Category Archives: Environment

Attitude and Way of thinking

There is an area that is of the most important and it would not matter if you had all the latest products and installed a new system this is the area of attitude and controlling the environment to achieve and accept a paperless office concept and system.

Looking back at what could be descried as a new way of achieving this attitude would be in the 1980’s when office layout became open plan. This changed the general attitude of the standard working office.

It’s this kind of thinking and attitude that will help the paperless office become a reality and a possible future way of thinking to make the paperless office a concept that will be acceptable

In the book (Harper and Sellen,2002);Myths of Paperless Office” a case study was observed and followed to the degree that a company changed all its office procedures and worked around the new installation of Paperless Office.

This action may seem to be rather extreme but in the real world could this be the way to handle and implement a Paperless Office System.

Not just taking the software packages or any new products and tell the staff how to use these tools but to encapsulate the whole experience and encourage this concept to all the aspects of the office environment.

One of the ideas that came out if this case study was the office implemented a total commitment to the concept and also to the green environmental issues.

It wanted to change there office procedure but felt that just saving spare or scrap paper was not enough so they introduced a new business plan that required a radical change and a new way thin thinking

The company’s decision was to change to a new way of thinking to a new level not just the standard savings which most companies have done with trying to be green with implementing small changes which could be introduced to any office or company.

The companies decision was totally there own and not all companies would have changed this radically obviously not all companies would have the ability to change the whole company and change the companies paperless office policies so each installation has to be viewed on there own merit.

The main items that have been established from this section are that of not all companies are at the same level or at the same point with there business plan to implement this change.

The decision has to be right for the company and every angle and possibility has to be taken into account when deciding to implement a Paperless Office System.

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paper file

We all understand that managements flow systems may have helped the development of the paperless office system. But one of the areas that may still be behind is that of paper file.

Unfortunately the management flow systems does have it disadvantages it will help to store filing requirements but as in all office environment paper files will always have to be viewed and printed

What are the reasons for us to print a file is this because this has become the normal way of reading or is it because there has not been an alternative way to the level that is acceptable and sociable

Printing is a requirement for posting could it be for writing additional note on the file, or passing the information to a third party etc, there could be a lot of reasons why we need to print.

 The main three or four reasons that could contribute to a file are:

  • Reading
  • Posting
  • Physically checking the document
  • Viewing for internal and external usage

The file will always be a requirements a storage device that will keep documents long or short term.

The traditional file has normally been a lever arch file type but as technology grows will the paper file be a thing of the past.

One of the reasons which have been discussed in the previous chapters is that of sociability. Has an electronic file made the system an impact and can it replace the paper file.