Change is never easy, even when it saves time and money for your business. The transition is less stressful when you can do it in stages and see immediate benefits. Luckily, there will be no learning curve involved in using an online
instead of a traditional fax. If you can send an email, you can send a fax. Here are some suggestions for the best way to start using a new service along with some of those time-savers that will motivate you to get the maximum benefit in less than 30 days.
Step 1: Sit back and relax.
If you have a traditional fax machine, the biggest adjustment is staying at your computer when you need to send or receive a fax. Try a few faxes using your old fax machine and a few faxes by email through your new fax service to compare the experience. The benefits to getting work done while you fax are immediately apparent and motivational.
Step 2: Share your fax by email.
The team will probably need access to the fax. For each sale by fax, Operations needs detailed orders, Accounting needs a payment record, Sales needs to know when the clients needs more, and Customer Service needs to know when order will be ready. It's easier for all departments if they have electronic copies of the original. Instead of making paper copies, just hit forward from your email and include the key stakeholders.
Step 3: Store your faxes online.
This is really about moving closer to a paperless office and giving your paper shredder a break. Save a tree, save money on your supply order, and save time by just saving your fax with a few clicks instead of digging through the filing cabinets looking for the right folder. It's more secure and it decreases the number of lost files through misfiling or files that can't be found because another department is working on it.