Marie Kondo has sparked an urge for minimalism, and it is a trend that has infiltrated every area of our daily lives. From sparkling, organized closets to clearing shelves of clutter, many of us have embraced the adage that less is more. Why not bring this concept to life in your office, by allowing the magic of scanning services to clear your desk and usher in a whole new you?
One of the most apparent advantages of scanning services is the space they allow you to save. Digital documents are compact, sleek files that will enable vast swathes of data to be stored in a single hard drive. But what are the other advantages to order and clarity in the workplace? Read on, and you may be surprised!
And when you’re convinced of the magic of a tidy desk and how document scanning services can help you achieve that goal, reach out to River City Data for a free quote. We can help you get your clutter under control!
What Benefit Does a Clear Desk Offer?
Taking advantage of scanning services comes with several bonuses for businesses and staff. In addition, the mere act of organizing can also have some unexpected perks.
From reducing stress to boosting productivity, there are several advantages to clearing your desk (luckily, we mean literally, not metaphorically!). Some of the more unexpected bonuses can really improve the general overall working environment and offer benefits to all workers.
Reduce Stress
Research has proven that a clean, ordered environment can have a positive impact on our stress levels. The visual effect of a clutter-free desk can leave you feeling calm, zen, and ready to work. In turn, this helps to generate a soothing and stress-free working environment. A clear desk really can be a clear mind!
Save Time
Reducing the clutter in your space can also be a real time saver. Scanning services help remove physical debris and make files easier to locate, meaning that you can immediately access the data you need. As an added bonus, the office will be easy to keep clean if you are not continually moving obstacles.
Improve Health
It may seem unexpected, but keeping your desk clear of clutter can have advantages for physical health, in addition to mental wellbeing. The increased ease of cleaning means that germs and bugs are less likely to build up and spread. Easier, more effective cleaning can minimize staff illness and reduce the spread of coughs, colds, and viruses.
Keeping spaces and areas clear and accessible also helps to reduce the chance of accidents in the workplace. Slips, trips, and falls can also cause serious injury, putting employees and clients at risk. Keep walkways clear from towering piles of paperwork, and make sure heavy files do not impair visibility.
Boost Efficiency
In a similar vein, streamlining information via scanning services also allows you to use your time more efficiently. There will be no more lost invoices or misplaced documents to hunt thorough; users can simply log on and access what they require. Not only is this record management better for staff, but it presents a more efficient and reliable service for clients and customers.
All interactions can be made faster and more effective, communications streamlined, and facts checked in no time. Employees will be able to archive old projects without issue and retrieve them if required at a moment’s notice. Productivity will also rise; everything you need to proceed is right there on hand, and this allows you to get on with the prioritized job.
Professional Image
There is nothing less professional than visiting someone who is hidden behind a mountain of paperwork. Presenting a clear desk to the world helps you appear capable, in control, and organized — a much better message to send to your clients!
Appearances matter, and a busy, messy desk indicates that you do not care about your job or are too lazy to care. Neither of these makes a great impression, and the added stress of scrabbling around for files only reinforces this. Get organized, get professional, and get results.
What Are The Benefits Of Scanning Services?
As well as keeping your office clean, clear, and productive, the benefits of scanning services can be seen in other areas of your working environment.
Security
Digital files help to preserve the security of your data; they are far less accessible than their physical paper counterparts. Document scanning helps transfer the details from the physical to the digital realm.
Unlike traditional filing systems, using scanning services allows you to protect sensitive information with passwords and codes. You will also be able to control access, blocking certain colleagues or staff members from accessing data.
Security can also be assured in the event that your office is struck by a flood, fire, or natural disaster. In these instances, paper files would be destroyed, and the information and data you rely on gone forever. By going digital, however, you can help to ensure that the information is safely backed up on a server, allowing you to carry on no matter what.
Transfer of Information
Scanning services allow files to be transformed into a digital format, which makes the exchange of information more manageable. Documents and data can be sent instantly to anywhere in the world, without having to worry about the uncertainty of post or fax. This also makes it easier to have improved conversations with colleagues and clients; you can relay them documents they need without delay.
How Can We Help?
Here at River City Data, we have a wealth of experience in the world of document scanning. Our team of experienced professionals has worked with businesses and clients across the globe in a range of niches and industries.
Our goal is to help you streamline and simplify your business, taking advantage of the rise in technology and scanning services available. With our help, you can boost efficiency, increase productivity, and enjoy the benefits of a clear desk. Document scanning can transform the way you do business — for the better.
Interested in taking the next step? Why not get in touch with our friendly team today, and talk through the options available. You will be Marie Kondo in your workspace in no time and enjoying the significant benefits which follow!
