The benefits of moving from a paper flow to a paperless environment

The manufacturing sector remains critical to the EU’s economy with production accounting for 17.3% of EU GDP and 83% of exports, which makes Europe the largest exporter of manufactured goods globally. Production processes have become increasingly digitised in recent years, led by the large firms and cascading down to small and mid-sized ones.

Digitisation in businesses is encouraged to nurture strong EU systems and increase the EU’s digital capacity and know-how. The EU recognises the potential of the technology, and has committed to the ‘Digital Decade.’ The Decade Policy Programme outlines key targets for businesses to reach by 2030:

• Some 75% of EU companies using Cloud, artificial intelligence (AI) or Big Data

• Innovators to grow start-ups

• Over 90% of small to medium size enterprises (SMEs) to reach a basic level of digital intensity

At the same time, the European Commission is aiming to make sustainable products the standard and requires manufacturers to report on sustainability in line with the new Corporate Sustainability Reporting Directive.

The World Manufacturing Forum 2023 discussed Europe’s potential to lead the global transition to sustainable manufacturing and work towards a net-zero manufacturing industry by 2050. Technology has made it easier for manufacturers to report on sustainability, improve efficiency and reduce waste.

The benefits of going paperless

Using software to manage manufacturing and business processes inevitably means less paper is used – which brings many benefits to manufacturers. Operating as a paperless company results in lower energy consumption as companies are eliminating the need to print or transport documents, and it reduces physical waste including paper or ink cartridges.

Going paperless is key to digitisation goals and offers numerous benefits to manufacturers. They are able to improve efficiency, reduce errors, save costs, and improve collaboration. It also reduces the chance of important documents being lost or stolen, and can help them to achieve sustainability objectives.

How can technology deliver a paperless environment?

Technology, like Shop Floor Control, allows users to manage tasks and communicate with colleagues on the shop floor digitally – eliminating the need for paper. Furthermore, cloud-based solutions are generally more energy-efficient than on-premise ones, with cloud providers offering up to 93% more energy efficiency.

Improved collaboration

Instead of distributing physical work orders, quality control forms or maintenance logs, teams can collaborate from anywhere in the manufacturing plant – or worldwide.

They are able to send documents straight from their enterprise resource planning (ERP) software, launch tasks, view attachments including PDFs, put tasks on hold and even report them as completed. Employees can also access and download work instructions within each task. This gives them a handy and up-to-date reference point, which empowers them to get tasks done without interruption and reduces the chance of error.

As we know, collaboration and communication is essential to effective supply chain management and critical for manufacturers who consult internally with designers, engineers, or maintenance teams, and externally with stakeholders.

Where time is of the essence, going paperless can help you avoid delays and confusion, and enable employees to hit the ground running and make faster, more informed decisions.

Security and compliance

Transitioning to paperless means there is less chance of important documents going missing and confidential information being compromised. The General Data Protection Regulation (GDPR) requires companies to protect personal information and any infringement can lead to a fine of up to 20 million euros or 4% of global turnover.

Cloud-based manufacturing technology allows users to store documents in a secure environment with access control and firewalls. It reduces the need for on-prem servers which must be temperature controlled, take up physical space and could be damaged by a fire or flood.

Using industry-leading cloud software means that firms can reduce the risk of a successful cyber-attack as providers will proactively monitor threats and take appropriate action.

Automated processes

Eliminating paper means you can introduce automated processes which drive efficiency and streamline workflows.

You can cut out time-consuming manual tasks like paperwork which can enable employees to focus on value-added tasks.

Paperless systems can be integrated with automated quality control and inventory management which can reduce the risk of errors and enable you to maintain stock levels and reduce overstock. Any issues can also be reported in the tech and sent to your ERP software to allow for follow-ups and continuous improvement.

Employees can be sent tasks directly and view them using a mobile or touch screen device. It can also be used to combine multiple orders easily and check on progress.

Efficient use of resources

Going paperless means you can use your resources efficiently. With real-time access to schedules for production and staff, you can ensure that your resources aren’t over or under-utilised. You can automate production schedules, adapt quickly to any changes and access documents anywhere on site.

The technology also reduces administrative costs as it processes the start and end dates of orders. You can make direct cost savings by reducing printing costs including photocopying and scanning, and also materials including paper and stationary.

You won’t need to post physical documents and can save time on processes like invoicing, so you should get paid faster too. With fewer paper documents on-site you can reduce the physical storage space needed for it, ensuring your site is optimised for critical processes

Seamless reporting

Transitioning to a paperless system means that your documents are available digitally – they are easier to create and submit. You can gather key sustainability metrics like energy consumption, water usage and waste, and submit reports seamlessly in line with upcoming and existing regulation.

Because the technology keeps a record of changes, you can maintain an audit trail essential to regulatory compliance and accountability. You can also customise and tailor reports to different audiences, and automatically generate them which will save you valuable time.

Data analytics provide key insights into trends and performance to help you create accurate reports to improve decision-making and efficiency, and optimise your processes. A simple and intuitive user interface also improves visibility and presents your key performance indicators so you can make informed decisions.

Find out more about Shop Floor Control.