The Paper Problem
Q&A with Tim Hood, VP for EMEA, Hyland
To what extent do companies over-rely on paper?
While virtually every modern company now relies predominantly upon its IT infrastructure, it’s a simple fact that many can’t seamlessly connect every single app and service they use. Paper is a convenient means of bridging that gap: it’s cheap, accessible, and everyone learns how to use it at a very young age. If you need to store a key piece of data, or you’ve accidentally deleted your to-do list, paper is a quick fix.
That stop-gap appeal has many companies end up papering over the cracks in their tech stack. More than half of office workers (52%) believe that it’s “ridiculous that my organisation still relies upon paper documents.” That varies from sector to sector; 60% of customer service agents agree with the statement, compared to a whopping 84% in advertising and media roles.
How does that overreliance make employees feel?
The modern employee has a conscience and is aware of how their actions impact both others and the world around them. This makes wastage a real issue for many, particularly younger demographics. 50% of UK office workers “feel guilty about using paper at work”, including 58% of those aged 25-35 – compared to just 40% of those over 55%.
Workers also want their employer to reflect their values, with 70% of UK office workers stating they want their organisation to “be more conscious about its impact on the environment.” Just as a poor environmental, social, and governance (ESG) records can put a customer off from a purchase, failure to rein in unnecessary waste can demotivate the workforce, and even drive employees away in pursuit of more fulfilling roles elsewhere.
What do they see as the solution?
There’s a real appetite for visible change when it comes to using paper, which bodes well for the future. 69% of UK office workers would like their organisation to offset the amount of paper it uses by planting trees. 56%, meanwhile, would simply like to see paper eliminated, and wish their office was entirely paperless.
The core of the issue, though, is that the systems that workers rely on day-to-day simply aren’t at the standard they need to be to make paper obsolete. 58% of office workers want to be able to work without relying on paper, but can’t, “because my company’s digital document management system is not up to scratch.”
What are the challenges or obstacles in the way of that solution?
If most employees think that their existing tech isn’t up to standard, that usually means that they’re wrestling with legacy solutions within their tech stack. Expensive to remove and often unable to accommodate newer systems and technologies as they grow increasingly out of date, legacy systems are commonly a burden that companies put up with to avoid ‘ripping off the plaster’ and investing heavily in modern alternatives. This has to change.
Furthermore, investment doesn’t stop at the tech; it should involve employees every step of the way. Consultation about the solutions to be introduced, and intensive training for using them, are a staple of any serious digital transformation that can intimidate many businesses looking to keep costs down amidst a cost of living crisis in the UK.
What do companies need to consider in order to deliver on that solution?
Firstly, companies need to understand the appetite from their employee base as to whether a paperless solution can work. 76% of office workers believe that moving to a fully digital document system would make their company “more sustainable”; 69% “more efficient”; and 73% believe it would save their company money. Businesses need to confirm that these numbers reflect the appetite for change internally.
Once they’ve done so, they can start examining their incumbent tech and making strategic decisions about how to refine and update it. The removal of legacy technologies doesn’t necessarily have to happen all at once. A phased introduction of modern solutions, with training for the employees being tasked with using it, is the road to a paperless future that values sustainability above convenience.
Wanda Rich has been the Editor-in-Chief of Global Banking & Finance Review since 2011, playing a pivotal role in shaping the publication’s content and direction. Under her leadership, the magazine has expanded its global reach and established itself as a trusted source of information and analysis across various financial sectors. She is known for conducting exclusive interviews with industry leaders and oversees the Global Banking & Finance Awards, which recognize innovation and leadership in finance. In addition to Global Banking & Finance Review, Wanda also serves as editor for numerous other platforms, including Asset Digest, Biz Dispatch, Blockchain Tribune, Business Express, Brands Journal, Companies Digest, Economy Standard, Entrepreneur Tribune, Finance Digest, Fintech Herald, Global Islamic Finance Magazine, International Releases, Online World News, Luxury Adviser, Palmbay Herald, Startup Observer, Technology Dispatch, Trading Herald, and Wealth Tribune.