In the quest for an eco-friendly office, paper is the first thing to go. File cabinets get phased out in favor of cloud-based file folders, for example, and nothing is printed unless absolutely necessary.
What about the fax machine?
In some offices, fax machines sit around collecting dust. Maybe you decided to pull the plug on your fax machine a long time ago. But there’s an alternative: online fax.
Online Fax Is Environmentally Friendly
Online fax service features make it wholly unnecessary to have a fax machine. Instead, files are sent to a recipient’s fax machine via email, and any faxes that are sent to your “fax number” actually land in your own email inbox.
That means the overhead associated with faxing is rendered completely null and void: no extra phone line, no machine, no ink and certainly no paper. There are no moving parts to break, no busy signals to fight through and no paper jams to make you want to rip your hair out. There’s also one less machine burning energy and increasing your cooling bill.
You just download an app to the smart phone or tablet you already have, or just use the Internet from any computer. You don’t even have to be in the office to send a fax.
If the recipient uses a fax machine, the fax will be printed there. Otherwise, it will land in his or her email inbox. (Sometimes it’s actually more convenient to use a faxing app for large documents than it is to actually upload them to email, based on the way the files are packaged together.)
Online Fax Makes Document Signing a Breeze
If you hardly ever use a fax machine in the first place, perhaps the only times you wish you owned one were to quickly sign a contract and send it back. Instead, you have to go through a roster of steps to get your John Hancock on that paper: printing the document, signing it, scanning it back to the computer, making sure it is still legible and properly formatted, and emailing it.
With the various online faxing apps, signing a document in your own unique handwriting is as simple as scribbling across the screen with your finger. Done and sent. It couldn’t be easier.
Online Fax Is a Boon to Productivity
There are some other nifty features associated with online fax services. For example, with the eFax app, you can take a picture of a document and then “fax” it to someone. Or, you can simply use the fax app to store said document in the cloud for future use. This makes it easy to organize materials from a conference or trade show, or to share meeting notes among colleagues.
Online Fax Makes Your Business Communications More Flexible and Hassle-Free
Some people simply insist on receiving documents via fax. Rather than having to conjure up a work-around to make them happy, you can just open your trust fax app or send an email. The recipient will be none the wiser as to your modern ways.
Likewise, when someone has a large volume of documents in hand, their options are to either scan them to the computer and email them to you, or feed them through the fax machine. Faxing actually makes more sense because there are fewer steps to take. But you reap the reward of having every single page digitized by the time it lands in your inbox. You can instantly forward it to colleagues or share it in the cloud.
You don’t have to go through any extra work to make the files so accessible, which is what would happen if you still used a traditional fax machine: you’d still need to scan them to the computer. In this case, the sender unwittingly did all the hard work for you!
In short, online fax is a no-brainer for any environmentally-conscious office. But there are many other perks to its use as well. Online fax bridges traditional communication with technology in an utterly seamless fashion. If you like to take care of things as quickly and efficiently as possible, you’ll want a robust online fax service within your arsenal of tools.
Cathy Habas is a freelance writer who focuses on the marketing and business development niches. She works with clients around the globe and has helped nurture several start-ups into flourishing businesses. Currently, serve as contributing writer for Houston’s concrete expert Texcon Ready Mix. Cathy lives in Louisville, KY with her posse of dogs.