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For most businesses, the complete elimination of paper isn’t really a feasible option; but that doesn’t mean that they can’t still participate in “go paperless” initiatives. Even small steps can help. A small reduction in paper usage can cut costs significantly and make important daily tasks more efficient! Whether you work for a startup or a well-established company, reducing paper always has its benefits. Plus, PDFs can be your best friend, since many tools that aredesigned to assist in going paperless involve the use and management of PDF files. Why use PDFs? PDF is a file format that can be used without the need of a particular operating system or even hardware or software. Everything that is required for displaying the content of the PDF is embedded within the format including the fonts, texts, and the graphics. As a result, PDF is considered to be an almost exact digital representation of a paper document. So, for documents where the layout is important, PDF is the ideal choice. Plus, it eliminates the use of hard copies! Generally, almost all computing devices including tablets and smartphones can display PDFs, and they will look the same regardless of the platform you use for viewing them. Apart from their portability, using PDFs is also a good idea for the following reasons: · Quick access By converting the documents to PDFs, you can quickly get access to the information. Websites and web pages can also be converted to PDFs so that you can, later, go back and have a look at them. · Security Converting Microsoft Word documents into PDFs ensures that the document cannot be copied, altered, or even printed without using a special PDF editing tool. Thus, you can give others access to your work without losing control of your documents. Benefits of printing to PDF When going paperless, printing to PDF can provide the following benefits. 1. Document formatting is maintained PDFs enhance the efficiency and professional image of the company. With documents such as invoices and receipts converted into PDFs, it is easier to sort, file, and organize the files, plus their formatting is properly maintained. A big issue when sharing Word documents is that the formatting can change when being transferred between devices. This can make you look unprofessional to your colleagues. By printing a document to PDF before sending, you can be sure the document will look exactly the way you intended. 2. Client communication is made easier Communicate sales and offers to your customers without paying for printing and postage costs. Since many people now have smart devices, it is easier to send out PDFs so that the customers can access it immediately. As a result, efficiency is increased while storage costs and paper copies decrease. PDF files can be easily retrieved on the go too, and can be shared via email or over a network with coworkers, clients, etc., reducing the hassle of carrying a pile of papers with you. Plus, the transport of data is more efficient, and no document couriers or fax machines are involved when you simply print to PDF. 3. File size is more compact A huge advantage of the PDF file format is that you can compress high-quality files to a relatively small file size easily and without losing quality. That’s ideal for sending documents to clients because the file size won’t be too big to send over email, and PDF files don’t take up a ton of space on your hard drive. Next time you are sending that long presentation to a client or colleague, make sure to print to PDF! 4. Security and privacy are improved When it comes to security, the only way to protect sensitive data on a hard copy sheet of paper is to lock it inside a filing cabinet or throw it in the paper shredder. PDFs on the other hand, can be easily encrypted with a password so that no one else can make changes to it. You can also redact certain information that you don’t want visible to everyone receiving the document. Have any other reasons why it’s beneficial to print documents to PDF? Let us know in the comments below!
Going green can save money, the environment, and ultimately employee productivity. An average tree produces roughly 16 reams of paper, or 8,000 sheets. That’s almost as much as the average office worker will consume annually. Depending on the size of your business and number of office-based employees, your company could be consuming hundreds, if not thousands, of trees each year. According to Record Nationals, the US alone uses nearly 68 million trees each year to sustain it’s growing paper consumption. In fact, Americans account for one-third of paper usage, despite holding only 5% of the world's population. This is a serious environmental and financial concern. Going paperless can be extremely beneficial to any large or small business. First of all, there are cost savings. Paper costs money, and printer ink costs more. As your business grows, you will have to manage larger volumes of documentation. Converting your files over to digital will not only cut supply costs, but also save the storage space required to file a large amount of paperwork. It is easier, and significantly cheaper, to manage and store digital files on a secure, reliable server. The money saved from going paperless can be reinvested into the company and into a better working environment for your employees. Another major benefit to going paperless is that it causes a boost in productivity. Digitizing your documents makes information more accessible and easier to find. When employees are less busy sifting through drawers of paperwork they can spend more time doing more valuable work. The efficiency gained by going paperless can be a great morale booster. After all, no one enjoys trudging through paperwork. Performing administrative tasks with PDFs and digital formats makes things easier and allows your business to function more smoothly. Recruiting the next generation of talent means looking to the future, and the future of business is digital. When employees have access to resources online, it gives them the flexibility to be more mobile. There are many benefits to working remotely. A paperless office gives employees the option to work from home or on the go. Employees who are given the option to do some of their work away from the office report a better work-life balance. The resulting reduction in commute times, sleep deprivation, and stress levels creates happier and healthier employees who are able to perform better at work. When employees are less weighed down with tedious, paper-pushing tasks, they can spend more time doing fulfilling work, such as brainstorming and creative tasks that help them come up with innovative ideas. Countless studies show that increased employee morale leads to greater production and ultimately a more competitive business. When people believe their work is meaningful, they are automatically motivated to complete more tasks. Creating a work environment that is sustainable, efficient, and modern is important to worker satisfaction, and going paperless is a fantastic way to do that. At the end of the day, it’s the employees that make the company. Giving them the tools they need to work more efficiently and be a part of a sustainable, modern work environment will boost morale, cut costs, and lead to better productivity. Learn how PDFelement can help you go paperless and enrich your business! Whether you want to digitally edit PDF files, convert scanned files to PDF, or fill out and sign forms electronically, PDFelement has all the tools you need to take the paper out of paperwork.