5 Ways to Go Paperless In Office |
Posted: August 31, 2016 |
Welcome humans! We are currently living in the internet age of the 21st Century, where the world has become a closely connected global village, and yet we haven’t been able to eliminate the use of paper completely. With the introduction of emails, one would have thought that the days of paper usage are numbered, but they were sorely mistaken! Everyone knows how the usage of paper has an adverse effect on the environment. Workplaces can be tagged as the biggest culprits that lead to deforestation and global warming. At a digital time when mobile devices with pixel densities similar to that of print media are frequent and when every single employee has access to a computer, it's quite peculiar that not much hasn't been done to reduce paper wastage and usage per se. If you want to act responsibly and show your love towards planet Earth, here’s how you can save paper or go paperless in your office: Use thinner paper Yeah, it’s impossible to completely let go of paper usage, as of now. But using a thinner paper can make a huge difference both in terms of amount as well as the cost of paper used. The thickness of a printer paper mostly ranges from 60 gsm (grams per square meter) to 100 gsm. To make a decent purchase, you must know how to select the perfect printer paper that fits your bill on the thickness front. Avoid heavier weight sheets since they cost more per sheet, and use more fibre. Remember, using thinner paper does not change the printer’s performance and can save money for you in the long run, too. Think before you print and reduce print runs It is, of course very alluring to push the print-button. But, printing out unnecessary copies of documents leads to tremendous paper wastage. Therefore, you must carefully assess your needs before bulk printing information materials like brochures. As is the case, hundreds of unused copies end up clogging up storage rooms. Encourage employees to be mindful about the number of copies they print in order to cut back on wastage. Reuse paper Put as many paper collection systems in your workplace as possible. For instance, set-up clearly labelled and visible recycling bins near copiers, and around employee eating areas to collect newspaper, mixed paper, white paper, magazines, etc. Also, if possible, provide recycling containers near desktops to employees. Lastly, ask the cleaning staff to carefully place collected paper in separate containers without dirtying it via contact with other waste material. Discourage Paper Usage Dissuade employees from using paper in the office by generating a monthly report that keeps track of the number of pages printed per person. This works best if your office’s existing multifunctional machine or printer server supports the track printing feature. Or, you could also make printing less convenient for the workforce by slowly reducing the number of printers in the office. Instead, consolidate on small, low-end printers that are capable of churning out higher print volumes from a central location. Harness More Technology Modern information and communication technologies can provide opportunities galore to businesses to operate with far less paper. If you properly harness the power of e-mail, document scanners, intranets, and the Internet you can drastically reduce paper usage. Instead of using memos and faxes, make it a point to use e-mail for announcing meetings, and communicating with workforce. Avail the services of group e-mail lists for broadcasting important messages in an inexpensive manner. Moreover, for editing or viewing large documents, transfer documents via e-mail or a removable storage device rather than sending across a printed copy. Make use of electronic modes of communications for sending bulletins, storage, forms, reports, and manuals wherever possible instead of printing them unless really necessary.
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