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Think before you print – Your paperless office

Photocredit: Shutterstock

 

Earth Day, Saturday, 22 April, is all about environmental protection.

 

We’ve all heard about the 3Rs (reduce, reuse, recycle), which help to reduce pollution caused by waste, conserve natural resources, save energy and reduce greenhouse gas emissions.

 

Many industries, including the tourism sector, are big contributors to environmental pollution; however, with proper waste management, a business can improve its business reputation, reduce waste costs and save energy. Reducing the amount of used paper in the offices can make a considerable positive impact.

 

Here are some ideas on how to reduce your paper waste in the office, even after Earth Day:

 

  1. Share files internally:

With Google Docs you can work simultaneously with colleagues on a document or spreadsheet. That means you do not need to share printed papers anymore. Other programmes that offering interactive document editing features include Microsoft Office 365 and Basecamp. For file storage and sharing, Dropbox or WeTransfer are popular options.

 

  1. Multitask:

Consider to invest in a dual or multi-monitor setup. According to the CIO Magazine and the Kyocera Environmental Survey 2011 employees print documents for cross-referencing them with another document. Giving employees more screens can also boost productivity at the same time. LCD monitors typically outlast computer upgrades, so this is one cost you’ll only need to pay once.

 

  1. Communicate with staff:

Explain to staff why it is important to minimise paper use and encourage them to join in the movement. Perhaps a competition that tracks the number of pages printed per person and shared with the team can be implemented and can incentivise staff to use less paper. Of course, this works best if staff are supported with paper saving facilities (online document stores, dual monitors, etc.).

 

  1. Make printing inconvenient:

An easy but effective way to save paper may be to reduce the number printers or paper available. Without fewer available printers in the office, employees are more likely to print less. This tactic can also help to save printer costs.

 

Sometimes, printing is absolutely necessary. Follow these rules for eco-friendly printing.

 

Successfully reducing the use of paper is a not done overnight. It takes effort and continuous education to move away from paper and establish a culture that shuns waste. Adopting the right tools can go a long way toward creating an environment to support a paperless office.

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