization, encourage your team to tag scanned documents immediately.

See how companies like the Great Food Group, GoodLife Team, and Rice Paper Scissors are using Evernote Business to create a paperless workflow.

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7 Comments RSS

  • Don Turner

    I just use my Evernote iphone app to handle the small stuff and gather the larger documents for next trip to OfficeMax, where they scan it for me. The cost of doing this is less than a Shoeboxed account and less than buying a scanner. Just my 2 cents.

    • Ljrain

      That is what I do also. The Evernote iPhone app and document setting works perfect for me everytime.

  • Don Turner

    I just use my Evernote iphone app to handle the small stuff and gather the larger documents for next trip to OfficeMax, where they scan it for me. The cost of doing this is less than a Shoeboxed account and less than buying a scanner. Just my 2 cents.

    • Patrick

      Where do the people at Office Max scan it to?

  • Kevin Gainey

    What’s the cost of lost documents and time spent searching for filed documents? Of course, that depends on the value of the group’s time and how well organized an organization is now. It would definitely be overkill in some situations, but a great investment in others.

  • Kevin Gainey

    What’s the cost of lost documents and time spent searching for filed documents? Of course, that depends on the value of the group’s time and how well organized an organization is now. It would definitely be overkill in some situations, but a great investment in others.

  • Reade Milner

    You busted the conspiracy! They’re trying to make money! I knew it!
    (Jesting respectfully, of course)