Is your office turning 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 ways that you can use as part of your personal or departmental journey to be greener or more economical. Some of the ideas will save not only paper, but ink and toner costs as well.
No paper options
1. When sharing created text or spreadsheet documents with other people, do not make hard copies. Instead of copying, put the document on a shared server and let others who need the document know the location of the file. If you don’t want to make modifications to the document, please convert it to PDF or password protect it for changes before revealing its location. Or instead of hard copies, the document could be sent to everyone as an email attachment. If the document is leaving the company or no modifications are desired, convert the document to PDF or password protect it before submitting.
2. To share printed information that can normally be copied or faxed, scan paper documents on a computer, and then do one of the following. If the document is to be distributed to others, put it on a shared server or email it as attachments instead of making copies. If the 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 filing cabinet. 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.
Fewer paper options
3. If you share information in print within a small group and that cannot be copied, saved or distributed electronically; consider distributing 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 all the people 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 did not initial their name. If the document needs to be returned to the original owner, make sure the name is last in the routing list.
4. Whenever paper copies are required, make two-sided copies to reduce the amount of paper required. Only make one-sided copies if necessary. If too many single-sided copies are made or after your need has passed, reuse the paper using the reverse side of the unsafe information such as scratch paper and always put these unsafe papers in the paper recycling bin instead of the paper bin. after use. Make sure protected documents are disposed of in accordance with security requirements.
Reduce received paper
5. Reduce the amount of mail received by canceling unnecessary or redundant subscriptions. For desirable subscriptions, check if there is an electronic option and change it to that option if it exists.
6. Before recycling mailed announcements, request that they be removed from the catalog and unwanted announcement distribution lists. Often there will be a toll-free number on these paper items that can be called to remove them from your database. For emails that are requested for future business needs, ask if there is an electronic version to which you can change or request removal from the list and keep a record of your website address for research and ordering purposes.
It doesn’t matter if your eco-friendly trip is going green or your inexpensive cost-cutting plans include being paperless, you should be able to find something in these six options to help you and your people stay on track. Remember, for whatever purpose, always try to reduce waste, reuse items, or recycle whenever possible.