Going Paperless in the Office

going paperless

Regardless of how far technology has come, so many offices around the world are still piled high with paperwork. Nobody likes dealing with it and there’s no reason you should have to. It’s also pretty expensive for businesses to constantly be printing things out, not to mention it’s not very green. Going paperless is the answer.

Being environmentally friendly is more important than ever as consumers are making a lot of their purchasing decisions based on how green the company is. That’s why going paperless is a no-brainer. It’s nowhere near as hard as you think and it’ll make life so much easier for you once everything is digital. Whether you’re running a large office or you’re running a business from home, here’s how to get rid of that pesky paperwork for good.

Going Paperless Means Scan Everything

When you get an invoice or a receipt for something, you’ll need to keep it somewhere safe because you’ll probably need it in the future. That means you end up with folders filled with paper that you only need occasionally. But it’s not the document itself you need, it’s just the information that’s on there. That’s why a scanner is an essential piece of office equipment. Just scan in those important documents right away and then you can get rid of the paper copy before it starts cluttering up the office. You may as well scan everything you get, even if it doesn’t seem that important. That way, you’ve got a record of absolutely everything, but you don’t have to find anywhere to store it.

When it comes to my accounts I do this, I use an app to scan receipts in, I download and send invoices, bank statements and everything then securely transfer them to my accountant. They are there in digital for if I ever needed to print them for an audit etc but save a lot of space, paper and ink in the meantime.

Virtual Mailbox

Scanning all of your mail in is great, but what if you could get somebody else to do it for you so you don’t ever have to see a piece of paper at all? Sites like https://physicaladdress.com offer a virtual mailbox service. You’ll get an address which is tied to an office building where all of your mail gets sent. They’ll scan it in and send you digital copies right away so you don’t have to worry about digitising anything yourself. The other added bonus is that having a proper address makes you look more legitimate if you’re running the business from home.

Digital Alternatives To Paper

Even if you’re digitising the paper that people send you, you’ll still have a lot of paper products around the office that you use on a daily basis. The next step is to swap those out for digital alternatives. For example, if you use a paper notebook, you can download some great notebook apps for your phone or tablet. If you’re using a paper calendar to organize things, switch to an online one instead (https://www.thebalancesmb.com has a handy list of the best ones). Online calendar apps are far better than a paper one anyway because everybody can see it and make additions to it from anywhere. I’m a Google Calendar gal myself.

Ask For Digital Copies

By now, you should have removed most of the paper from the office. Now you just need to make sure you don’t start collecting it again by asking anybody that sends you things to send digital copies and ask all of your staff to stick to digital as well.

If you follow these simple steps, you can rid your office of paper for good and save yourself a lot of time and money.  If my home over-office can be overwhelmed by a cascade of paper I’m sure physical offices have much the same problem, if not worse. Going paperless is the answer!

Common Computer Issues and Solutions

common computer issues

I would be lost if my laptop had computer issues as I rely on it for so much. I work on it, I play on it, I shop and bank on it. That is why understanding common computer issues and solutions is a must. Laptop or PC downtime in my house is not an option.

The blue screen of doom strikes fear into my heart, however, more often than not this, and other common computer problems I (and you) might face can be fairly easily sorted which is essential for those of us running businesses.

Now and again we will all encounter small hiccups and issues such as slow wifi and blank screens. Here are some of the most common computer problems you might face and how to solve them.

Common Computer Issues

The Computer Won’t Start


Sometimes you will be happily in the middle of a video of a cat or you will be writing up some work and the computer will suddenly switch itself off with no warning. This can be a huge annoyance and it can run the risk of you losing all of the work you have just done. The most common explanation for this happening is that the power supply you have in has an issue. Make sure you check that the computer is plugged into the power properly and test the power lead on a different device to determine the cause of the issue.

Blank Screen

If you are trying to turn on your computer in the morning and you notice that the screen remains blank, this is most likely due to the cable not being plugged into the screen properly. A lot of the time a simple wiggle of a cable will set you on your way and you will be back online in no time at all. If this doesn’t work it could be a sign that the internal wires of the machine need to be tinkered with and you will need to call a professional.

Operating System Acting Up

If something seems odd or seems to be glitching with the computer it could be a sign of a virus. Turn off the computer and turn it back on, then run a virus scan to check for issues. If there is a virus on the machine you might need to call a professional to get rid of it.

Windows Won’t Load Up

If Windows doesn’t want to load up at all, you will need to turn off your computer and try again. If it still isn’t working, you will likely need to run a reinstall of the program and start all over again. If you don’t have a download disk for windows you should be able to do it through the App Store. If you aren’t confident, get an expert to have a look first before reinstalling.

Frozen Screen

Sometimes you will be happily in the middle of a browse on the internet and suddenly your mouse becomes unresponsive and the screen will freeze. The main annoyance with this is running the risk of losing your progress work-wise and it can be a pain. You can solve this issue most of the time by restarting your machine, or as Daddy Pig would say “Try switching it off and on again”. Most of the time freezing is caused by issues with the RAM or spyware being present on your machine. Make sure to check for all of this once the computer is up and running again.

Slow Computer


If you start to notice one day that your computer is working slower than usual, this is often a sign that your storage is getting low and you need to clean out some of your old files. When your computer comes clogged up with lots of files it can cause the computer to struggle running its programs and therefore your computer will be slower on the whole. Spend some time clearing out things you no longer need and this will largely solve the issue for you. Make sure you have antivirus installed to keep the computer safe and you should see an improvement in the device.

Annoying Noises

If your computer starts to wurr one day (a technical term) and it becomes very loud while you are trying to work, this is usually due to the fan inside the machine being clogged up with dust or it being about to die completely. The fan inside your computer usually stops everything from overheating and from burning your skin. However, when it begins to make noises you need to either clean it out or get it replaced. No one wants a hot laptop or computer at their desk.

Slow Internet

 

There will always be times that the internet in your house is slower than usual, and there is often a simple explanation for it all. If you have a family and you all have your own devices, you are all trying to access the WiFi at the same time and this can slow down everyone’s devices. You could also have too much cache built up on the computer which needs to be cleared. Clear cache and cookies to free up space on the browser and this should make your internet move quickly.

In Summary

If you educate yourself about common computer issues and their solutions you will save yourself time, increase productivity and potentially save yourself money on repair bills.

Analytics Plugin created by Web Hosting

All original content on these pages is fingerprinted and certified by Digiprove