The Green Office; Reducing Paper
Moving Toward the Paperless Office - Greener Working Practices
Simple Ideas for reducing the use of paper in the workplace; cutting costs, improving efficiency, and being more environmentally friendly.
The debate rages on about how practical a paperless office could be. Anyone who has worked in any commercial or government organisation will know that removing paper altogether is a noble but distant aim. However, there are things that every organisation can do to reduce the volume of paper it uses, and therefore the amount of paper eating into the stationery budget.
Reduce Printing
Lowering the number of items printed also reduces ink costs and may seem obvious, but it’s surprising how often items are printed just to be thrown away.
- Remove unwanted pages. Are header sheets produced to identify who printed the job? If so, are they necessary? A tray next to the printer to hold prints until collection may be the answer.
- Run periodic "print audits". A log (using the back of a previously used page, of course) next to a printer on a given day, where colleagues have to record what they are printing and why, may help to change attitudes. For example, how many emails are printed and stored in files when they could be kept in electronic folders?
- Using an electronic fax system and/or email enables users to send documents without having to print them first. Passwords can be used to protect documents from unauthorised viewing and editing if they are of a sensitive nature.
- If an organisation produces long documents, proofing software tools assist the checking of documents prior to printing.
Printed documents are not only expensive to produce, they are also costly to store and destroy, so reducing printing altogether is the most efficient way of lowering paper-related costs.
Smarter Printing
Of course, some items do need to be produced on paper, even if they are only needed in hard copy for a short while. There are still ways to reduce a company’s paper budget.
- Setting up printers for double-sided production where appropriate. Large reports are easier to carry if they’re only half of their original thickness.
- Large organisations may find it worthwhile to invest in software which produces statistics showing print volumes per user. This will enable managers to tackle localised peaks in use, and can also be used for fun incentives, with prizes awarded to the person or department producing the fewest prints.
Recycling Paper
Re-using paper within the office can have significant cost benefits.
- When a document is no longer needed, it can be put back into a separate paper tray on the printer. This way, if colleagues need to print something for internal use only, they don’t have to produce their documents on new paper.
- Not all paper is suitable for re-printing. For example reports that have been stapled or bound may not feed through the printer smoothly. However, these sheets can be used as scrap paper. As well as reducing the costs of paper for printers, this could also reduce the budget for jotter and note pads.
The suggestions above rely on a shift in attitude as much as a change in practices, but with persuasion and explanation, all colleagues can understand the benefits.
The planet will be grateful too.
