As we move further into an online world, it’s in your best interest to reduce the overload of paper files from your office.
Although the benefits of doing so are plentiful, any mistakes during the transition can have detrimental consequences for your accountancy firm.
To help you with the move, we’ve highlighted some common mistakes made when accountants go paperless.
Traditionalists may not like the reliance business now has on technology, but it’s imperative you stay in tune with the ever-changing environment. Tackle the challenge head on and begin planning the digital overhaul as soon as possible.
Too Much Too Soon
You don’t have to eradicate every paper trail in your office space immediately. Start by going through old files and getting rid of sheets you really don’t need. For everything you do, scan pages and convert them into digital documents for future use.
With a less cluttered office to work out of, it can be tempting to fill up the newly created space with more documents. Stay focussed on the digital move and maintain the paperless approach from here on in.
With the majority of your files now on computer, a system crash can be disastrous. Manually save work on a regular basis or use software with an automatic back-up feature. For enhanced protection, a cloud-based accountancy program negates the worry of lost data completely.
Local Document Storage
As an accountancy firm, you’ll probably have to deal with incoming files on an ongoing basis. It may not be possible to save them all onto your local PC network. An online storage service not only provides back-up but also increased accessibility and easier file-sharing.
Lack of Training
Make sure staff are clued-up to the paperless move by conducting digital software training sessions. Also, stay up to speed on the various accountancy mobile apps, which are fantastic tools to utilise when on the move.
Although going paperless should be a gradual process, one simple step is to change how your online bank statements are received. As an accountancy firm, this move can stop a lot of unnecessary paperwork coming through your door.
Some companies try and make the paperless move without incurring too many additional costs. Although the process won’t break the bank, it’s still recommended to make investments in high-quality office scanners and paper shredders.
The paperless transition doesn’t necessarily mean a complete war on paper and of course, jotting things down or making quick calculations on a notepad will still come in useful. However, it’s best to adapt to the digital world we’re in as early as possible, especially with the government’s ‘Making Tax Digital’ plans set for completion by 2020.
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