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Is your office getting green? Is paper elimination one of your organization’s savings goals? Do you want ideas to help the people you manage or help reduce waste, reuse items or recycle? If the answer to any of these questions is yes, below are some ideas in different ways that you can use as part of your personal or departmental journey towards being greener or more economical. Some of the ideas will save you not only paper, but also the cost of ink and toner. .
No paper options
1. When sharing your created text documents or spreadsheets with other people, do not make hard copies. Instead of copying, place the document on a shared server and let others who need the document know the location of the file. If no document modifications are required, convert the document to PDF or password-protect it from revealing its location. Or, instead of making paper copies, the document can be sent to everyone as an email attachment. If the document is being shipped outside the company or no modifications are required, convert the document to PDF or password-protect it before sending.
2. To share printed information that can normally be copied or faxed, scan the paper documents into the computer, then do one of the following. If you want to distribute the document to others, place it on a shared server or e-mail it as an attachment instead of making a copy. If the document is going to be stored, store it on a CD or USB drive with similar files, and then put it in the appropriate file in the filing cabinet. Pocket folders or those with CD slots make it a breeze and reduce the possibility of it falling out and getting lost in the drawer.
Less paper options
3. When sharing printed information in a small group that cannot be copied, saved or distributed electronically; consider shipping the document. Place a bill of lading on the document, telling each person what to do with the document, how long each person can keep it, and showing the names of everyone who is to receive the document. Then put a space next to each name for readers to initialize after the review is complete, and then pass it to the next person on the list who has not initialed their name. If the document must be returned to the original owner, make sure that the last name is on the routing list.
4. Whenever paper copies are required, make two-sided copies to reduce the amount of paper needed. Make single-sided copies only when required. If too many single-sided copies have been made or the need for them has passed, reuse the paper by using the back of the unsecured information as scratch-off paper and always place these unsecured papers in the paper basket instead of the trash can after use. Make sure that secured documents are removed in accordance with security requirements.
Reduce the received paper
5. Reduce the amount of mail you receive by canceling unnecessary or redundant subscriptions. For desired subscriptions, check if there is an electronic option and change to that option if there is.
6. Before recycling your mailing ads, ask that any ads you do not want are removed from your directory and mailing lists. Often these paper documents have a toll-free telephone number that can be requested to be removed from their database. For shipments that are needed for future business needs, ask if there is an electronic version to switch to or request removal from the list and write down your website address for search and ordering purposes.
Whether your green trip is going to be green or your economical cost reduction plans include being paperless, you should be able to find something in these six options to help you and your people on your path. Remember that for both purposes, always try to reduce waste, reuse items, or recycle whenever possible.
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Source by Shirley Lee