The paperless office! A pipe dream or easy to implement?
Tattoosafe gets to the bottom of the question ...
Less paper means less waste!
You don't need a printed invoice,
to check the invoice contents
to have them handy for a bank transfer or
to file them.
The future works digitally! In many cases, a corresponding invoice by mail is completely sufficient. For this reason, we are curbing the paper madness. Thank you for your understanding! Or do you not really understand the fuss about paper waste? Then here are facts and further tips for your handling of paper in your tattoo studio.
The Germans consume the most paper per capita!
This record is certainly no reason to celebrate. The per capita consumption of paper, cardboard and cardboard for us Germans was 241.7 kg per capita in 2018, which is higher than in any other country of the G20 states. It should be mentioned that this figure does not refer to paper alone but also to paper packaging, which has increased sharply due to the rapid rise in online trade.
Source: ZDF
We have put together some tips for you to save paper:
- think first, then print
- digitise documents
- print on both sides
- delete large images and graphics from the document to compress the content
- if you can't fit everything on one page, simply reduce the size of the content and print with single line spacing
Idea paperless office
Tips for saving paper is one thing - the paperless office goes one step further. Here, only papers that absolutely have to be available as a printout are actually printed out. Otherwise, all offers, invoices, notes, delivery notes, all correspondence between you and your customers and suppliers are managed digitally. We'll show you how to do it! You have to invest time in making your studio and your staff digitally fit. However, the end result is impressive. You protect the environment and save a lot of paper and printer ink and you save money and gain an unprecedented system. Get your tattoo studio in order!
The advantages at a glance:
1. You run a sustainable studio that conserves resources, because less paper, printer ink, technology in the sense of hardware and electricity is needed.
2. You save costs: Hardware and ink, paper, furniture for storage, file folders and office accessories such as stapler, hole punch, glue sticks, paper clips etc.
3. You have digital access to the documents stored on a server or in a cloud everywhere. Very interesting for tattoo artists who often work at conventions or work anywhere in the world, because this way you are flexible. Have more time for the development of new artwork and waste less time on paper & co. Note: In order to be able to comply with the provisions of the General Data Protection Regulation (DSGVO), we recommend that you choose a provider for cloud and server products based in Germany or Europe.
4. Digital exchange speeds up joint projects with other studios or projects of different tattoo artists.
5. You need less space in your studio to archive prints/paper/documents.
6. You save time searching for documents because you no longer have to search through a file folder. You can quickly find optimally named files.
The path to digital office freedom
Actual state
This project also starts with an analysis of the actual situation. What kind of documents do you currently print out in your tattoo studio? How do you contact your customers? How do you do your bookkeeping? Can you recognise outdated working methods you have already learned and adapt them digitally in the long term?
Save customer enquiries digitally
An idea that we are already giving you here and now: write customer enquiries digitally in a note and manage these enquiries on your computer. Handwritten information quickly ends up in the wastepaper basket. Connect your printer in the basement or the most remote room in your retreat. The longer the walk, the less you'll want to take it, so you're better off without a printout.
Scheduling
By working with a digital diary, you take the pressure off your mind, are reminded and make this knowledge transparently available to all employees. This way, everyone involved knows what's coming up and can prepare for periods with a high workload in good time. Or they can substitute for you if you are absent and vice versa.
Folder structure
For optimal order in your system, it is important to have a uniform folder structure with consistent naming. Brief your employees in your studio so that documents can be found easily.
Complete your digital workspace
By digitising existing paper documents, you can link yesterday with today and tomorrow. The workload is initially high to scan all offers and invoices, templates or receipts as well as employment contracts and to integrate them into your folder structure, but this is the only way to make the digital transition. It is important for you to know: Documents with seals, watermarks, court decisions etc. must always be kept in the original.
Let's go - manage offers/invoices/correspondence digitally
Now you are prepared. From now on you can create offers in common programmes and send them as digital documents to your customers by email, then save them in the appropriate folder. You want to organise yourself even better? Then buy office software from a provider such as Lexware, Microsoft Office, Google Docs etc. and manage your tattoo studio there.
Tell us what you are already doing to save paper in your studio, how paperless are you? Do you have any other tips for the Tattoosafe community? This topic is close to our hearts and we would like to know more about your spirit of sustainability in the tattoo scene.
Greenweek for environmental protection
In autumn 2022 we will organise the next Greenweek and again financially support anexciting and above all sustainable project. In 2021, we became aware of the association Everwave, which collects rubbish from rivers with appropriate rubbish collection boats and all kinds of technology around it to prevent it from getting further into the oceans. Our last donation of 1,500 euros went to the environmentalists from Aachen, who work with heart and soul to make the world a little cleaner.
Which projects do you support? Send us an email. We are looking for environmentally conscious projects that we can support.
Thank you for your help!
Your Tattoosafe team