The enemy of paperlessness! Managing mail will make general affairs easier [Operational efficiency]

Telework is becoming more prevalent these days, but are you making the office paperless?
There are many companies that did not think about it in the first place, or are thinking about it but are not making progress.

In today's world, where the coronavirus is spreading and telework is essential, it seems that creating a system that can respond only to data without going to work at the company seems to be an issue.

Therefore, this time, I would like to tell you about the postal correspondence that can be easily introduced and started as the first step to realize paperlessness.

Is paperless going widespread?

Everyone, don't you think that the image of back office work is that there are a lot of paper documents on the desk?

The back office refers to general affairs, human resources, accounting, administrative and administrative work, information system management, legal affairs, etc. It is indispensable for interacting with customers and for the smooth and smooth progress of internal operations.

However, now that the coronavirus pandemic is in an era where the efficiency of back-office operations is required, it seems that many companies are considering going paperless.

Back office work includes invoices, contracts, purchase orders, and mail... It is characterized by the fact that it is often managed on paper. I am not good at managing paper, so I can't do it.

The Paperless Act was enacted in 2004 by the "e-Document Law", and was later amended to allow some scanners, such as receipts. There is a background to changes in laws that are pushing companies to go paperless.

Still, when I talk to the person in charge of general affairs, I have heard that there are still many paper documents that are difficult to convert into data, and it is difficult to manage.

When going paperless, it is necessary to organize and consider which operations to use and which system to go paperless. Even if you change it internally, you have to tell people in the company about the benefits, so let's do it right away! It seems quite difficult.

Benefits of Going Paperless

So, what are the benefits of going paperless? I would like to think about it again.

The most important thing is that it will be faster than communicating within the company with paper documents, and you will have more time to spend on other tasks, which will improve your work efficiency.

Also, if your desk is full of documents, it takes time to figure out where and check what is there, but if you convert it into data, you can immediately retrieve the materials you want.

And reducing paper and printing costs will also lead to lower costs. For example, by making mail paperless and converted into data, the cost of stamps and envelopes will be reduced, and even though the general affairs staff is teleworking, they will not have to go to the office just for the mail.

In this way, it has the advantage of shortening the work time that has been taking so far, increasing operational efficiency, and reducing costs.

If you go paperless, you will be able to "take your time and focus on the work you want to do".

We found that the benefits of going paperless lead to operational efficiency and cost reduction, but there are some things that require paper submission.

It can be an invoice or a quote.
I think some companies say that it is OK to just digitize this document and attach it to the email, but I think most companies want it to be sent on paper.

I am also in sales, and there are quite a few companies that digitize these things, but most of the people still ask me, "Can you send me a piece of paper?"

Now that the corona disaster has become more and more teleworking, there is a problem that you have to go to work just to print out invoices and put them in envelopes.

Even if you want to mail it from home, it is troublesome that it takes an unexpectedly long time to prepare printers, envelopes, stamps, and go to the post.

If you want to start going paperless, start with mail

After all, do I have to come to the office to mail invoices and contracts?

No, with Colorkrew Biz, you can easily go paperless when mailing these documents!

Colorkrew Biz, a business concierge tool that has reduced nameless work ™ related to people, goods, and money, has newly introduced a new "postal functionWe will show you how to use this feature.

This postal function works with Japan Post's web letters, allowing you to easily send mail from home.

What is a Web Letter?

Web Letter is a postal shipping service in which Japan Post performs text printing, address printing, envelope packing, stamp affixing, shipping, and delivery by simply uploading a Word or PDF file, entering the sender and address, and Japan Post performs all at once.

*Quoted from the Japan Post website

Postal Function How to Use

(1) Log in to the Colorkrew Biz user portal and create a new mail

(2) Upload the data you want to mail

(3) Select the sender and destination

(4) After confirming the contents, it will be forwarded to the web letter.

(5) Complete the shipping procedure with a web letter

Let's go paperless and reduce the burden of work!

With this feature, you don't have to prepare your own printer, paper, envelopes or stamps even if you are at home. Japan Post will mail it to you, so you can respond to your request for paper documents. Now that the corona disaster is here, it's very convenient to be able to send mail from home!

We hope Colorkrew Biz can help you take the burden off your job and get to work on your job as much as possible.

If you are interested, please feel free to contact us.