Bitkom: German Offices Say Goodbye to Paper and Files

3 min. read

A survey by the industry association Bitkom reveals that companies and offices in Germany, likely triggered by Covid-19, are using and consuming significantly less paper and files and are now focusing more on digitalization. However, there is still room for improvement.

Paper is patient, as the saying goes. But when companies and authorities cling to it or even to fax machines, the patience of many people in Germany is wearing thin. In fact, a lot has changed in the past five years since the onset of Corona and the mandatory work-from-home orders. More and more companies are moving away from analog media, communicating digitally, and storing content in the cloud to make it accessible to all authorized parties.

Nearly three-quarters (72 percent) of the 602 German companies with more than 20 employees surveyed by the Digital Association Bitkom are using somewhat less or significantly less (32 percent) paper today than they did five years ago. The proportion of large companies with more than 500 employees that have seen no change is higher at 27 percent compared to the average of 21 percent, and it is lower for businesses with up to 99 employees.

Large Companies Rely More on Paper and Files

When it comes to file folders, the situation is somewhat different with 34 percent remaining “unchanged.” Only 57 percent of companies have fewer or significantly fewer (20 percent) in use compared to 2020, while five percent even have more. Human resources (HR) or personnel departments, accounting, finance and controlling, as well as top management, are particularly attached to their analog file mountains, with shares ranging from 94 to 82 percent. In customer service, sales, and logistics, these figures are 69 and 65 percent, respectively. Traditionally, the least amount of paperwork is found in production and manufacturing, with 30 percent. However, Bitkom evaluates the reduction in file folders as a success overall. Many companies believe they have already made significant digital progress. Every ninth company (11 percent) sees itself as already at the forefront of digitalization, while just over a third (37 percent) considers itself a pioneer. Nearly half (49 percent), however, still view themselves as laggards. One percent of respondents even admits to having missed or overlooked digitalization.

Accelerate Digitalization More Consequentially

“German companies must now drive digitalization forward consistently, transition from planning to implementation, and invest in digital competencies and infrastructure – only then can they secure their future viability,” emphasizes Bitkom CEO Dr. Bernhard Rohleder.

The fact that paper and files are not sustainable has been common knowledge since the beginning of the new millennium. However, the potential of digitalization has significantly increased over the past 20 years thanks to more efficient hardware and software. Beyond cost savings, many companies also leverage this for image-enhancing marketing, as well as for employees, customers, and partners.

Change Management Must Start at the Top

94 percent of respondents stated that they use digital processes to become more sustainable, 92 percent to reduce costs, and just over three-quarters, or 77 percent, aim to work more transparently and efficiently. 74 percent want to relieve their employees. Nearly 9 out of 10 companies (88 percent) aim to better serve their customers, while 85 percent want to maintain or even improve their competitiveness. Around two-thirds (74 percent) aim to position themselves as modern, attractive employers to attract talent and counteract the skills shortage. For 82 percent, the advantages regarding legal requirements also count.

According to Bitkom, how much these potentials are realized depends significantly on the leadership or management. Only 58 percent of respondents trust them to have sufficient competence to drive digitalization forward. After all, change management starts in the minds of the companies. Many of them still hesitate to use AI because they fear the costs or do not recognize the potentials.

Source header image: Unsplash / Anastassia Anufrieva

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“The potentials of digitalization have increased significantly over the past 20 years thanks to more efficient hardware and software.”