Ten Top Tips for Reducing Paper

There’s been talk of ‘The Paperless Office’ for many years, for some, becoming 100% paperless may be a pipedream. The talk of paperless dates back to at least 1974 if not before; certainly before widespread use of pc’s, laptops and other devices.

With the advent of multiple virtual apps and digital tools, it’s undoubtedly easier to reduce paper than it used to be. But for the less digitally savvy, old habits may be hard to change. (Actually, that’s true of behaviours generally, when aiming to reduce environmental impacts – which is where the challenge happens.)

In my recent post, Which is Best ... Recycled or FSC Paper?, I promised to share some tips for using less paper. If you can’t avoid using paper altogether, here’s some ideas for drastically reducing the amount of paper your office consumes.

Tip No. 1

Print After Proofreading

In other words, print only the final version. Some people find it easier to proof read from a printed copy than from the screen. If you work this way, try to eliminate as many errors as possible before printing. Make a conscious effort to print only one draft for checking before the final version.

Tip No. 2

Print Double -Sided

Set the printer to default double-sided printing. If you have to print out a draft copy, save on toner too, by choosing draft print setting. 

Tip No. 3

Use Scrap Paper

Some people like to write notes and memos to themselves. Encourage them to use scrap paper where possible, rather than pristine white printer paper, before sending if off to the recycle bin. Of course, as you print less and go double sided, this may become less of an option!

Don’t forget to use PEFC, FSC or recycled products where you can’t avoid using paper.

Tip No. 4

Find a Digital App

Instead of annotating notes longhand, find online apps to do what you used to do on paper – for example, Sarah Small of aDigitalMe has recently set Coral Mountain up with Asana, the online task management system. Instead of an old clip file with pages of ‘To Do’ lists, I can now manage my tasks online and share them with other team members where necessary. 

There’s a digital tool, usually with a convenient mobile app for pretty much all of your everyday activities, removing the need for filling shelves full of documents. 

Debbie Whitaker of NotJustNumbers suggests Xero for all your invoicing and accounting. They’ve recently developed and launched their own app to provide additional accounting support. The system not only reduces the need for paper invoicing, it also reduces time spent on administration.

Tip No. 5

Avoid Printing Multiple Docs for Meetings

Inviting people to meetings is usually done either by email or calendar invite, but what about when delegates arrive at the boardroom? The agenda and supporting documents are often printed multiple times, with copies for everyone. As an alternative, ask people bring their laptops or tablets. For Apple products, show them how to download documents using tools like Box.

Tip No.6

Move the Printer

If the printer is at the other end of the office, or even on a different floor, instead of on every desk, people have to get up and walk over to it. By changing the physical proximity of the equipment, it will discourage overprinting. This is especially effective when combined with the next tip on tracking. 

Tip No. 7

Track What’s Been Printed, Measure and Reward

Use existing technologies such as access codes and fobs to track the quantity of each individual’s printing. This can be tracked and measured. Reporting should emphasise the positive aspects of encouraging people to reduce what they produce. They may not realise how much they are sending to print until they see a summary.

By creating a competitive element to quantifying volumes, with an incentive or reward scheme, you can encourage greater commitment to reducing the number of reams purchased. Some roles may require more paper records than others, so data should be normalised accordingly.

Tip No.8

Make it Engaging

To encourage ‘buy in’ make the new methods engaging. If people are ‘on-side’ and understand the benefits, rather than feel it’s just being imposed upon them, they are far more likely to go along with the new procedures. This can be achieved by training, combined with the techniques suggested Tip No.7.

Tip No.9

Devise a Policy

Ensure that measures to reduce paper use are not just a passing whim, carried out continually and re-enforced by devising a policy. It could be as part of your environmental policy. By putting structures in place, you have a process to inform your colleagues of the new procedures and new starters that this is how things are done.

Tip No.10

Make it a Project

Get Coral Mountain to help you implement the plan. We can take the pressure off finding the time and resource to encourage everyone to reduce their paper usage – from writing your environmental policy, to designing your incentive scheme, to helping to change behaviour patterns, to creating a paperless agenda as part of your wider sustainability programme.

Call or email me today on (0113) 289 2208 to ask about Coral Mountain’s FOUR ‘A’ SERVICE. Let’s start talking about how easy it is to take charge of your environmental impact.

Coral Mountain’s new website is coming soon. You'll be able to see more details of our services, as well as news and a blog with more tips and pointers to transforming to a sustainable organisation.