Why it's time to downsize your office - and how you can cut back on stress.

Office space is expensive, and in an increasingly remote working world, many Canadian businesses are downsizing their office space. Whether you’re moving to a smaller office or eliminating the physical workplace overall, office downsizing can help control costs and boost your bottom line.

Some of the world’s largest organizations have cut back on office space. Companies like Yelp, Airbnb, Spotify, and 3M have all done away with the hybrid workplace, opting for a setup that is fully remote. This means selling off physical locations, moving to a smaller space, or setting up a virtual workplace.

While plenty of research suggests that this downsizing is here to stay — 52% of major US companies plan to cut back on their office space next year — it also comes with some logistical challenges as you shift your business to a smaller space. If you’ve been in business for a long time, you likely have equipment, files, and lease agreements to contend with. Moving can be difficult, but there are plenty of ways to smooth out bumps along the way. 

Digital document scanning makes office downsizing easier

If you plan to downsize your office, you’ll need to make room for your documents as well. Businesses that have been in operation for a long time usually have plenty of paperwork, and a smaller office means less room for stacks of files. Digital document scanning is a good way to manage your new space. 

Storing your files in the cloud removes the need for hard copies, making it easier for you to do more in a smaller space. It also provides your users with the ability to access their documents anywhere, while still staying compliant with regulations in your industry. Files stored in the cloud can be easily found, automatically backed up, and shared with only the people you want to see them. 

Digital document scanning helps you move office

Scanning paper documents not only frees up floor space in your new location, it also helps you save on moving office. Office moving costs in Toronto can be between $110 and $170 an hour just for labor. You’ll also need to rent a truck, pay for liability and insurance, and — if you have many paper files — likely spend a full day moving them to your new location. 

Arranging to have your documents scanned and stored before the move reduces the cost of changing locations, including the time you and your team spend organizing your new space. It also limits the liability of losing documents, and gives you the peace of mind that all of your information is safe.

Digital document storage keeps documents secure

Document storage can be complicated, especially if you’re dealing with medical or legal information. Sensitive documents need to be handled with care, and storing your documents online means that they are encrypted, protected, and only accessible to the users who need them. 

With more remote workers needing access to documents, it’s important to have files that are not just digital, but safe. Storing your documents securely eliminates the risk — and makes your office downsizing process a breeze!