Paperless Office Proposal: College Reading and Writing Skills

This essay presents a comprehensive proposal for organizations aiming to transition to a paperless environment. It explores various aspects of digital transformation, highlighting the benefits of reducing paper consumption and embracing modern technologies. The essay discusses the evolution of communication tools, emphasizing the importance of email, live chats, and video conferencing. It then delves into inventory management systems, data management systems, information management systems, and customer relationship management (CRM) systems. The author emphasizes the advantages of digital data storage, the ability to analyze market trends, and the improvement of customer interactions through CRM. The conclusion underscores the cost-saving potential of a paperless office, the reduction of human error, and the enhanced accessibility and security of digital data. The essay also acknowledges the need for employee training and the overall positive impact on organizational growth and efficiency. References to relevant research support the arguments presented, solidifying the proposal's practical and strategic value for businesses seeking to modernize their operations.

Running Head: A NEW PROPOSAL FOR ORGANIZATIONS
A NEW PROPOSAL FOR ORGANIZATIONS
Name of the Student
Name of the University
Author Note

1A NEW PROPOSAL FOR ORGANIZATIONS

2A NEW PROPOSAL FOR ORGANIZATIONS
Introduction
For the past couple of decades most workplaces have seen very little improvement in
storage of documents, papers, and letters and so on effectively. Studies have shown that US
businesses use twenty one million tons in paper every year. People have been very vocal on
this issue of paper consumption for some time now. Hence, the following essay will look
over the different ways in which the companies can go paperless using modern day
technologies. The environmental aspect of turning paperless is also essential especially
looking at the way deforestation and climatic conditions have resulted into alarming
environmental situations. Technological advancement and such improvisation poses severe
challenges in the aspect of investment by the company besides the cost on training as well as
equipment.
Discussion
Supplier, Employee and Consumer communication.
Email is the most crucial tool of communication for the past couple of decades
between individuals and among groups, as well. It is inexpensive and simple to use. Over the
years, these forms of communication have evolved into live chats, video conference systems
and voice over IP (Internet Protocol), facilitated by modern technologies such as smartphones
and iPads (King & Toland, 2014). Use of this form of communication may exist in between
supplier-employee, employee-employee and an employee-consumer.
Inventory management systems
Every company has to maintain a stock to keep up with our day-to-day demands
without over investing on unnecessary items. An inventory management system keeps track
of all the items in stock, while also ordering items when stock fall below a set threshold. A
point of sale system, used along with the inventory system that will update the inventory each

3A NEW PROPOSAL FOR ORGANIZATIONS
time an item is ordered. It helps in storing the records and checking the improvement or
degradation in the stock, curtail to those reasons and take necessary actions through
implementation of certain policies.
Data management system
Most companies, nowadays, are shifting into digital storage of data that can be
accessed from anywhere in the world. This data is stored in a company server, making
storage of large amount of data very economical. Also, use of software like Business Process
Management (BPM) help to scrutinize business and regulate it efficiently in a composite
system. The data pool helps to study analyze the market, consumer and rival behaviors. This
helps to develop products or innovations based on customer preferences and market behavior.
Information management systems
Modern companies use a variety of information gathered over the years to strategize
and plan future sales, expenses and productivity. Use of this information, maximizes profit,
minimizes cost and saves time. Information helps improve companies as well. Managers can
track sale in real time and can react immediately to low sale numbers and boost employee
productivity and lower costs without loss of ideas and innovation concepts (Simard, Levin &
Prately, 2014).
Customer relationship management system
Customer relationship management (CRM) systems keeps track of all employee
customer interaction to make the communication more simple and interactive. CRM can be
used to aid customers when they require assistance on a product. The customer support
representative can then have access to all the product information, shipping details, user
manual of the product and can then assist the user on their requirement. These session are
recorded and can be reviewed at any time in times of customer disputes or quality assurance.

4A NEW PROPOSAL FOR ORGANIZATIONS
Conclusion
It’s is very evident that going paperless or digital is the one way forward for any
company. This way companies can reduced costs on resources and this money can then be
redistributed among the employees, improve workplace condition, and invest further into the
company. Moreover, since computer will automate everything and vast reduction of human
error. Digital information is also easier to access from anywhere in the world hence
individuals can operate from anywhere in the world. Data can be accessed real time to solve
discrepancies. Moreover, security of data enhances when they are stored in offsite servers and
storage devices. Paper reports do not address company growth as effective as Digital
dashboards. Creation of a well-structured and cohesive office environment reflects through
such attempts (Alenazi et al., 2014). They also bridge the gap between data and valuable
insights that are crucial for the company’s future. The ability to use such devices or software
needs proper training and education among employees, which shall add to the benefit of the
company in the future. This will also help the individual to grow and adapt based on modern
requirements of technology in every sphere. Wear and tear or damage of paper documents are
certain. However, this threat, completely abolished in the use of technology helps in the
proper growth of an organization that is well monitored and away from frequent threats of
loss and destruction.

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References
Alenazi, S. R. A., Shittu, A. J. K., Al-Matari, E. M., & Alanzi, A. R. A. (2014). Paperless
office management: a feasibility analysis for Saudi Arabia government offices: case
study in Ministry of Labor. Journal of Management Research, 6(3), 186.
CDIA, A. S. (2013). Pursuing the possibility of a paperless office. Information Management,
47(5), 44.
Hill, J. N. (2015). The paperless movement.
King, K., & Toland, J. (2014). iPads and the paperless office: the impact of tablet devices on
paper consumption in higher education. Journal of Applied Computing and
Information Technology, 18(1), 1-12.
Orantes-Jimenez, S. D., Zavala-Galindo, A., & Vazquez-Alvarez, G. (2015). Paperless
Office: a new proposal for organizations. Systemics, Cybernetics and Informatics,
13(3), 47-55.
Simard, P. Y., Levin, L. C., & Prately, C. H. (2014). U.S. Patent No. 8,676,806. Washington,
DC: U.S. Patent and Trademark Office.