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The concept of going paperless is nothing new. For decades now, we’ve been trying to minimise paper consumption and switch over to digital workflows. But now, with the rise of cloud computing, mobile devices, and ever more powerful digital platforms, it’s finally becoming a reality.
And about time too. Because, even with our ongoing attempts to drive down paper usage in business, we’re still working our way through vast amounts of the stuff. The latest research reveals the average UK worker uses up to 45 pieces of paper daily. That equates to 4.8 trees per year. And, even worse, two-thirds of that ends up in the bin.
As technology continues to evolve, the paperless trend is taking hold. Many industries, such as finance, legal and healthcare, have been adopting paperless practices for years, but others have been slower on the uptake. Human Resources has been especially slow to move over, relying heavily on physical record-keeping and paper-based workflows. But technology is moving quickly. The solutions out there are now user-friendly and cleverly customised to the complex needs of the HR department. The time has come to explore paperless initiatives.
In this blog, we explore the seven (very compelling) benefits of making the transition from paper-based practices to efficient and cost-effective paperless solutions. You’ll wonder why you didn’t make the move sooner.
1. It’ll save you money
Let’s start with the most persuasive argument. Quite simply, going 
paperless will result in cost savings for your business. It will significantly reduce the costs of paper, printing, storage, and document management, leaving you with a positive balance sheet. Biztech has reported that a 370-employee company could save over £1m a year by switching to paperless systems.
2. It'll boost efficiency
Once you ditch the paperwork, you’ll be more streamlined than ever before. Moving to a digital platform will simplify processes and enhance efficiency on a daily basis. No more searching through physical files to find the right employee records or performance reports. Automated reporting will provide the answers you need in an instant. It’ll also improve the employee experience. Switching to a digital process makes recruitment and onboarding effortless and engaging.
3. It'll reduce errors
Human error is always a concern when it comes to paper-based systems. It’s all too easy for documents to be misplaced, or incorrect data to be filed. And in Human Resources, data accuracy is non-negotiable. HR automation tools will combat this issue by eliminating the potential for error. Digital HR platforms also provide robust security measures such as encryption, access controls, and data backups, keeping your sensitive employee data fully protected.
4. It'll work remotely
When you work in the hospitality business, you’re always on the move. If all your documents are stored in the central office, you won’t have access to information when you need it the most. However, a paperless system gives you remote access to employee records and reports from anywhere, at any time. It’s a flexible solution for remote teams, offering full accessibility whenever needed.
5. It'll make you more productive
Do you spend your days inputting data, sorting documents and 
searching filing cabinets for reports? Your time could be spent more productively on the things that matter. Like training, strategy and keeping your customers happy. With paperless systems, time-consuming tasks and repetitive administrative work can be automated, reducing the time you and your managers spend on people administration.
6. It'll keep you compliant
There are numerous legal and regulatory requirements associated with HR, and it can be a challenge to make sure you’re always audit-ready. With a digital platform in place, you can relax, secure in the knowledge that you’re ticking every box. A paperless cloud-based system will make it easier to retrieve documents and keep up with data retention policies. It’ll also effortlessly generate the reports you need to pass audits and compliance checks.
7. It'll be sustainable
A paperless approach aligns perfectly with environmental sustainability efforts. Worldwide, four billion trees are cut down every year for paper. That’s one percent of the Amazon Rainforest, every single year. By reducing paper usage and promoting digital processes, you can actively contribute to reducing deforestation. Plus, you’ll be reducing the carbon footprint of your business by cutting the carbon emissions from paper production and disposal.
Making the switch: What to look for in a paperless HR solution
The right platform will take the paperwork and cost out of HR admin so effectively, you’ll never look back. Here are the key elements to look for in a digital platform, offering a range of HR records management and time and cost-saving HR practices that will revolutionise the way you work.
Secure document storage
Look for software that offers secure document storage solutions.
HR requires platforms that provide a high level of data security and protection for storing sensitive or confidential documents. You’ll want a flexible and robust solution that aligns with the current security requirements and industry regulations. With this level of secure storage in place, you’ll find it eliminates the need for physical storage space, reduces printing and photocopying costs, and minimises the expenses of distributing and mailing documents. All of which means less cash flowing out of your business. And less trees needlessly destroyed.
Digital employee onboarding
A paperless HR system will create a smooth and efficient onboarding process for your new hires. Cut down on the manual paperwork and endless chasing of documents with an automated onboarding procedure. Look out for platforms that automate the collection of required documents; policies, employment contracts, and identity papers. It will eliminate the need for hands-on admin, reduce errors, and significantly speed up the onboarding process. Which means your new employees will be ready for work, sooner rather than later.
Contract management software
Compliance is a critical element of HR in the hospitality industry. It’s vital to ensure adherence to the regulations; paperless systems will help you keep on top of the red tape. Look for contract management software that tracks and manages certifications and licenses for you. It will make sure they are kept up-to-date, on track, and easily accessible from one shared location, keeping you on the right side of laws and regulations. It’s peace of mind, when you need it most.
HR automation portal
Today’s employees want access to their own information, and they want to manage it too. A simple way to meet these needs is to offer them a self-service portal. You want a flexible platform that provides staff access to view and update their own information, request time off, access contracts and policies, and communicate with management and each other. And even better, you can opt for software that allows them to do all this on their mobile phones. It puts all their HR requirements in one digital place, with access 24/7.
Scheduling and attendance
Make it simple to clock in, check rosters and keep on top of scheduling. Paperless HR platforms bring everything together - allowing managers to share schedules across the team, and letting employees access their schedules remotely. It can even make clocking in fun, with fast and secure facial recognition allowing staff to clock in with selfies on their phones. It means they can clock in, clock out and take breaks, all just using their smartphone. The result? You’ll optimise staffing levels, improve communication, and have happier employees as well.
About Alkimii People
Alkimii People puts all your HR requirements in one digital place. It’s a shared platform that provides all the tools your people need to do their jobs effectively, and it keeps them engaged at the same time. It makes your people happy by letting them do everything on their smartphones, and makes interaction easier, seamless, and 100% paperless. And it reduces the time you and your managers spend on people admin. Freeing you up to do the things that matter, like training, forecasting and analysis, and reducing employee turnover.
