Considering we conduct almost all of our personal transactions via digital devices, it seems peculiar to come to work and deal with so much paper. However, every day we meet with businesses that are facing this exact challenge. Not only are paper processes expensive for our patience, but for our pockets and productivity too.
The U.S. Environmental Protection Agency reports that even these days, excessive paper consumption is an issue plaguing offices around the world:
45% of the paper printed in offices ends up trashed by the end of the day.
In the US, companies spend more than $120 billion a year on printed forms, most of which outdate themselves within three months’ time.
More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.
For the wellbeing of your business (and the environment), it’s time to say goodbye to paper.
Fortunately, your intranet could offer an effective alternative to paper-based forms and processes. A strong intranet solution should make it easy to set up forms and workflow in minutes without the help of IT staff.
Here are five processes you could shift online with GreenOrbit (formerly Intranet DASHBOARD) today:
Vacation Request/ Annual Leave
This is one of the easiest and fastest processes to digitize, and a great first step to digital transformation. Traditionally, this process would require printing, signing and sending paper for both the employee and employer. Using Online Forms, staff can swiftly submit leave requests in seconds. Set up the form to go to the relevant manager/s for approval and once accepted or declined, the submitter will be automatically notified.
As much as we try to avoid them, sometimes incidents happen. Things break, things go missing and unfortunately sometimes people get injured. By lodging an incident report with an Online Form via your company intranet, you can quickly capture important information and instantly push it to the relevant contacts. Not only will this ensure quick, accurate reports- you’ll always have a record of submissions to ensure compliance and peace of mind.
A strong onboarding process is key to engaging new employees from the get go. In fact, O.C. Tanner research shows that 69% of employees are more likely to stay with the company for at least 3 years after a great onboarding experience.
We worked with iconic retailer Lowes to digitally transform a plethora of business processes, including onboarding. Prior to GreenOrbit, new staff were supplied with a physical, overflowing folder of paper work that they had to read and learn. This made it difficult to track compliance and to identify employees’ comprehension and understanding.
Their new intranet has enabled a complete digitization of the onboarding process, replacing the bulky ‘onboarding folder’ with an online training module and questionnaire using Online Forms, Workflow and Notifications. Now, head office can track who has or hasn’t completed training, plus monitor staff understanding of the material. In the long run, this will empower new staff to provide a higher level of operational and customer service.
Meaningful education within an organization is key to engaging and empowering people to do their best work. While face-to-face learning will always have its place, it isn’t always easy (or affordable) to coordinate. Online training offers a great alternative, allowing staff to complete training when and where it’s most convenient.
Whether you work in an office, a hospital or a factory- you need supplies to do your job. Create an online form to allow staff to request materials quickly, so they have more time for the stuff that matters. Set up a monthly reminder to departments to submit supply orders so they’re never caught out without the tools they need.
By moving these five processes online, you’ll be well on your way to reducing your paper consumption, gaining productivity and some serious intranet ROI.
Financial services organization Vic Super estimate they’ve cut paper use by 30% companywide and saved their HR team more than 10 hours a week- that’s 520 hours a year that can now be focused on more strategic objectives.
Book a demo with one our intranet specialists today to see how you can automate processes and get your organization where it needs to go.