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5 Steps To a Paperless Home Office

by Tam

You can also read this article in German, Spanish, French, Indonesian, Italian and Portuguese.

Your workplace is at the dining room table? But you still want to give paperless a try? Here’s an easy guide outlining how to go paperless at home.

You’ve probably heard of large companies going paperless. Maybe you’ve even read Smallpdf’s step-by-step guide on how to go paperless in the office. But it’s 2021 and a lot of us office workers are currently stuck working from home. So we decided to compile an additional guide to a paperless home office.

(1) Ensure That Your Paperless Home Office Meets Regulatory Compliance

Just as it is at any office, it’s crucial you check whether some documents in your home office must necessarily be stored as physical documents and if so, for how long.

Don’t forget that special rules may apply to signed documents such as contracts. Depending on the type of contract, you may be required by law to not only keep the hard copy but to sign that hard copy in ink. Where this isn’t necessary, digital signatures, which can easily be collected from multiple parties using a tool such as Smallpdf’s eSign, are a fantastic alterative.

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Depending on the type of contract, you may be required by law to not only keep the hard copy but to sign that hard copy in ink.

(2) Choose Your Paperless Home Office Software Wisely

If you’re going to work in a paperless home office, you’ll need to find the right paperless home office software for your needs. Ideally, the solution you choose should be affordable, as you may need to pay for it out of pocket. It should also offer plenty of cloud storage, keeping your work devices clutter-free and fast. And speaking of devices, device-agnostic paperless home office software is best, as you’ll want to be able to work on any device with an internet connection, in any room of the house.

With Smallpdf, you’ll get all of the above—and more. Not only will you be able to do virtually anything document-related you can think of for a reasonable price, online, using a single login for your smartphone, phablet, tablet, notebook, and desktop computer. You’ll also be able to digitize physical documents with our mobile app and to take your work offline with our desktop app.

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Device-agnostic paperless home office software is best.

(3) Make the Switch To Paperless Billing

Paperless billing is easy to implement and comes with many perks. When you send out paperless invoices, e.g., via Smallpdf’s Share Document tool, you’re saving money: on paper, on ink, and on stamps. And when you receive digital bills, you’ll be less likely to incur late fees, because digital bills can’t be laid on the coffee table and then buried under a stack of magazines. Instead, you’ll be notified that there’s a bill waiting to be paid—all you have to do is log in to your e-banking account and pay it. Another advantage of paperless billing is that digital invoices are far easier to file away in such a way that you’ll be able to find and access them again quickly if needed.

Did you know that you can switch to paperless billing even if others still insist on sending you a physical piece of paper? With just a few clicks, the scanner on your Smallpdf Mobile App will digitize those invoices, so you can shred the hard copy.

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When you send out paperless invoices, you’re saving money: on paper, on ink, and on stamps.

(4) Embrace Fully Virtual Meetings

Since you’re already working from home, chances are meetings with your team, business partners, clients, and others will be online, e.g., on Zoom, Microsoft Teams, or Google Hangouts. So why not get into the habit of using online tools to prepare for meetings, collaborate during meetings, and take and sign the minutes, too? Apropos, you can use Smallpdf’s eSign tool to send your paperless meeting record to anyone who should sign it, in the specific order they should sign it.

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Collaborate paperlessly during virtual meetings with the help of online tools.

(5) Introduce Paperless Note-Taking

Goodbye post-its, notepads, to-do lists, and memos stuck to the fridge with magnets. Hello searchable, sharable, money-and-space-saving digital documents! If you’ve decided on a paperless home office software, you may have already thought of eradicating all paper notes as well—not just official work documents such as invoices. Way to go! Unlike sticky notes, digital notes can be synced to calendar reminders and other alerts so you don’t forget to look at them. Also, they won’t ever disappear under a pile of old magazines, only to resurface when it’s too late.

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Digital notes won’t ever disappear under a pile of old magazines.

So there you have it. Five easy steps to your very own paperless home office. For more paperless office ideas, paperless office tips, and more, check out our other articles on the paperless workplace.

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Tam
Sr. Content Manager