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The virtual filing cabinet
Recent years have seen the emergence of new and exciting forms of online software that
enable better collaboration and reduce paper usage. Known as ‘workspaces’, the simple
idea is to improve team-working by storing all the documents and information relating
to any given project in one place.
It’s practically a virtual meeting room, filing cabinet and notice board rolled into one.
Team members can pin notices on the message board and can speedily locate any
reference materials or plans pertaining to their project role.
And, perhaps most importantly from an environmental perspective, is the document
control feature. Most of us have experienced the headache of reading and editing a
document that we believe to be the latest version, only to discover we are looking at
an old one. This not only wastes time but also ends up wasting a huge amount of paper.
The virtual workspace concept removes this problem by holding the master copy of
each document. So you always know the version you’re working on is the most current.
Electronic signatures
Contracts are a major source of paper usage in business. Firstly
there is the need to print contracts and sign them, then the need
to fax them to the recipient, which uses the same amount of paper
again. However technology is now becoming available that enables
electronic signatures to be used. The services to look for are those that
comply with the UK Electronic Signatures Act, which gives electronic
contracts the same weight as those executed on paper.
Electronic signatures mean documents never need to be printed.
This creates a major saving in paper usage
In addition to this, there is the potential to cut down on the
office space needed to store hard copies of all such documents
With the possibility for smaller premises comes the potential for
lower energy bills from the reduced heating and lighting costs.
Case study: Henmore Marketing moves business to a virtual
work space
Henmore Marketing specialises in delivering marketing communications and consultancy
services to IT and technology companies. MD Catherine Doel’s knowledge of the
technology market meant she had been quick to see an opportunity to move her
business to a ‘virtual’ footing.
Henmore Marketing shifted to home-working. Enabled by broadband, all employees
could now be happy home-workers with the same access to the company network
as they used to enjoy from the office.
But after a stolen laptop scare, a few days of seriously delayed email, and the new
challenge of managing email through a firewall at a client’s site, Catherine knew she
had a problem ensuring communications and access to key documents was kept at
the required levels. This led Henmore Marketing to embrace BT Workspace software.
It helps them ensure that team members always work on the correct version of
important documents, while client communication now takes place via discussion
forums in the workspace.
As well as the cost savings of no longer needing to pay rent for office space, there was
a clear environmental benefit in the form of reduced employee travel and power usage.
The combination of broadband and workspace software helped to transform the way
Henmore do business.