Businesses rely on different tools to enhance efficiency and effectiveness. But with the emergence of advanced office technologies, fax machines have persisted in many offices. Although some still use physical fax machines, most of them have shifted to the internet fax that’s more efficient in sending and receiving documents. Internet faxing allows companies to send documents via email like PDF files, Word documents, and scanned images to a physical fax machine.
The beauty of internet faxing is that it’s a hosted service. This means businesses don’t have to purchase and install modems, fax servers, or special software. Instead, they subscribe to internet faxing services that convert faxes to emails and vice versa. These features are critical in improving business productivity.
Here are five other ways that internet fax can boost productivity in your workplace:
1. Reduced Time Wastage
Although it’s not easy to estimate how much time employees would spend sending or receiving documents, employees who use physical fax machines idle next to the fax machine, waiting for it to complete the task. This means they can’t engage in other important tasks until they’re done with the faxing process.
Faxing with Google helps companies achieve the same results within a much shorter period. With internet faxing solutions, employees fax seamlessly the same way they email. The solutions allow them to review, edit, sign, send, and even receive business documents from any device that’s connected to the internet. Since they spend less time sending or receiving documents, employees can invest more time in other productive activities.
Internet faxing isn’t prone to machine downtimes that characterize the use of physical fax machines. As such, employees rarely find themselves troubleshooting faxing problems or spending time and energy maintaining the fax machine. Also, this innovation is quite intuitive, which makes it easy to use and operate.
2. Fewer Errors
Internet faxing services improve business productivity by being less prone to errors compared to conventional fax machines. With online faxing, employees don’t have to dial numbers, pick the phone up, or wait until the transmission process starts to send documents. Instead, the process involves a few simple clicks just like sending an email.
This reduces the chances of employees committing errors. When employees need to send documents to multiple individuals, they can send them at once without spending time faxing one individual at a time. This further reduces the chance for errors and saves employees the time they’d otherwise have spent sending individual faxes.
3. Team Member Convenience
Businesses that use internet faxing solutions increase productivity by providing convenience to employees that need to send or receive documents. Since online faxing is internet-based, employees don’t have to return to the office to send or receive copies. They can do that from wherever they are as long as they have access to the internet.
For enterprises that have teams outside the office like sales teams, system engineers, and field agents, sharing documents with customers, vendors, and fellow employees becomes seamless with internet fax. Field teams can work conveniently without spending time and resources traveling to and from the offices to receive or send fax documents.
Further, efax enables these teams to act on documents and revert with responses within a short period because they can review, edit, and even sign documents from wherever they are. This main difference makes it the more preferred choice than traditional faxing.
4. Secure Storage Of Business Documents
Another critical productivity aspect that internet faxing offers enterprises is providing them with secure business documents storage. Faxes that are sent via the internet are automatically stored in the cloud. This makes it challenging for businesses to lose them as a result of unforeseen calamities or misplacements.
Also, employees can access the documents from anywhere and at any time. This saves companies time and money. It also enables businesses to practice paperless communication, which conserves the environment by reducing printing.
5. Better Document Organization
Keeping tabs of business documents that are sent or received through traditional faxing machines is a huge task. Documents are received and sent in printed formats. With all the paperwork involved, businesses struggle to organize and store them in an orderly manner. Internet faxing solves this problem by allowing for the storage of faxes online.
This makes it much easier for businesses to reference, check, and even retrieve them when the need arises. It also allows enterprises to organize their faxes. This saves employees time and energy, allowing them to perform other vital tasks.
Summing It Up
Internet faxing solutions offer businesses numerous benefits that conventional faxing machines don’t. When these benefits are leveraged well, team member productivity in a company is increased significantly. If you’re wondering how using internet fax will boost productivity in your business, the five aspects discussed above show you exactly how this happens. Consider the ideas mentioned here as you improve your business productivity.