With the development of science and technology and the popularization of information technology, paperless office has become a trend of modern enterprises. Paperless office refers to reducing or not using paper as a work carrier in the daily work of an enterprise , and realizing the transmission and sharing of information through e-mail, electronic documents, electronic forms and other tools . Paperless office is not only conducive to environmental protection, reducing paper consumption and emissions, but also improves work efficiency and management level, and reduces the operating costs of enterprises. Therefore, paperless office has become an inevitable trend in the development of modern enterprises.
Read this article to learn about:
1. Significance of paperless office
2. Infrastructure for Paperless Office
3. How can enterprises realize paperless office
4. Successful cases of paperless office
1. Significance of paperless office
1. Improve work efficiency
Paperless office can save a lot of time and manpower, reduce the transmission and storage costs of documents, and improve work efficiency and management level.
2. Improve information security
Paperless office can ensure the security and stability of enterprise information through measures such as encryption and backup, reducing the risk of information leakage and loss.
3. Cost saving
Paperless office can reduce the purchase and maintenance costs of paper, printers, copiers and other office equipment, reduce the operating costs of enterprises, and improve the economic benefits of enterprises.
Therefore, paperless office has become an inevitable trend of enterprise development. Enterprises should actively promote and apply paperless office to promote the sustainable development and green office of enterprises.
2. Infrastructure for Paperless Office
With the development of digitalization, paperless office has become an important trend of today's enterprise office. In order to achieve a paperless office, the following is the infrastructure required by the enterprise:
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1. OA system
The OA system is a software system for managing and processing office documents, processes and information, which aims to convert traditional paper documents into digital form and realize the paperless office. The system can help companies improve work efficiency, reduce manpower and material costs, and reduce environmental pollution. Through the OA system, employees can conveniently perform operations such as electronic approval, electronic signature, and electronic archiving, and can also access company documents and information through the Internet anytime, anywhere.
Realizing paperless office needs to start from many aspects, such as document circulation, document filing, signing and approval, etc. The OA system can customize different workflows and permissions according to different needs, so as to meet the specific needs of enterprises.
2. Knowledge Base
A knowledge base is a way of storing files on the Internet, allowing them to be shared and accessed easily. Enterprises can store important documents in the cloud, allowing multiple people to access and edit them at the same time, eliminating the need to deliver documents by mail, fax or courier. At the same time, cloud storage can also be backed up and restored to ensure data security.
3. Electronic signature
Electronic signature is a digital signature technology that can be used to sign and authenticate electronic documents, thus avoiding the cumbersome process of printing, signing and scanning. Enterprises can use electronic signatures to sign various documents such as contracts, orders, and powers of attorney, thereby improving work efficiency and reducing time costs.
4. Paperless conference system
The paperless conference system can reduce the use of conference paper documents, improve conference efficiency and reduce costs. Enterprises can use the paperless conference system to digitize all meeting documents such as meeting agendas, meeting materials, and meeting minutes, and display them digitally during the meeting. The paperless conference system can also provide online voting, online question and answer, screen sharing and other functions to improve the interactivity and efficiency of the meeting.
It should be noted that paperless office is not simply replacing paper equipment with electronic equipment, but to establish a complete paperless workflow. Enterprises need to formulate a paperless office solution suitable for themselves based on their own business needs, combined with the above infrastructure, so as to improve work efficiency, reduce costs, and achieve sustainable development.
3. How can enterprises realize paperless office
Modern enterprises are facing more and more challenges of informatization and digitalization. In order to meet the daily operation needs of enterprises, improve efficiency and improve work quality, enterprises need to adopt advanced tools and technologies to realize paperless office.
For example, our company adopts the Jiandaoyun zero-code construction platform. Using Jiandaoyun to successfully build an internal system suitable for our company, it helps the enterprise realize information management, collaborative office, process automation, mobile office, data analysis and other functions, thereby improving the management efficiency and competitiveness of the enterprise.
The following takes Jiandaoyun as an example to introduce how enterprises can realize paperless office
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1. Information management
Jiandao Cloud can help enterprises manage various types of information, such as customer information, order information, contract information, etc. Enterprises can use Jiandao Cloud to realize information collection, storage, query, statistics and other functions, thereby improving the efficiency and accuracy of information management. In addition, Jiandao Cloud provides functions such as custom fields and filters, which can be flexibly configured according to the actual needs of enterprises to meet different information management needs.
For example, an enterprise can build a customer information management system on Jiandao Cloud to integrate all customers' basic information, historical orders, communication records and other information. In this way, companies can better understand customer needs and provide better services, thereby increasing customer satisfaction and loyalty.
2. Collaborative office
Jiandao Cloud can help enterprises realize collaborative office, such as team collaboration, workflow management, task assignment, etc. Enterprises can use Jiandao Cloud to realize real-time communication, file sharing, task assignment and other functions among team members, so as to improve collaboration efficiency and work quality. In addition, Jiandaoyun provides rights management, reminder functions and other functions, which can better control the behavior of team members and ensure the safety and smooth progress of work.
For example, an enterprise can build an invoicing management system on Jiandao Cloud to integrate all workflows, including task assignment, progress monitoring, approval process, etc. This way, team members can collaborate better, improving productivity and quality.
3. Process automation
Jiandao Cloud can help enterprises realize process automation, such as approval process, reimbursement process, procurement process, etc. Enterprises can use Jiandao Cloud to realize functions such as process automation, process status monitoring, and process data analysis, so as to improve the efficiency and accuracy of the process. In addition, Jiandao Cloud provides functions such as custom forms and custom processes, which can be flexibly configured according to the actual needs of enterprises to meet different process automation needs.
For example, an enterprise can build a procurement process management system on Jiandao Cloud to integrate the procurement process, including purchase requisition, approval process, order generation, etc. In this way, enterprises can better control procurement costs and improve procurement efficiency and accuracy.
4. Mobile office
Jiandao Cloud can help enterprises realize mobile office and improve the flexibility and response speed of enterprises. Enterprises can work on mobile phones or tablets anytime and anywhere through the mobile application of Jiandaoyun, such as checking emails, processing tasks, and approval processes. In this way, enterprises can better adapt to the rapidly changing market environment and improve work efficiency and competitiveness. In addition, Jiandaoyun's mobile application provides functions such as offline operation and message push, which can better meet the actual needs of enterprises.
5. Data analysis
Jiandao Cloud can help enterprises to conduct data analysis and understand their operating conditions and market trends. Enterprises can use the data analysis function to analyze and display various business data of the enterprise, including sales, customer satisfaction, market share, etc. In this way, companies can better understand their strengths and weaknesses, formulate better business strategies, and improve their market competitiveness. In addition, Jiandao Cloud provides functions such as custom reports and data pivots, which can be flexibly configured according to the actual needs of enterprises to meet different data analysis needs.
4. Successful cases of paperless office
After using Jiandaoyun for more than a year, the schools under Zhengzhou Jingda University have gradually moved the business scenarios of logistics management, enrollment management, financial reimbursement, personnel management, and student information management online, which has played a very important role in improving the school's overall work efficiency and paperless office, and has also greatly reduced the school's operation and management costs.
❌In the past: During the logistics maintenance, the maintenance personnel used their own notebooks to record. As managers, they could not check the overall progress of the maintenance in time.
✅Now: Through the online form of Jiandaoyun, you can directly fill in the repair location, category, time, etc. on your mobile phone. You can also directly upload photos of the damage on site to clearly report the damage. The maintenance personnel can view these information anytime and anywhere through the mobile phone, and prepare tools and accessories according to the content of the repair report.
❌In the past: It is necessary to check the collected data and the repaired data every month. The maintenance personnel often use abbreviations when recording the maintenance results on paper. Individual information needs to be checked one by one. Manual statistics are inefficient and prone to errors.
✅Now: Through the application of data factory and aggregation table, automatic maintenance statistics and bonus calculation of maintenance workers have been realized, which directly saves the statistical work at the end of the month. The whole process is completely digitized, which greatly improves the work of checking maintenance orders. It used to take a week to do these tasks, but now the data can be retrieved at any time.
In the future use process, Zhengzhou Jingda hopes to use the Jiandao cloud platform to realize data-based and cloud-based operations for the entire school's operations, and improve the decision-making efficiency of the company's management of schools.
I hope this article can help you understand how enterprises can realize paperless office.