How To Save Paper In The Office

With computers and technology becoming more and more important in the office, it is not hard to see why the paperless office was predicted. However, the reality is that paper is still being used just as much as ever. See how you can reduce the amount of paper you use.
1. Where possible, use email or the phone rather than letters. Obviously there are circumstances when sending a letter or something else via the mail is unavoidable.
2. Don’t print out emails and documents if you don’t need to. You can keep an electronic copy of documents and emails without needing to print them out.
3. Send emails to colleagues rather than using post-it notes. An email isn’t likely to fall off a monitor or get lost on a desk.
4. Recycle or shred unwanted paper rather than throw it away. Confidential printouts should be shredded, and paper that is no longer needed can be sent for recycling, or used as scrap paper.
5. Use recycled paper where possible, for rough work or as scrap paper for notes. Perhaps you already use recycled paper for the printer, or the photocopier.
6. Keep to-do lists on your computer, perhaps in a spreadsheet so that you can tick the tasks off as you complete them. This means that you don’t have to print the list off, and won’t lose it. If you use remiders, why not let your computer or phone remind you, rather than use written notes.
7. If you work in a call centre environment, or need access to manuals or other paperwork, why not keep company documentation on an intranet, or secure area of your website? This will ensure that staff always have the information they need at hand, and don’t have unnecessary paper on their desk.
8. Reduce the amount of paperwork that staff need to complete. If processes such as checklists, forms, reports, and orders can be filled in on computer and then stored electronically, then this will help reduce the amount of paper used and the amount of storage space needed to hold paper based records.
9. You might be considering eProcurement. This is the method of ordering products and services electronically, and is similar to how many consumers purchase goods online at home. Using eProcurement will reduce the amount of supplier catalogues you need, as catalogues are online, will reduce purchase orders and paperwork sent to suppliers. As there is no paperwork to go missing, and no hard to read handwriting to decipher, there is much less chance of the wrong product or quantity being ordered or supplied.
10. Similar to eProcurement, eInvoicing can speed up payment as well as reduce paperwork. Invoices are sent from suppliers to customers electronically, and the customer pays electronically too. Sometimes, there may even be a discount for early payment.
Now you know what you can do to reduce the amount of paper used in the office, isn’t it time you did your bit?

Find out more about saving money and the environment with eProcurement and eInvoicing from ProcServe.com