This post was sponsored by Bicom Systems, a leading provider of VoIP phone systems and cloud services.
Can you believe it is 2019 and some offices still have fax machines?
Although there are many advantages of a physical fax machine, there are also many reasons you should start sending fax through email. It is more convenient, efficient, and just think of all the available space you will gain.
Keep reading to learn more benefits of faxing through email.
You Don’t Lose Your Focus: It is very unlikely that each employee has their own personal fax machine at their desk. It is probably located in a central part of the office or tucked away in a designated printing room. Wherever the location may be, it still means you have to leave your desk and walk over to the fax machine. Yes, it’s important to get up and stretch your legs every now and then, but that means you may lose your focus.
Sally from accounting is going to spot you and want to talk about her weekend. John is wondering what you are doing for lunch and by the time you make it back to your desk you’re thinking ‘what was I just working on?’
This can all be avoided by sending the fax from your email. You remain seated at your desk and the small task of sending the file fits into the flow of your work.
You Save Time: Not only are you maintaining your focus, you are also saving time. Faxing through your email takes a fraction of the time as sending a fax the traditional way. Even if the fax machine is right at your desk, you still have to place the paper in the feed, type in the number, hit send and wait for the confirmation. Not to mention the risk of a paper jam (Ugh!). But sending your fax through your email can be done in a few quick clicks.
You Save Money: Sending a fax means you are printing an online document to a piece of paper and sending it through a machine to receive yet another piece of paper. Let’s save the trees and avoid using so much paper by sending a fax through email.
Digital faxing also saves you the annual maintenance expenses that a physical machine has. Fax machines need ink, belts, toners and to be replaced every so often. You can avoid all these extra expenses because this feature is included in the price of your phone system.
It’s More Convenient: If you have made it this far in the post you are probably starting to realize how much more convenient digital faxing is. If you have this feature, you and your employees can fax from anywhere. Remote workers no longer have to wait until they get back into the office to send their pile of faxes.
Digital faxing makes it easier for you to search through sent and received faxes. You can download the files as a PDF and print or delete them as needed. Files will come through with the time and date that the fax was sent/received. Faxing through your email is more organized and will ensure you never second guess if you sent that fax. Everything else you need is on your computer, why shouldn’t your faxes be there too?
It’s Environmentally Friendly: We mentioned earlier that faxing through email saves paper (and trees). As per the FaxCompare website, if you have 25 people in your office, your company is using more than 8,700 pounds of paper per year.
That is really bad for the environment and can be avoided by switching to digital faxing.
Aside from the paper issue, fax machines are large and require a lot of power to run. These machines tend to be plugged in 24/7 and although they have power saving modes, they still use a lot of electricity.
These are just some of the many benefits of faxing through email. Not only will it save you time and money but you are helping the environment one sheet of paper at a time.
Take advantage of these benefits today and send our sales team an email at email@example.com. We would love to help you go green and give you that competitive edge you’ve been looking for.
Laura Kyle is a marketing assistant for Bicom Systems (www.bicomsystems.com).