Papers are essential to the workplace. They are also the biggest source of waste in the office too. In the US alone, the average office employee uses at least 10,000 sheets of paper every year. If that doesn’t seem like much, here’s something more interesting: Of the 10,000 sheets, roughly 20% are eventually used for the intended purposes.
The remaining 80% are usually condemned as wastage and either trashed or recycled in environmentally conscious organizations. This means that if the average organization spends $50,000 on papers every year (conservative figures I know, but just indulge me), about $40,000 is spent on wastages.
That’s money that could have been used to pay an employee’s salary for a year. The good thing is you can cut back on your paper usage without it affecting your staff’s productivity. Here are a few proven paper saving tips that you can adopt today.
1. Consider Hand Written Corrections: This is best for drafts and internal documents. Minor corrections like typos and a missed comma here and there can be corrected using black pens. As long as the corrections are minor, this will work.
2. Adopt Electronic Messaging: Send more emails to your employees, use electronic media more, post notices on company websites or private company forums and message boards.
3. Use Online Fax Systems: Instead of using an offline fax system, use an online fax system. That way, you and your employees can print your fax messages anywhere and at your convenience, instead of losing one and having to reprint or make copies.
4. Print and Copy Documents on Both Sides: Adopt a double sided printing and copying policy. Print all documents –particularly drafts- on both sides of the paper. This alone can cut your paper usage by 50%.
5. Reduce Document Sizes for Drafts and Edits: If you do a lot of drafts and edits, consider compressing or reducing the font size and paragraph spacing on the papers.
6. Cancel Unnecessary Magazine Subscriptions: If there are online editions available, you might want to cancel the subscriptions for the offline editions.
7. Proofread and Spell-Check Documents Before Printing: Most document drafts are often corrected and reprinted 5-9 times before the final copy is printed. In many instances, the documents have just minor corrections. So, instead of printing over and over, organizations can adopt a proofread-and-spellcheck-before-printing policy. And thanks to word processors, this is pretty easy to do these days.
8. Fewer Copies of Memos and Notices: Print fewer memo copies and establish a memo route. That way, one single memo can be passed around the office and then pasted on a notice board for everyone to see.
9. Buy Recycled Papers: Adopt an environmentally friendly attitude. Opt for recycled papers. Recycled papers are often lighter, require fewer resources during printing and are usually high grade papers.
10. Collect Papers for Recycling Purposes: Instead of throwing out all waste papers, simply collect them for recycling and send them to the recycle plants. If your organization deals with sensitive information, sort the wastes and send the general wastages to the recycle plants while you dispose of the sensitive documents the best way you can.
Oscar King is a content writer and blogger from Orlando, Florida. When he isn’t working Oscar enjoys spending time with his family. If you are looking for an online fax provider, he strongly recommends you start your search at Find A Fax.