You’ve decided your paper-based workflow is causing your business too much pain. It’s creating a storage burden, draining productivity, putting your records at risk – or all of the above. In step one of your path to reducing your office’s dependence on paper, you took stock of your problem and defined your goals. Now, it’s time to actually get that plan in action.

• Start scanning. If you’ve chosen to scan all or some of your existing paper records into a document management system, assign certain staffers to the task and set an end date. Make sure you’re not taking time away from other essential business processes (the goal is to increase efficiency, not reduce it), while making a light at the end of the tunnel in the form of a clearcut “less-paper” date.
• Decide how the system will work for you. Whether you have one person or 10 accessing your business’ online document storage system, you’ll need to take a look at how your workflow might be affected. Model your new workflow on what already works. Many document management systems allow you to set up “filing cabinets” that mirror the physical filing system most professionals are used to. More robust packages can give you multiple filing cabinets, perhaps one for each department in your business, so that the flow of electronic “paper” mimics the real-world routing of files and charts. However you decide to implement an online document workflow in your business, remember that there are no rights or wrongs – only what works for you.
• Plan for training. A good document management system will offer comprehensive training for any and all people in your office. Make sure the appropriate staffers are trained on the system and understand how and when to use it. This will ensure things move as swiftly and smoothly as possible going forward.

So you have a plan, know your goals, and have gotten started. Next, we’ll look at what to do once your plan is in full swing.