Does this sound familiar: you attend a parent teacher group meeting where it is decided that the organization will become paperless. It should be simple to send out emails instead of paper flyers. The group will also launch a website so that families can download the flyers. This means you will no longer have to spend money on printing. The savings will be great.
Everyone approves of the idea. As it gets underway, it becomes apparent to you that the paper is still accumulating in your mailbox. Then you realize that while you are not sending out paper, you are still collecting loads of paper so you must be only half paperless.
Where does the PTO go from here to become truly paperless?
They have taken the first step by producing electronic documents. However, their workload has not changed as the sorting, tallying and filing has not yet been eliminated.
How does a PTO become truly paperless?
Launching the website is the first step. Eliminating the sorting, tallying and filing of paper is the second. This can be accomplished by adding pages to the website that will enable the families to provide the information needed. The website will also be able to present the information to the PTO board as they need it. This can be in the form of a report or spreadsheet.
To use an example, you may want to have new families go to a page on your website where they can enter their name, address and contact information. Once they provide the details and click on the save button the website records it and then presents it to you as you need it.
Did you see how this simple scenario has eliminated many hours of work for your PTO volunteers? Your families key the information into the website. Your website compiles and displays the information of all families with the simple click of a button. With this, your volunteers and your PTO have benefited from the elimination of hours of sorting, collating and filing. And your PTO is on the path to being truly paperless.
Youre probably thinking that it sounds great but must be expensive. The truth is, that it is now very affordable. The Paperless PTO is one web hosting provider that offers a unique solution. They have designed a website template that is catered exclusively to parent teacher organizations. The program will guide PTOs, PTAs and all other parent teacher groups on how to be truly paperless. And they will do it at the pace you are comfortable with. Their program even offers a fundraising feature built into it that will generate recurring income for your PTO. Volunteering is certainly a thankless job. Wouldnt you want to make it easier as well as rewarding?