Is your office going green? Is going paperless one of your organization’s cost-saving goals? Want ideas to help the people you manage or help reduce waste, reuse items, or recycle? If the answer is yes to any of these questions, here are some ideas for different shapes that you can use as part of your personal or departmental journey to become greener or more economical. Some of the ideas will not only save paper, but also ink and toner costs.
no paper options
1. When sharing text documents or spreadsheets created with others, do not make hard copies. Instead of copying it, put the document on a shared server and tell others who need the document the location of the file. If you don’t want to change the document, convert it to PDF or password-protect it for changes before disclosing its location. Or instead of hard copies, the document could be sent to everyone as an email attachment. If the document is going out of the company or modifications are not desired, then convert it to PDF or password protect it before sending it.
2. To share paper information that can normally be copied or faxed, scan paper documents into a computer, and then do one of the following. If the document is to be distributed to others, place it on a shared server or email it as an attachment instead of making copies. If a document is to be archived, save it to a CD or USB drive with similar files, then place it in the appropriate file within the archive. Pocket file folders or those with CD pockets make this a breeze and reduce the chance of it falling out and getting lost in a drawer.
Less paper options
3. If you share printed information within a small group and that cannot be copied, saved, or distributed electronically; consider routing the document. Put a waybill on the document that tells each person what to do with the document, how long each person can keep it, and shows the names of everyone who will receive the document. Then, put a space next to each name where readers can initial after completing their review, and then move on to the next person on the list who hasn’t initialed their name. If the document needs to be returned to the original owner, make sure that name is last in the routing list.
4. Whenever paper copies are required, make two-sided copies to reduce the amount of paper needed. Only make single-sided copies if there is a requirement for this. If too many single-sided copies are made or after it is no longer needed, reuse the paper by using the reverse side of the unsecured information as scrap paper and always place these unsecured papers in the paper recycling bin instead of in the paper bin. after use. Make sure that secured documents are removed in accordance with security requirements.
Reduce paper received
5. Reduce the amount of mail received by canceling unnecessary or redundant subscriptions. For subscription wishes, check to see if there is an electronic option and switch to that option if it exists.
6. Before you recycle mailers, request removal from the catalog and mailing lists of unwanted mailers. Often a toll free number will be on these paper items that can be called to remove them from their database. For submissions that are required for future business needs, ask if there is an electronic version that can be changed or request delisting and keep track of your website address for research and ordering purposes.
It doesn’t matter if your green journey is going green or if your cheap cost-cutting plans include going paperless, you should be able to find something in these six options to help get you and your people on the road. Remember, for any goal, always try to reduce waste, reuse items, or recycle wherever possible.