Paperless offices are a trend for businesses today, changing the status quo on how and how workspaces are operated. Through this article, let's go together NLT Group solving challenges in operating traditional workspaces and finding new paths in applying technology to operate businesses in a breakthrough way!
Looking back at the way traditional workspaces operate
The traditional workspace is a familiar, unique model with ownership and management functions belonging to only one business. With the way this type of work is operated, it will be a problem for large-scale businesses as it takes time to manage and monitor, and employee performance is not high.
Traditional offices have major disadvantages: many procedures, paperwork, and work processes are often delayed
Traditional workspaces have seen a change in the way they operate in recent years. With the development of technology and changes in people's working styles, many businesses and organizations have begun to transition to a new working model: Paperless office.
Businesses are increasingly shifting their focus to improving production efficiency by creating more flexible and customizable work environments for employees, using tools and software to enhance flexibility. and work efficiency.
Disadvantages of operating a traditional workspace
Information overload, paper documents, difficult to store
The operation and management of documents, records, and papers according to traditional management methods has many limitations:
- Technical equipment for storage processing is still manual, taking a lot of time in document management.
- Incoming and outgoing official dispatches are mainly stored on paper records according to a common form.
- After being processed, documents are often classified and arranged according to files on shelves in the warehouse for searching purposes. The document search process is slow and not optimal in management.
The process of approving documents and official dispatches also has to go through many stages, is repetitive and is done manually, so it takes a lot of time, affecting the performance and processing time of documents. This problem causes delays or overlaps that affect work efficiency.
It takes a lot of time, effort and money
All jobs are stored on paper, from recorded information to dispatches, documents and documents... so businesses will have to bear a large amount of costs. Besides, desk workers can waste about half an hour searching for documents stored in cabinets and spend an hour repeating tasks that colleagues are doing.
Low work efficiency, affecting the environment
Traditional office management with lots of paperwork not only affects the change and development of businesses, but also indirectly affects the environment when having to use large amounts of paper, leading to the cutting down of many trees. to make paper.
What difficulties are and will businesses encounter when operating traditional workspaces?
Managing and operating a traditional workspace can face some difficulties such as:
- Limited flexibility: Traditional work environments can limit employees' flexibility and freedom, eliminating the ability for them to work remotely or in a flexible work environment.
- Unable to take advantage of modern technology: In the traditional work environment, there is not full utilization of modern Digital Office technology such as: process management software, project management, etc., causing limited employee performance and productivity. .
- Difficulty in changing: Because the traditional working environment is strict and fixed in nature, changes in this environment can encounter some difficulties such as: Difficulty in changing company culture, difficulty in changing procedures. work process, difficulty in updating new technology, difficulty in training and converting employees...
NLT Group creates a "paperless office" to limit paper documents and improve work efficiency
The "office revolution" exploded with the development of information technology and the rise of socio-economics. The paperless office model has proven its outstanding advantages when overcoming many limitations and inadequacies of traditional offices.
The key for businesses to transform lies first of all in building modern, professional offices. The design and location allocation stages must be properly arranged so that departments can easily interact and coordinate work while ensuring a safe level of information security.
In particular, the previous discrete process of assigning jobs and propagating policies and guidelines will be replaced by a synchronous technology management platform to thoroughly resolve time, geographical, and travel cost limitations. transfer... This means that all information exchange operations, workflow transitions, data storage, report compilation... all take place on the model. Cloud. From there, businesses can cut costs of maintaining communications offices, reduce waiting time for approval to improve productivity and overall operational efficiency.
NLT Group creates a "paperless office" using NLT Cloud to optimize information data and improve work efficiency.
Currently, businesses of all sizes and industries can start setting up a paperless office with the solution Digital office of NLT Group. This is a solution to support businesses in building a streamlined, functionally diverse digital working environment for leaders, managers and employees to optimize performance and work flexibly anytime, anywhere. Experience intelligence and receive digital transformation consulting solutions with NLT Group, contact us today to receive unexpected offers!