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Below are quick tips for using less paper and saving money for your office. Why not try
a few of these ideas and see how fast the savings add up for you?
Policy Considerations
- Adopt a "Double-Sided" Policy. Consider adopting an organizational policy
that will ensure all individual documents are printed on both sides of the page. For an
example, see the CIWMB In-House Waste Prevention Policy.
- Minor Hand Written Corrections are OK. Consider adopting an in-house
policy allowing internal documents to be submitted with minor legible handwritten
corrections. This means it is okay to make neat handwritten corrections to fix typos and
punctuation errors, add a word or delete one, on documents you give to your managers, so
long as the document is for internal use. You can save time and paper by making a simple
hand correction and by having several people review the same draft, rather than reprinting
each successive draft.
- Set Computer Defaults to Print Double-Sided. Set up computer software
for default two-sided printing including word processing, spreadsheets, electronic mail,
and others.
- Preview Documents Before Printing. Proofread documents on screen before
printing. Don't forget to use the speller/grammar function to detect errors.
- Print Only the Pages You Need. You just got back that 20-page report
you wrote and there are changes to make on pages 2, 3, 4, 7, and 15. After making the
changes, do you print out the whole document? If yes, consider instead printing only the
pages you need. Most software programs provide this option under the print function.
Consult your information management staff or your software guidebook if you are unsure of
how to print selected document pages.
- Print Envelopes Without Labels. Save the cost of buying mailing labels
and eliminate the waste associated with those labels by printing addresses directly on
envelopes. Most printers can easily print directly on a variety of envelopes. Educate
employees on this printer function and keep instructions posted. Printing addresses
directly on envelopes also maintains the recyclability of those envelopes, unlike
"sticky" labels, which are a paper recycling contaminant. (See Pressure-Sensitive Adhesives, a Sticky Recycling Problem
for more information.)
- Practice Preventive Copier Maintenance. Keep copiers and printers in
good repair and make it policy to only buy copiers and printers that make reliable
double-sided copies. Let your copier maintenance person know when a copier is performing
poorly (toner is low, jams frequently, etc.). Regular copier maintenance is important,
especially if the toner is low. Many times copiers are used until all the toner is gone
and that wears down machines. A copier that works well is less likely to jam and this
helps save paper!
- Fill Copier Trays Correctly. Yes, there is a right way to put paper
into the copier. Before filling a copier paper tray, check the label on one end of the
paper ream package. Look for an arrow pointing up and the words "copy this side
first." Put the paper in the copier so that this side is facing up. This will reduce
jams. Note that when a paper ream does not have a label with arrows, you can perform
a simple test to see which way the paper should be inserted. Hold the stack of paper at
each end and note how it flops down. Turn the paper over and note again how it flops down.
The side that has the greatest flop, or curve, faces upward in the paper tray.
- Route Memos and Newsletters. Instead of making a copy for each person,
route one copy around the office. Ask originators to send fewer copies to your office.
- Format Standard Forms for Paper Reduction. Reduce and double-side
standard forms. When possible, automate standard forms as templates. Electronic forms are
easier to use and eliminate the need for blank hard copy forms.
- Shorten Documents. It costs about 5 cents to make an impression from
your office photocopier. When you mail a document, it costs about 3.5 cents each page for
first class mail. Paper costs about .6 cents per page. Shorter documents save money! Make
your writing as clear and concise as possible. Have someone else edit it. You can
use smaller fonts or margins, but be careful not to compromise readability.
- Use Revision Features in Word Processing Software. Take advantage of
onscreen editing features when making changes to draft documents, then send the new draft
electronically.
- Provide Trays to Collect and Reuse One-Sided Paper. Encourage employees
to save and reuse paper printed on only one side at their desks. Collect paper that has
been printed on one side for reuse in copiers and fax machines. Also, use the one-sided
paper to make scratch pads. Making ¼-, ½-, or full-size scratch pads is simple and
easy—just put single-sided paper face up and secure with a paper clip or binder clip
at the top!
- Provide Trays to Collect and Reuse Envelopes and File Folders.
Encourage reuse of large envelopes and file folders by providing centrally located trays
for their collection. Your office can buy mailing labels with the your return address and
logo to place over old addresses on envelopes to facilitate their reuse. Always encourage
employees to first reuse items such as large envelopes and file folders at their desk.
- Send Information Electronically. Use e-mail for forms, document
transmittals and faxes. Think carefully before printing electronic information. Organize
and save it so it is easy to look up. This way you won't need to make hard copy files of
important information. Do make backups on floppy disks regularly!
- Reduce Unwanted Mail. Contact mail senders to take your company's name
off their mailing list or mark unwanted first class mail "Refused, Return to
Sender." For more information, see Reducing
Unsolicited Mail at Your Business.
- Eliminate Excess Mailings. Trim mailing lists used to send information
to your customers. Give customers opportunities to indicate if and how often they want to
receive information. Your customers will appreciate your efforts to minimize unwanted or
duplicated mailings.
Educate Employees on the Benefits of Paper Reduction
- Let employees know that their paper reduction efforts not only save
paper, but also postage costs (from reduced mail volume), and storage space requirements.
All these savings add to a leaner, more efficient office that benefits everyone.
- Promote a "Think Before You Copy" Attitude. Workers should be
encouraged to make sure they really need the copies they are making and not to make excess
copies.
- Post Paper Reduction Reminders by Printers and Copiers. Remind people
to copy double-sided by posting reminders near the copiers, using interesting posters or
entertaining slogans ("2 sides are better than one," "make a 2 (copies) for
1 (page) offer," "get a second impression," etc.) and change them often to
maintain interest. See the paper reduction campaign promotional
materials available through the CIWMB.
- Consider Formalizing your Efforts in a Paper Reduction Campaign. Make
the campaign complete with slogans and a kick-off event. Include representatives from
management and all levels of staff, decide priorities, develop measurable goals, and a
timeline for implementation. See the CIWMB business waste reduction fact sheet Creating a Paper Reduction Campaign, Pub.
#500-94-034, for more information.
For More Help:
- CIWMB Waste Prevention Information Exchange,
(916) 341-6363. The Info Exchange has sample outreach materials from other organizations
and offers technical assistance.
- CIWMB Buy Recycled Program, (916) 341-6481.
- For the name of your local recycling coordinator call the Board's Office of Local
Assistance at (915) 341-6481.
Publication #441-97-020
To order this publication , or for more Business Waste Reduction
Assistance, please contact us! If you have questions, information, ideas, educational
materials, etc., please share it with us so we can share it with others!
bzassist@ciwmb.ca.gov
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