5 Paperless Office Software Tools to Consider

The growing adoption of cloud-based storage and software, coupled with the increase in remote working, is motivating organizations to seek out and implement paperless office software.

Depending on what they need, there are some essential features that organizations should look for when purchasing paperless office technology. If the software is going to be used to scan documents, it must have strong scanning and optical character recognition capabilities, according to Will Cannon, CEO of Uplead. Ideally, the tool can work with various scanning hardware to retain and index documents, integrate with ERP and customer experience management software, and use a content management system to allow users to design their workflows and access documents.

Overall, a tool should be easy for employees to learn and use, integrate with other technologies in the office, and include security features to protect data.

5 Paperless Office Software Tools to Consider

Despite the wide variety to choose from, five paperless office software options have become the most recommended and popular among organizations and featured on review sites such as G2 and Capterra. Of particular note, each of these tools is available in a SaaS model, allowing employees to easily access them remotely from any device.

1.Microsoft 365

The Microsoft 365 suite offers several plans including Word, Excel, PowerPoint, Outlook, and collaboration tools for meetings, file sharing, and document management. It offers calendar management, comments and notes, document generation, reports and analysis, as well as templates for different documents and tasks.

Users called two features particularly useful: the ability to access files remotely and the simplified collaboration tools. However, users also cite the mobile apps as needing improvement and that the suite is difficult to use without an internet connection.

Pricing starts at $6 per user per month for Microsoft 365 Business Basic. Other tiers include Microsoft 365 Apps for enterprise, Microsoft 365 Business Standard, and Microsoft 365 Business Premium.

Compare the different Microsoft 365 plans to find which one can best act as paperless office software.

2. Google Workspace

Another highly recommended tool is Google Workspace, which includes features for sharing calendars, notes, and documents, as well as the ability to host meetings and store and manage documents. Google Workspace also allows organizations to add custom branding to their workspaces and includes workflow automation tools, reports and analytics, and customizable templates.

Pricing is split into four tiers and starts at $6 per user per month. The tiers are Business Starter, Business Standard, Business Plus, and Enterprise.

3. Dropbox Business

Dropbox is a great option for businesses that primarily need a place to store and collaborate on files, whether that’s in the cloud, like those in Google Docs or Microsoft Office, or files stored on a hard drive. Dropbox also includes calendar, contact and task management features and offers offline access to documents.

Users often cite the file sharing and organizing process, the ability to work on files without downloading them, and automatic file synchronization after saving as standout features. However, others warn that there can be sync conflicts and finding older versions of files can be difficult.

For team plans, Dropbox Business Standard pricing is $15 per user per month, but can go up to $24 per user per month for Dropbox Business Advanced. Dropbox Enterprise pricing is only available by contacting sales.

4. Concept

Notion is a project management tool that includes note taking, document management and collaboration features. Some of its specialized tools include document classification, file recovery, task management, and document version control. And while it lacks an offline mode, Notion can guide users to create custom workflows and workspaces so teams can customize how they manage projects.

Team pricing for Notion is $8 per user, per month, although an Enterprise plan does exist with pricing available by contacting the sales team.

5. ADP Workforce Now

For paperless HR services, ADP Workforce Now includes applicant tracking, benefits management, time and attendance, payroll, and performance management. There is also a marketplace for APIs and integrations so users can use third-party apps alongside Workforce Now to build a custom tool to suit their needs.

The benefits tracker has a streamlined view to see what’s available to employees, and there are several customization options for reports. However, some users have noted that the interface for requesting paid time off or for other small tasks is not intuitive.

The price is available on request.

How to Choose Paperless Office Software

Before an organization can choose paperless office software, it needs to know what problem it’s trying to solve, said Duniya Moore, CEO of Helastel. This driving force will help guide organizations through the other deciding factors.

The first is to map the desired user experience and compare it to the main purpose of the software – its features and capabilities. “Let’s say you need to streamline your HR registration system to cope with an increased workload. It may be better to simplify the administration process through integration, or you may want to look for a system that automates tasks like document reminders,” Moore said. “Once you’ve mapped out the user experience, you can use it to determine the key features you need.”

Next comes the consideration of the price of paperless office software options. According to Moore, companies need to weigh the cost of software against the improvement in efficiency. “For example, purchasing an HR software subscription could cost the company $850/month. However, the efficiency savings from moving to a paperless system could free up 16 hours per month from your HR manager, which could be worth double that.”

Organizations can and should continue to look for ways to eliminate paper and make their employees’ jobs easier, wherever they are.

Finally, if the software’s feature list and price match expectations, the IT team will need to weigh in on how it fits into the existing technology stack. Many companies are turning to fully integrated software to break down silos and create a single data repository open to the entire enterprise.

While paperless office software is already part of many companies’ technology stack, organizations can and should continue to look for ways to eliminate paper and make their employees’ jobs easier, wherever they are.

Comments are closed.