Paperless office is defined as a work environment where use of paper is either completely eliminated or greatly reduced. Working in the Pharma, millions of stories have been told of how it used to be back in the day. Most of the submissions were done via paper and it was a task that many people hated dreaded. Fast forward years later and practically all submissions are now done electronically. There are only a number of submissions that are still paper. Comparing ‘back then’ to now within the company, there has been almost 80% elimination of paper submissions.
Paperless office is really the latest crazy in the corporate world. We are trying to be environmentally friendly but what are some of the pros and cons of a paperless office. I have been working in pharma for just under five years now and I have seen the changes happening in companies with regards to going paperless.
One of the changes is the use of electronic databases or platforms within the pharma industry tailored to support the company business needs. An example, previously pharma companies captured clinical trial data on paper, now everything can be captured electronically. IDBS is a company that is offering R&D companies the option to have Electronic Laboratory Notebooks (ELN) a one stop shop for data management. The need to have a paperless office has brought about developments of a multitude of softwares that are adaptive dependent on company needs. That is all well and good but one still has to think about the pros and cons of a paperless office.
PROS and CONS of Paperless Office
As with everything in life, there are always Pros and Cons, regardless of whether it is an improvement or not. I have decided to list what I consider to be the pros and cons of a paperless office and share some of my experiences.
PROS
- Save Money – I think every company in the current economy is thinking of ways to save money, paper included. Naturally if you use less paper, you spend less money on buying paper.
- Being environmentally friendly – using less paper we are saving a tree from being cut down. We are encouraging forestation.
- Save Space – Working in an office, you always need somewhere to store the paper for printing. Using less paper creates more room for other equipments.
- Remote access – If all documents are electronic, they can be accessed anywhere in the world. Utilising the advancements in technology, documents can be saved on a cloud and be accessible.
CONS
- Software updates can be very expensive. Added expense when there is no internal IT support.
- Train new staff or users. overtime you change softwares, the staff will need to be re-trained.
- Regular back-ups are necessary in case of a file corruption, hacking or computer viruses.
- Human error is a big factor because information is only as good as the information added.
- Finally privacy becomes an issue because everything electronic is potentially hackable.
I am all for a paperless office because it allows me to work from anywhere in the world and not be restricted to one location. But I still have to think about all the potential privacy issues that technology brings about.
A paperless office is more efficient but one can argue as mentioned above, it is only as good as the training given. Human error is a huge factor but the right training can reduced the risk.
What are your thoughts on a paperless office?
*Collaborative Post*
Becca @ Amuse Your Bouche says
I love the environmental benefits of a paperless office – and it’s so much easier to make copies and share things with other people when everything is digital.
Anosa says
Absolutely everything digital has great enviromental benefits
Life Unexpected says
I love that paperless means you can work anywhere. But sometimes things do go wrong with technology and you need paper. I couldn’t live without notebooks and lists though. There is something about writing with a pen I can’t ever leave behind.
Anosa says
I know the feeling, I can not give up my notebook not yet anyway
Melanie Edjourian says
I barely use much paper at the moment so I am almost paper free!!!!! 😉
Anosa says
Almost I think is all we can do at the moment
Mandi says
Most of our office work is paper free, but many of our clients still require the option of printed brochures, so this is going to take a while to switch over entirely!
Anosa says
I can certainly imagine, I still like a good brochure now and again
Shannon Ritchie says
I could see certain offices being paper free! For my blog I only have a small notebook so I could go paper-less!
Anosa says
Yes I can too, for my blog I will always need a notebook
Beautyqueenuk says
I have a semi paper-less office. Only important forms which are required by law are kept on file.
Anosa says
That’s a good idea to only keep important documents.
Hungry_Healthy_Happy says
Being a full-time blogger, I hardly use any paper. I do have a notebook to stay organised, but that’s it.
Anosa says
I think most of us are also 90% paperless but there are a few things that we prefer to stay be paper.
dee says
My job has been trying to become paperless for a long time. We have had some functions go paperless, but we really can’t seem to get away from using paper.
Anosa says
I think there are some things that we will always rely on paper for.
blm03 says
So many good points! My husbands company is trying to go paperless and I love it. It has allowed him to work from home more but some things still do need to be paper unfortunately.
Anosa says
I think some things will always be paper
Charli B says
I am quite paperless in most of my work but I do love a good bit of stationary for personal use, as writing actually is therapeutic for me. I do hate how easily hackable everything is when we are online or when the systems go down when being paperless and it means no work can be done at all, then puts you way behind but like you say it has it’s pros and cons xx
Anosa says
I can definitely empathise, paperless office great for efficiency but vulnerable to hacking and system failure
Laura says
I like to go paperless where possible purely to cut down on the amount of clutter and stuff in my home and office! xxx
Anosa says
That’s true, I need to cut down big time at home
Gym Bunny Mummy says
I work 99% paperless, it makes everything so much easier to electronic files & spreadsheets. However, I could never give up paper diary, I need that physical paper in my life
Anosa says
Hahaha I think we all do
Sarahjane says
I wouldn’t say our entire office is paperless but a lot of our work is submitted online. We do have a lot of recycling bins including desk top paper bins to make us think about how much we are printing which is good!
Anosa says
We have the same in my office
Baby Isabella says
We think a paperless office environment is a good thing, however my mummy’s a graphic designer so will never be truly paperless as she loves the medium too much xx
Anosa says
That is true, with graphic design paper can only be a good thing
beautybymissl says
Great post! I try to keep my work paperless, however, there are a couple of things that I do prefer on an actual paper.
Anosa says
Thanks and so true, I am the same
Hannah Heartss ❄️⛄️ says
I work 98% paperless and I do quite like it but it is scary how easy it is to be hacked now
Anosa says
Tell me about it, the thought does cross my mind daily
Kara says
I am pretty much paperless these days although I do have a calendar I write on and a diary
Anosa says
I think most of us will still keep one or two items paperless or not
Jemma @listoflovelythings says
Oh but I am such a stationery addict, don’t think I could stick to this!
Anosa says
Hahaha you can always have some cute stationery somewhere
Clairejustineo says
Great tips. I can see the benefits in both sides. More and more I use the computer but I love to write too 🙂
Anosa says
I think more and more of us are moving towards computers but still prefer somethings the old school way which I think is great
Elizabeth says
A thought provoking post, this. I suppose in this day and age it is a lot easier to get rid of paper entirely, but I’m still a bit old school in that I like a tangible document. Computers break down and data gets lost (I know, it frequently happens to me!).
Anosa says
For me paperless is a great idea but I still prefer somethings on paper and also having a paper back-up system for essential things is important
Laura - dear bear and beany says
My last job was mainly a paperless office, on the whole I would say it was good. There were a few frustrating times.
Anosa says
I can imagine, the times when the system is slow os crashes or someone did do the correct job. I feel those too currently
Chantal Bernard says
I could not work as efficiantly in a paperless office. I think there are prons and cons to both but we all have our preferences and don’t like to be told it is one way or the other.
Anosa says
That is so true, we all have our ways and preference.
Jenn says
I wish my husband would go paperless, but he still loves writing checks. lol
Anosa says
For real? I have not seen a check (except electronic ones) in such a long time
CourtneyLynne Storms says
Ahhhh I love the ifea of going paperless, but yeah… I’m too old and set in my ways, I need my paper lol
Anosa says
Hahaha so is half the world lol
Jenn Padgett says
I love this idea. I would totally be on board, though I’m not sure about getting everyone else to feel the same.
Anosa says
Hahaha most of us are stuck in our old ways so it would be difficult at first
Rhian Westbury says
I think going paperless is such a good idea but there needs to be a backup when technology fails which somehow always seems to happen to me x
Anosa says
Absolutely, a backup system is necessary
Ali says
I think a paperless system is great – until the computers crash lol! But at least that gives me a day off!
Anosa says
Hahaha I like that a day off indeed
Ickle Pickle says
I would love paperless as I am useless at sorting it out and filing! I do love little notebooks though! Kaz x
Anosa says
I know the feeling
Nayna Kanabar says
I wish my work had a paperless system, we seem to have so much filing to do.
Anosa says
Maybe in the future they might do
Liz Mays says
I think these are some good points. It’s definitely cool that some businesses are becoming more eco-friendly. I think looking into digital security options would be a necessity though.
Anosa says
Yes so true, digital security is a necessity when runing a paperless office
Natasha Mairs says
I think it’s great to go paperless to help save the environment but I love writing my to-do lists down on paper and I’d also be lost without my notebooks
Anosa says
I know the feeling well because I am in the same situation
http://tiarastantrums.com says
I worked in finance and I will say that going paperless saved me so much time and effort in my work day. I was thrilled when could approve POs, travel arrangements etc all online versus doing it all through paperwork.
Anosa says
I can only imagine what a nightmare it must have been approving paper invoices
Anita Anderson says
I think going paperless is good. Less chaos of missing papers here or there. Only drawback is if the system is down you revert back to paper.
Anosa says
Exactly, either side of the coin had benefits but I guess is which is the lesser devil
Rachel Akers says
I love the idea of going paperless. I can see how it would help become more organized and really cut down on all the clutter.
Anosa says
Definitely helps with the organisation and reduction in clutter
Heather D. says
I am not a fan of paper and filing, never was. But sometimes it is nice to have hard copies to refer to. I’m torn.
Anosa says
I know the feeling, at work I prefer to be totally paperless but in my home there are things I still want to be on paper
J-Man and MillerBug says
My office overall is mostly paperless unable to organize much better that way but there are some things that I do keep start away as a file.
Anosa says
I think they will always be a need for somethings to be filed hard copy
Pam says
Just like anything in the business world, there are both pros and cons to going paperless. I hate keeping track of papers, so I am all for a paperless office.
Anosa says
I know the feeling.
Brandy says
This is a great concept, I think with anything there are pros and cons. It’s all about determining what works best for yourself and your home office. For me, I am paperless a lot of the time when working from home.
Anosa says
That’s true determing what works for you is always the best way forward though environmental concerns should also be considered.
Christine Dodd says
I love the idea of going paperless at work but at home I very much like an old fashioned diary to jot my ideas down.
Anosa says
I don’t think I will be giving up my paper diary any time soon
Jess Powell says
I work for the local council and we supposedly went paperless a few years ago, but in practice paper is still dominant. I think it’s better for the environment, and easier to keep track of things – I just wouldn’t have space to store all those paper documents. The big downside for me is that I use my Blackberry Passport for work, but when meetings are webcast it looks like I’m fiddling with my phone when I’m actually just reading the agenda! 🙂
Anosa says
Hahaha I know the feeling, I do the day ‘using iPhone to view agenda’
stressymummy says
I think as time goes on, we will live in a completely paperless world which has to be a positive as it is more efficient and great for the environment. I must admit that I don’t miss the paperwork that we had as all that sorting and filing was such a waste of time
Anosa says
Tell me about it, one of h early jobs was filling and Lord help me never again
Joanna says
I’ve been thinking of going paperless with our home documents as we just have no space for it all. I think its a goid idea but would need to make durecwe had back up copies.
Anosa says
Absolutely, you always have to back-up everything
Cathy Glynn says
We are supposed to be paperless at work now but find some staff still like paper versions of certain documents, it can be a logistical nightmare x
Anosa says
It can be, we are 80% paper less as some of us still like paper lol
Jenn @ EngineerMommy says
I love going paperless. It’s so much less clutter and easier to find documents. We try to use paperless statements from the utility companies as much as possible.
Anosa says
I am 90% paperless at home, everything is electronic except for my payslip
Robin Rue says
I’m old fashioned so I am not completely on board with the paperless thing, but about 60% of my stuff is paperless at this point. Better than nothing 🙂
Anosa says
Definitely better than nothing. There are certain things I prefer in paper and others online
Helen @ Fuss Free Flavours says
I keep my main to do and project list electronically, but I do like a paper daily task list’ I to reuse the back of any paper I am sent so feel fairly green about it.
Anosa says
That’s neat Helen, most of us don’t think about it just use and dump
Lyndsey O'Halloran says
I can definitely see the appeal! I do like a good, proper notebook too though.
Anosa says
That I won’t be giving up anytime soon
Little Steps says
I love the idea, especially since as you mentioned it’s environment friendly and you don’t have to worry about storage. However, I’m too paranoid and worry a lot about privacy. x
Anosa says
I love it too but worry about privacy as these days anything online had potential to be hacked
LaaLaa says
I think it’s a positive but yes people need to remember to do regular backups – something I need to do today!
Anosa says
Absolutely, that’s where the human error factor can also come in.
Stella Kashmoney says
I am all for paperless office too. So convenient. No trash anywhere.
Anosa says
Less paper wastage less trees cut down for paper
rjpmontoya says
For me the paperless office are more convenient these days where technology is always a thing 🙂
Anosa says
Absolutely hence why many companies are working towards becoming paperless or as close to that as possible