Why Small Businesses Still Need Paper In A Digital World

I recently published an article on Xerox about the increase in paper use in our supposedly ‘paperless’ world.  Experts predicted that we would move towards being totally paperless, but the reality is that in the past thirty years worldwide paper consumption has gone up by 50%. Why is this?  Read the full article here to find out.

One reason is that printed communications have proven to be just as effective as ever. Also, we have so much more information at our disposal today than we ever did and that simply translates into more to print.  So how do you deal with all this paper (which isn’t going away anytime soon!)?  Here are a couple of my tips from the article to help you better market your business and increase your office efficiency:

  • Have at least one color device. Color has been proven to deliver a far more powerful impact than black and white. Now that the cost of color printing has been drastically reduced, the difference in price is negligible. Not only is a full-color print job more compelling, charts and graphs are also easier to render in color.
  • Scan important documents. By taking advantage of your MFP’s scanning capability, you can have better control of your filing system. Group all documents from the same project in one file and scan them into one file on the server. As you begin to move file cabinets out of your office, you’ll free up space and make future office relocation easier.
  • Pay attention to printer features. When comparing models, take a printer’s pages per minute (ppm) into account. While the difference between 28 ppm and 35 ppm may seem unimportant, when printing large quantities, a few extra pages a minute add up quickly. Also, be sure duplex capabilities are included, as well as wireless printing and compatibility with your other devices.

For all my tips on how to better control your paper consumption, printing costs and increase your office efficiency, check out the full article on the Xerox website.

4 thoughts on “Why Small Businesses Still Need Paper In A Digital World

  1. W3 Consulting

    On your second point about “scan[ning] important documents,” I was once told by a long-time legal technology expert that your digital system (computer/file server) should house your *complete* file. That is, everything should be scanned. It doesn’t make sense in this day-and-age to print everything that’s digital for the physical file. So, the way to make a “whole” project is to scan everything that is paper into digital. Now, with remote login or VPN, you can access ALL your files from a logical central point. The paper file is useful, but irrelevant 95% (my own conjecture) of the time. And, there are even mail services that will receive your mail and immediately scan it all and you can decide on receiving only the important items in actual paper to your real office address (e.g., earthclassmail.com). That’s a truly paperless system, IMHO.

  2. Mélanie Attia

    Hi Ramon,

    It’s always a joy to be following your posts. 🙂 I do want to point out that I agree that the printed word will never disappear. Sometimes it is just
    easier to comprehend something on paper as opposed to a screen. However, I do
    want to point out that a small business can cut out the time intensive project
    of scanning important documents with e-signatures. The electronic chain is
    never broken with an e-signature solution such as e-SignLive.com the same
    technology used by the US Army, top US banks and insurance companies,
    government agencies and Fortune 500 companies. With our secure SaaS
    product, even the smallest business can claim the same benefits as the big
    guys. If any of your readers are interested in discussing the value of our
    ironclad, secure, and easy-to-use e-signature solution, email me: melanie@e-signlive.com.



Leave a Reply

Your email address will not be published. Required fields are marked *