Paperless Office
Date: May 13, 2017
Name: Paperless Office
Presenter: Tony Tsao
Many entrepreneurs are leaning towards paperless concept to create productivity; moreover, they believe paperless is the future direction for businesses. The Chartered Professional Accountants of British Columbia (CPABC) Richmond Chapter invites Tony Tsao, Director of Purplo Consulting Inc., to discuss the best practice of implementing paperless operation. In this presentation, entrepreneurs will learn the strategies to build paperless. Tony Tsao will share his experience to help entrepreneurs develop paperless framework for their businesses and reduce costs in operation workflow.
Tony Tsao is the Director of Purplo Consulting Inc. He helps many entrepreneurs to integrate their business with modern technology. He also helps them to see the benefit of leveraging technology into their businesses. Tony Tsao is a Certified Management Accountant. He volunteers in Junior Achievement of Canada as a Class Leader, and he is a Board Director for Taiwan Chamber of Commerce in BC. Moreover, his passion in technology has inspired many young entrepreneurs in technology sector.
Tony Tsao believes paperless office is the next shift in any business industries. The concept of paperless office consists of 3 major factors: people, infrastructure, and process. People is considered to be the most important factor. People focuses on culture and change. It can be difficult to explain change, especially there is resistance from people. The infrastructure in the digital world is evolving. Many operating functions are now processed through computers. Consumers usually are the first to test bug when new technology is released. When the new technology is matured, it will sell to big corporation as premium package. Many entrepreneurs tend to forget about process. Technology is no longer acceptable to only store or archive. Instead, entrepreneurs look for automation. Software is what entrepreneurs are demanding in today’s digital world.
Paperless is important because it can save money, offer better client service and work anywhere. Cost of storage and staffing can be reduced. There will be more customer customization when entrepreneurs adopt the paperless concept. Furthermore, entrepreneurs are able to rely on remote access information for digital records through internet connection.
“A happy client is a repeat client”
The cost of implementing paperless system software depends on the size of the organization. However, if the culture is not compatible, the paperless system will reduce the productivity. The risk of employee dissatisfaction comes from no involvement of decision making from employees, no buy-ins, and no guideline in place. Therefore, it is rare to see entrepreneurs go complete paperless.
Tsao emphasizes paperless is a culture. Entrepreneurs need to identify if there is any tension when paperless concept is introduced. It is not for everyone. Many entrepreneurs will implement only a portion of their operation into paperless. There will be a hurtle and it is up to entrepreneurs and their teams to overcome it.
Tsao shares the 3 levels of paperless: digital office, paperless office, and paperless office with workflow. Digital office uses technology tools, but the final product is still paper. Paperless office will include digital copy of the final output. Lastly, the paperless office with workflow will have alert, automation, triggers and communications.
There are 4 steps go paperless.
- Planning
- Tool selection
- Implement
- Review
Tsao shares the planning step is the key to success because it builds the foundation of mindset, workflow, and file structure. It allows entrepreneurs to understand their current situation. They need executive sponsor, empower paperless champions, define key roles, and get buy-ins. Workflow helps entrepreneurs to see the importance of document management, alerts and automation. Tsao recommends entrepreneurs to use diagrams or flowcharts to illustrate workflow. It helps entrepreneurs to think about the flow of document and engagements. For entrepreneurs, Tsao suggests them to use Salesforce, Podio, or MyDocSafe to help their workflow.
Tsao illustrates the diagram of Points of Entry. When client data flows into the paperless system, it leads to document intake and outflow. The usage of the document will store in the engagement. Once it is complete, it will deliver the information out of the paperless system. Tsao wants entrepreneurs to carefully structure how the files organized. This includes the types of files, access, and conversion date.
“If human do the process, you will get human error, so let the system do the work”
The second step is tool selection. Entrepreneurs needs to select the right tools for software, hardware, training and IT support. Software includes productivity, document, workflow management and communication. Hardware includes scanner, server and network. It is suggested to hire training provider and IT professional for support.
The third step is implementation. Based on experience, Tsao estimates the implementation will take around 1 year. It usually takes 4 months to scan old files. Tsao recommends entrepreneurs to do pilot test on one department first then expand. Remember to work with paperless champions and provide enough training.
The last step is review. The is the stage where entrepreneurs need to listen to users for feedback. Feedbacks identify issues and it helps entrepreneurs to reiterate the current process. It is important to document any changes.
“Whether going to paperless is still personal choice”
Paperless system can be overwhelming for entrepreneurs. Overcome the change resistance from the team can be challenging. Fear is valid, and people will resist. They think change is bad news. At first, people experience blissful ignorance. It leads to informal anguish. When they adapt the system, they will come to term. Lastly, they will have realistic support.
Tsao suggests some useful software and hardware for entrepreneurs. For scanner, Fujitsu ScanSnap iX500 is a great investment. It is wireless and has the OCR option; however, it has TWAIN issue. For server, it is suggested to invest from Tier 1 manufacture companies. It lasts longer and has less compatibility issues. For software, Adobe Acrobat DC can be expensive. Therefore, it is suggested to use it only if it is required from contracts. The alternative for Adobe Acrobat DC is Foxit Reader. It has the main feature of Adobe Acrobat DC on free version. For practice management tool, entrepreneurs can try OfficeTools Workspace for CRM and Document. This tool can help entrepreneurs manage folders and analyze how long users access the file. It also has customer portal. Vohcom Page is another great software for file storage. It is simple and it can import/export outlook emails. E-Courier is a great secured way to deliver files online. Doc.It is great for document management. It uses OCR searchable feature, and it manages file structure. Podio is a great for workflow structure. It is cheaper, and it has customized option.
Backup is important. Tsao believes every industry must has a system for backup files. Anti-virus is mandatory. Many anti-virus programs provide centralized dashboard for monitoring. TPS software helps entrepreneurs track time. Tsao recommends entrepreneurs to get 2 monitors. For paperless, many entrepreneurs will go for 3 monitors. They also can get Google Chromecast for presentation purpose. Entrepreneurs can download TWOmonUSB app to covert iPad into monitor. It is important to purchase software with training component. It is suggested to get IT team because outsource is better than over burden someone in the company with technology issues.
There are other concerns entrepreneurs have for paperless system. The security of using email or cloud is a concern. The automation for proper backup is another concern. Network configuration manual is needed. Where is the IT resources? Outside assistance? Or maybe in-house system?
Many entrepreneurs make the mistake of try to tackle all at once, especially scanning. They need to have a plan first. They need document process. They need to think about digital file organization. They need IT infrastructure, and they need proper training.
“Why aren’t you going paperless? It is totally viable”
