Paperless Office: A Reality or Dream?

There has been buzz of the paperless office for some time now.  Although it sounds nice in theory, is it actually possible?  Did you know that, “the typical U.S. office worker uses more than 10,000 sheets of paper per year, which is about 2 cases of paper per employee. With an average price of $40 for a case of standard copy paper, this is an $80 annual cost per employee,”–according to a study conducted by California’s Alameda County.

Document management software has been around for some time, and can really organize your files and can help you make the move to a paperless office.  For the marketing department though, this could pose a problem if you use mailers or pamphlets as part of your marketing strategy.  Below are some tips to get your marketing department to cut down on paper.

Email Marketing
Ask yourself this question, “Can I substitute my direct mail campaign for an email marketing campaign?”  ExactTarget (an interactive marketing company) has conducted a study pertaining to how many people check their email daily and found that 59% of people they surveyed check their email when they wake up, before they do anything else online.

Done correctly an email marketing campaign can reach the same—if not more clients without using paper.  Remember if you are going to implement this tactic that everyone in your list as opted in to receive your emails.  You don’t want to get reported as SPAM.

Mobile marketing or M-marketing is still in its infancy stage, but is something to consider.  Between the popularity in smartphones, and text messaging in general there are plenty of viable options to choose from.  Besides being able to reach the majority of cell phone users that have a smartphone via email—there are apps you can create as well as SMS campaigns.

Take into consideration that 72% of all cell phone users send or receive text messages according to a study done by PewInternet Moto Message goes on to say, “Over 90% of text messages sent are opened and read by your customers in 15 minutes. No other advertising medium has that relationship with the consumer.”

More and more companies are making the leap into the digital marketing realm.  Brainstorming and coming up with new effective ways to gain exposure to your company is a must these days.  And helping the environment at the same time is a great added bonus.  So for now the paperless office may be a dream for some, but it could become a reality instead of only a dream.

Shannon Suetos is an expert writer on IP phone systems based in San Diego, California.  She writes extensively for an online resource that provides expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs such as VoIP phones at Resource Nation.

About the Author

Dave Thomas is an expert writer on items like business cash advance and is based in San Diego, California. He writes extensively for an online resource that provides expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs at Resource Nation.
  • Pingback: Important Media Weekly Round-Up : Planetsave()

  • As the author of the book series Kiplinger’s Taming the Paper Tiger, I have been helping people organize their paper for 30+ years, and have watched as it became more and more difficult for individuals and organizations to do for a variety of reasons including:

    1) Increased information
    2) Increased workload
    3) Decreased workforce
    4) Highly transitional workforce
    5) Highly mobile workforce
    6) Decreased space
    7) 24/7 expectations
    8) Ever-changing legal guidelines

    As a result, we have moved toward Almost Paperless™– recognizing that “paperless” is impossible in some instances. Although technology has come a long way, some things are just better in paper format at this point. Not all organizations have the budget to purchase the equipment (not just a scanner, but an OCR scanner for example, and multiple computer monitors). The change to paperless requires extensive cooperation between management and staff, and time and training to implement the process.

    However, that doesn’t mean that every organization shouldn’t get started on the road to paperless!

  • Interesting post! As a marketer, I know we have struggled internally with direct mail campaigns, especially as a company that offers "paperless" solutions to businesses. I'm not sure we are fully ready to go all email yet, as like you said, there is the danger of being labeled as spam and it's also very easy to just hit the "delete" button without ever opening. I guess it could be argued that people don't pay any attention to direct mail in this day and age as well.

    I just wrote a little about the "paperless office" on our company blog, you may get some enjoyment out of it!

  • Very interesting article! I think it also depends on the target that a company has and its habitudes. It is true that a very big part of the (potential) customers are using the e-mail or other "paperless" instruments, but if your business and your products are for the people who are not used with this technology, I think is utopic to talk about "paperless busines".

    On the other hand, you can also be labeled as spammer if you are using offline marketing strategies (like mail marketing, for example).

  • Although moving towards a paperless world does sound ideal, I wonder how much of a difference it makes since we are replacing paper with energy consuming computers? It would be interesting to see which one is actually more "green."

  • I know that not everyone is going to go 100% paperless. I have found there is a generational barrier when it comes to this. I was talking to a prospect the other day who was of the “older” generation (his words not mine as I am older than he is) and his main objection was that he wanted to be able see and touch his files. I hope someday we will be able to overcome this objection as paperless is more effective than the alternatives.

  • It seems too sophisticated and very far-reaching for me. I am expecting for your the other script, and I am going to try to gain it! Really the publication is spreading its wings fast, hunting for it…