Refocusing Technology

Make Confetti! 4 Tips to limit paper usage January 13, 2009

One of the things that I see in most businesses when I work with them is that the use of paper as a medium has not decreased.  In fact, I wonder if to some extent the ease of printing hasn’t actually caused it to increase.  Growing up in a household that was funded by the production of paper (Dad worked at a paper manufacturer) I would say thank you!  Ha Ha.  Seriously, I think that there will always be some demand for paper but through intelligent use I think that you can decrease your use, thus lowering your cost of doing business.

Idea #1: Use your document management system

Store all of your electronic documents in a management repository.  Whether that is a Windows file folder, Sharepoint server, or what ever utilize it.  Make sure that people use it and have access to what they need.   I have seen so many instances where the system existed and things were still printed because the people who needed it didn’t have access.

The type of system that you use will probably really depend on your needs and your budget.  Simple folder based systems will store documents but aren’t designed for easy searching of the documents.  More complicated solutions allow for searching and indexing.  Some systems will also add intelligent routing and document handling so the document will end up on the right screen at the right time.

Idea #2: Invest in a projector

If I had to guess I would say that 50% of all printed documentation is printed to hand out at a meeting.  That is a total guess on my part but I bet that the percentage is pretty high.  How many times have you printed 10 copies of some documentation so people can review them during the meeting?  And… how many times do they get pitched after the meeting?

The better solution: invest in a projector and display the necessary documentation when you need it during the meeting.  This will drastically cut back on your cost of printing and supplies and also the amount of paper in your office and garbage.

Idea #3: Invest in a scanner

Probably the single largest source of paper in many offices is the U.S. Postal Service.  Mail is a huge generator of paper in your office.  I would say invest in a scanner.  If you scan mail as it comes in and then put it in the document management service that you have available you get many benefits.

• No more mail that gets lost.
• You have a record of correspondence.
• Your employees can get mail even if they are out of the office
• Virtual office employees have access
• With intelligent routing systems even someone being on vacation doesn’t stop the mail being dealt with

Idea #4: Store your faxes

Instead of printing faxes send them to your document management system.  This will allow you to not have to print documents that don’t need to be printed.  It also gives you all of the benefits listed above for mail.   If you are really looking to take the leap there are services available that could allow you to get rid of the fax machine all together.

Now we can make confetti!

The more that you can keep the paper in electronic format the easier it is to track and find.  Also, it makes your office more easily accessible from the virtual world.  You will decrease the cost of doing business when it comes to office and printer supplies.  Also, you will decrease the amount of products that you sending to the recycler or landfill.

If you have other ideas of how to limit paper usage and expense in your office post a comment.  If you need help with the document management and intelligent routing please let me know!