For some time, we’ve been talking about the extra office space which businesses find they have after digitizing their paper documents. Digitization reduces document storage needs dramatically, at a rate of 9 square feet for each filing cabinet eliminated. That can add up pretty quickly to some real space savings that goes straight to your bottom line.
But what if your business can’t just hand back the excess space? Maybe your lease isn’t ending for some time. Maybe your building’s interior configuration doesn’t allow for easy reassignment to another tenant. What will you do with the extra space that you’re already paying for?
And if you add hybrid-workplace space savings into the equation, you may find you have even more unused space. Digitization supports hybrid operations by making digital documents securely accessible to off-site staff. A sizeable number of hybrid offices are empty on Fridays or Mondays; everyone is working from home, with access to digital document files. Again, what happens to all that unused space?
Here’s a proposal: Offer it to a community nonprofit. Chronically underfunded local and regional nonprofits need meeting places for volunteer training and activities. Their boards need a conference room. Their clients need a safe place to meet with volunteers.
If you’re working on a hybrid schedule, it’s easy to know when your conference room is available to a nonprofit. Even if you’re full-time in-office, the space your filing cabinets used to occupy can be put to good use as a volunteer meeting area after business hours or on weekends.
It’s a win for everyone. The nonprofit’s volunteers have a safe and professional meeting place. Your staff is likely to follow your lead in supporting community organizations. Your brand is reinforced by public participation in community life. And your budget potentially gets a nice boost in the form of a tax deduction. It’s one of those rare opportunities with no downside for anyone.
And in case you’re worried about having outsiders in your workplace, remember that digitizing your documents adds a level of security that you can’t get with paper documents. It protects them from prying eyes, and from falling into the wrong hands.
So bring those nonprofits into your extra office space, and make the world a better place!
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