5 Reasons to Utilize PDFs As a Small Business

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small business
source (istockphoto.com)

Anybody who is even the tiniest bit tech-savvy knows what a PDF document is. PDF which is the short form of portable document format has been around since 1993 by Adobe Systems. It was designed for document sharing which is why it is perfect for businesses today. The design of a PDF has advanced throughout the years and allows you to not lose formatting information.  And its long-reigning popularity continues, irrespective of the technological advancements that have been made over time.

It has now the go-to document format for almost all official purposes. This article will take a closer look at the benefits of using PDFs for all small businesses. It also touches on why it is a superior alternative to peers, helping in improving business efficiency.

5 reasons small businesses should use PDFs

  1. Universal application: PDF is a convenient way to share documents because it can be used across operating systems and devices. Whether we use a Windows or a Mac or for that matter, a laptop or mobile phone, a PDF document can be opened. This is particularly good for a small business where time is of the essence, it can come in handy.
  2. Maintains format: PDFs also maintain the format of a document, making it distinct from other document formats. Say you share a Microsoft Word document with your teammate works on a Mac. Chances are the format will change on their default document software. As a small business, this is a tiny but potentially time-consuming challenge. It can be met easily if all documents are converted into PDF instead.
  3. Easily shared: Anyone who has tried to send attachments by email knows that file size is of critical importance. But PDF comes to the rescue. Because of their relatively compressed file size, they can be easily shared. Further, they help in maintaining data storage space for small businesses that deal with many documents every day.
  4. The comfort of usage: Because PDF has been around for a long time, it has probably been used by everyone. As a result, there is a high degree of familiarity as well as comfort in using it. This will come in handy especially if your small business begins to deal with overseas business. The PDF format also has a user-friendly visual format. This makes it easy to not just read documents but also share photos. From company reports to invoices for small businesses many kinds of documents can be found in PDF format. In this day and age, being able to send an invoice, especially for a small business can be crucial to your growth and overall revenue.
  5. Secure documentation: A key aspect of PDF as it is the security provisions for sensitive documents since they cannot be edited easily. Again, this will be needed when sending invoices as that is the last type of document you would want someone altering to their own terms. At the same time, it is not inflexible either. Using a PDF Converter a small business can edit its PDF documents. This saves time from working on the original document again and converting it back into PDF. At the same time, the PDF converter’s protect feature prevents any further edits, keeping it secure.

Alternatives to PDF

There are alternatives to PDF too. A small business can share documents by adding them to Google Drive. But here’s the catch. Its default format is not ‘Read-Only’, which prevents potential edits. This leaves it vulnerable to confusion arising from human error, costing a business time and efficiency. PDF on the other hand eliminates these errors, enhancing productivity.

Similarly, EPUB can be used as an e-book format. It can be great for mobiles or e-readers. However, it has limited usage and does not offer the flexibility of edits that PDF does. Further, it is not as universally recognized. As a result, PDF stands out by comparison creating more efficiency, which can be cost-effective for business.

Many people may complain about PDFs due to the size of the file may get to, but this is usually down to the images within the document or the graphics that may have been placed in it. But in the long run, it is better than using work documents as at least you know that it is secure, and the wording can not be altered and changed which is essential if you are sending any terms of an agreement.

It may not be the easiest of formats to use and yes the aspects of design and aesthetics aren’t always the best but in the long run, it is best to go with reliability and consistency.

Start using PDF today

Creating a PDF can be done on many different systems. Once your small business starts to grow you will need to be able to transmit information to clients, possibly, worldwide. You will need this to remain viewable and for it to successfully get to its destination without any digital error occurring. It will be used in a number of areas within your small business, whether you’re sending an invoice, statistic report, sending out contracts to even sale pitches. It will be a format that will pay for itself in the long run and will save you time.

Ensuring that you are reliable as a small business will be key to success.

So, if you are a small business, it would be a good idea to consider PDF as a productivity enhancement tool. Not only is it universally recognized it can be used across operating systems and devices. It has security features in place but allows for flexibility of edits when needed. It also helps in maintaining the document format and almost everyone is familiar with PDF. Sure, there are alternatives to it like Microsoft Word and EPUB, but they pale compared to PDF. Using this document format cannot only ensure that your small business protected documents but also adds to better time management.