Life Inside the Paperless Office
•Download as PPTX, PDF•
5 likes•1,709 views
We’ve talked about the future of the “paperless office” for years, but what is really possible? And how much of that vision can be accomplished out-of-the-box versus expensive third-party tools and consultants? In this presentation, we’ll take a look at several common business scenarios and show you just how much you can accomplish without breaking the bank, including insights into Microsoft’s NextGen Portals roadmap – showing you different ways to make your business digitally-ready.
More Related Content
What's hot
What's hot (20)
Similar to Life Inside the Paperless Office
Similar to Life Inside the Paperless Office (20)
More from Christian Buckley
More from Christian Buckley (20)
Recently uploaded
Recently uploaded (20)
Life Inside the Paperless Office
- 2. Christian Buckley Chief Marketing Officer www.buckleyplanet.com @buckleyplanet cbuck@beezy.net ITUnity.com/go/CollabTalk
- 3. Beezy is the premier enterprise collaboration solution for Microsoft Office 365 and SharePoint, extending the feature set and improving the user experience for on-premises, cloud, and hybrid deployments. We are on a mission to transform the way people work, and to help employees be more connected, innovative, and happy. Learn more at www.beezy.net or @FollowBeezy on Twitter.
- 4. We’ve talked about the future of the “paperless office” for years, but what is really possible? How much of that vision can be accomplished out-of-the- box versus expensive third-party tools and consultants? How will Microsoft’s roadmap help you achieve this vision? What are we talking about today?
- 5. Let’s start at the beginning…
- 15. As for the paperless office…
- 19. What is the goal of a paperless system?
- 20. To increase productivity To reduce operating costs To better ensure data security To better leverage your IP and innovate Goals of going paperless
- 21. Why paperless office initiatives fail Paper Wars - An Update from the Battlefield, AIIM.org http://info.aiim.org/paper-wars
- 22. Paper Wars - An Update from the Battlefield, AIIM.org http://info.aiim.org/paper-wars Why paperless office initiatives fail
- 23. Company culture not yet ready for it Business processes still include manual steps Legal or regulatory requirements require physical signatures Client limitations Cost of electronic discovery and auditing Why paperless office initiatives fail
- 24. Viewing experience (and hardware costs) Capture at source Capture of legacy data Evolution of your business workloads Know the limitations
- 25. The rise of the eReader
- 26. Who owns an eReader? Who reads content exclusively through your eReader? What is stopping you from moving entirely to electronic content? Quick poll:
- 28. What is your goal?
- 32. Content and signals across Office 365 auto-populating the Office Graph for teams. Insights derived with machine learning to help YOU get the job done right NOW Office Graph
- 33. Personalized search results and content curation made possible through Office Graph. Find what is relevant more quickly and easily, and organize it your way. Delve and Boards
- 34. Groups Unifies People, Profiles, Conversations, Emails, Calendars, and Files across Office 365 and beyond. Provides you with a rich and seamless collaboration experience across applications
- 35. Inline Social Extends social collaboration to Office 365, Dynamics, and other apps, services, and line-of-business systems. Enables you to participate in social conversations from the tools of your choice
- 36. Yammer Provides a social newsfeed for teams, and a quick and easy platform for creating internal and external communities Unlocks information silos from email and team sites, democratizes communication
- 38. Technology options Office Web Apps
- 40. Technology options OneDrive, plus stronger cloud storage integration
- 46. • Reducing paper usage is an acceptable goal …but not a strategy • Map out your primary workloads • Identify opportunities for optimization Workflow Improved UI Forms More social capability Tools and solutions What is your strategy?
- 47. Shame people into compliance – track how many pages are being printed per person, track via leaderboard Make it difficult to print – have your IT team setup all systems to print to PDF or OneNote as the default Replace physical signatures with digital signatures Utilize internal blogs and wikis as primary sources of knowledge sharing Get rid of the fax machine – replace with PDF forms Get a bigger monitor Use an online fax service for customers who need paper Tactics to consider
- 48. Eat your own dog food -- Build a culture of digitizing content, articles, literature before sharing Invest in OCR (optical character recognition) software that can convert PDFs into a searchable format or Word documents Move repeatable processes to mobile applications, and give everyone a smartphone Know your shared storage options – use online storage Use shared OneNote for meetings Invest in more social collaboration capabilities Tactics to consider
- 49. How Office 365 can move you forward
- 50. People + Culture
- 51. Paper Wars - An Update from the Battlefield, AIIM.org http://info.aiim.org/paper-wars Whatever happened to the paperless office? Itpro.co.uk http://bit.ly/1hoRNlz 14 Tips for Creating a Paperless Office, CIO http://bit.ly/1tMVgy2 5 Steps To A (Nearly) Paperless Office, Forbes http://onforb.es/1g4JC6i The Paperless Office? Dream On, CMSWire http://bit.ly/10YQJN9 GigJam demo from WPC 2015, Microsoft http://bit.ly/1SnMuyt Project GigJam: Unleashing the human process, TechNet Blog http://bit.ly/1HqeM6l Resources
Editor's Notes
- we’ll take a look at several common business scenarios and show you just how much you can accomplish without breaking the bank, including insights into Microsoft’s NextGen Portals roadmap – showing you different ways to make your business digitally-ready.
- In the beginning, there was a void and matter unorganized…
- The world goes into the dark ages I may be slightly off on the sequence of some of these events…
- Xerox patented the fax machine in 1964. The telegraph had been in use since the mid-19th Century, and the telex was already available via the German Federal Post Office system in the 1930s. The telegraph enabled the rapid global stock exchange that drives the world economy today. However, paper was still a requirement at either end of these communication systems, and the positioning of the telegraph and telex stations was strategic.
- In contrast, email truly had the potential to take paper entirely out of the process. Email systems have been in existence since the 1960s, and their potential in business was recognized early on. The first email was sent over the ARPANET (the predecessor of the Internet) in 1971, and the original MIME specification for email was published in 1982. It was ten years later that the first MIME email attachment was sent, although this wasn't officially part of the specification until 1996. With the arrival of the email attachment, the potential to easily share documents electronically became a reality. This went hand in hand with the adoption of standardized document formats. In particular, the dominance of Microsoft Office applications and the ubiquity of the Adobe PDF meant that not only did we have networking technology capable of sharing documents, but you could also be confident that the recipients would be able to read them, and update them locally if necessary. Online systems like Office 365 and Google Docs have further increased this ubiquity.
- I always tell people about my first day of work at the phone company in the early 1990’s, where I was handed a giant 3-ring binder. I went on to help build out an internal knowledge management portal, which introduced me to the space. My first real experience with the entire concept of a paperless office actually started back in 2001 at a company called E2open where I was hired as a product manager to help create a hosted collaboration platform for high-tech manufacturing companies to more easily and flexibly collaborate with their design partners and manufacturing teams around the world. Which led me directly to Microsoft in 2006…
- To increase productivity It is easier for employees to find files or documents when they are in digital form. Employees can easily share and collaborate on digital files. The ability to work remotely greatly increases when an organization goes paperless. To reduce operating costs Paperless offices cut physical storage costs; there is no need to pay for additional office storage space. The ability to cut down on the use of small items such as paper, ink, toner will add up to big savings over time. In addition, office phone bills are decreased as documents can be shared over email, as opposed to the outdated fax machine. To better ensure data security Your documents are far safer when they are stored and backed up in the cloud, versus sitting in a file cabinet. If a flood or fire destroys your paper documents, chances are you will lose data, and you won’t be able to get it back if it isn’t backed up. On the other hand, if you have a true paperless office and a flood destroys your computer, all of your files will still be safe in the cloud. To better leverage your IP and innovate When your data is digitized, it’s much easier to analyze. Companies are saving money left and right by taking advantage of Big Data Analytics. Take a look at our recent blog post on Big Data.
- In a study conducted by AIIM.org— the Association for Information and Image Management, respondents listed lack of management support as the #1 reason behind failed initiatives. According to AIIM president John Mancini, when respondents were asked whether they had a specific policy to drive paper out of the business, only 35 percent of responding organizations said yes. To reduce or eliminate paper, management needs to set the stage – have a plan -- and give employees permission to use tools like electronic signatures and digital records – direction, or mandate.
- Paperless systems are founded on two key factors: the ready availability of generally expensive electronic devices for viewing documents in electronic form, and the ubiquity of networking to provide the connections for retrieving and sharing these documents. There is also the requirement that viewing devices impose on how much of a document you can view at once, with a set screen size through which documents must be displayed. You’re unlikely to want to read an 80-page report on your smartphone. Paper, on the other hand, can be spread across a table, pinned all over a wall, and consumed in any environment with sufficient lighting.
- Electronic documents have changed the way we use paper, rather than eradicating it entirely. Where once the hard copy was the central document, now it's often more of a backup in case things go wrong with the digital version, or a convenient way of viewing a file received electronically. Document workflow is as important as ever; it's just a different workflow to the one used before. Electronic systems may have taken over for the transmission of documents, but paper is still highly likely to be preferable at either end of the communication process, so systems facilitating the input and output of paper documents are increasingly important. We may have been using paper for thousands of years, but that hasn't meant it has been the same thing, or taken the same role, throughout this time. Paper has evolved from housing priceless religious texts to being the medium of scribbled shopping lists clipped to the refrigerator door. In the business context, the reduction in paper use is of obvious ecological necessity, although recycling can produce paper of the same grade as that which has been freshly produced, so this can still be an ecologically sound approach. But it's also clear that paper continues to have a place in the office, as a hard-copy backup, as a simple way of distributing information, or just because it is easier to read than a digital document on a screen.
- You could say your goal is to use Office 365. However, this is the wrong focus. You cannot make your goal and focus about the technology, because a technology focus will rarely, if ever, drive meaningful change. Focusing on the technology is kind of like the Matrix. People will reject it as it feels forced, artificial. The move to the paperless office is more of a transition, an evolution, a cultural change. It’s not about replacing everything overnight, but sitting down ands planning out what can change within your primary workloads.
- You see what I did there? I jumped right to where I said you should not jump. But after all, I don’t know the specifics of your organizations, or the maturity level of your collaboration efforts to know which pieces to suggest. Technology can be a crutch – because its easier to stand here and talk about tech than it is to get at the root of the problems within any organization, which are inevitably people and cultural issues that keep you moving forward with your strategy. Having said that, there are tools that can move you in the right direction
- Touch- and mobile-optimized versions of Word, Excel, PowerPoint, Outlook and OneNote across devices. You can now preview the new Word, Excel and PowerPoint on PCs, laptops and tablets running the Windows 10 Technical Preview. Soon you’ll be able to preview the same apps on phones and tablets running Windows 10. Office Online gets even better in 2015—Multiple improvements across Office Online make it easier than ever to use. An updated toolbar enhances your reading experience, you have more options for saving and managing files, you can now print PDF files directly from Word Online, you can add files to your OneDrive right from the toolbar, and more.
- Office Lens now converts pictures of paper documents to PDF files—Go paperless! The Office Lens app for Windows Phone makes pictures of whiteboards and docs readable and saves them to OneNote. Now you can use Office Lens to take a picture of a document save it as a PDF file. The file is automatically saved to your OneDrive, so you can access and search it on any device. It’s like having a scanner in your pocket.
- New cloud storage integration for Office files—The goal of working with Office files no matter where they’re stored is two steps closer. With file picker integration for iPad and iPhone, you can open, edit and save documents from third-party cloud storage providers right from within Office. And with integration of Office Online into cloud services like Box, Citrix and Salesforce, you can open, view and edit documents stored in those services in any web browser.
- OneNote is now even more free—You can now access the full power of OneNote 2013 on your PC for free, including these features that were previously reserved for paid editions including password-protected sections, page history, audio and video recording, audio search and embedded files. Two improvements to capturing and searching content in OneNote—Handwriting and drawing have been added to OneNote to iPad, making this top-requested feature available across all of the most popular platforms. Optical character recognition (OCR) was added to all versions of OneNote, so you can search text in images in notebooks saved on OneDrive.
- Office Mix authoring now easier for first-time users—Getting started with Office Mix, the free add-in for PowerPoint, just got easier for new users. Step-by-step instructions guide you through creating your first mix recording in two minutes or less. And the new Create an Office Mix template links you to examples and tutorials. For experienced users, publishing Office Mix presentations is now easier. Sharing Office Mixes on social networks and improved embedding available—When you play a public Office Mix with audio or video, you can now pause the mix to see options to share to your favorite social network, including Twitter. And added support for two of the most popular embed formats on the web, embed.ly and oEmbed, means you can embed a mix in your blog or website.
- Office Mix authoring now easier for first-time users—Getting started with Office Mix, the free add-in for PowerPoint, just got easier for new users. Step-by-step instructions guide you through creating your first mix recording in two minutes or less. And the new Create an Office Mix template links you to examples and tutorials. For experienced users, publishing Office Mix presentations is now easier. Sharing Office Mixes on social networks and improved embedding available—When you play a public Office Mix with audio or video, you can now pause the mix to see options to share to your favorite social network, including Twitter. And added support for two of the most popular embed formats on the web, embed.ly and oEmbed, means you can embed a mix in your blog or website.
- Share your work with the world Publish unlimited PowerPoint, Word, Excel, Office Mix, and PDF documents, as well as Sways, for free – always with rich formatting intact.
- Generic, aspirational “strategiuc” statement become platitudes if you do not have practical, actionable steps to follow. You need a plan.
- Yes, O365 can move your organization forward by leaps and bounds, but out of the box is never enough. To be successful, it will take many of these practical steps, the right combination of tools and business process change – to workflow, forms, social tools, and plenty of community management so that you have a continual feedback loop with your end users, your managers, and your partners and customers who interact with your company.
- The paperless office is about changing behavior – which means its all about people and your company culture. Tools can only get you so far. You must have a goal, and a plan to achieve those goals step by step, and then execute.