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    which activity is not included for using paper efficiently in the office while printing

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    Use paper efficiently in your office

    Using paper efficiently in your office in order to reduce costs and environmental impacts

    Office resource efficiency

    Office resource efficiency Use paper efficiently in your office

    Guide

    It's estimated that half of all office waste is paper-based, so the benefits to your business of reducing this are clear. It is relatively straightforward and inexpensive to cut the amount of money you spend on buying and disposing of paper.

    Reduce office paper waste through electronic document management

    With advanced business IT infrastructure becoming more accessible to all types of business, you can begin to reduce your office's reliance on paper with networked electronic documents and records management. To get the greatest benefits from reduction in paper use you need to carefully plan your business IT systems.

    Reduce paper waste in your office

    The cheapest option, and the best for the environment, is to reduce the amount of paper waste that your business produces. For example, you could:

    Ensure that all photocopying and printing are produced in double-sided format on recycled paper. Question whether you need to produce copies at all.

    Cancel junk mail and unwanted publications.

    Avoid overproducing marketing and publicity material by reviewing distribution lists and regularly updating databases.

    Use electronic communications where possible to reduce printing. Ensure that your staff are comfortable with new equipment and provide training where necessary. Encourage them not to print out emails unless necessary.

    Reduce confidential waste costs by ensuring that the non-confidential paper collection is secure and give clear instructions to staff as to which material is strictly confidential.

    Reuse and recycle paper in your office

    Where you can't avoid producing waste paper, try to reuse it. For example, you could use paper printed on one side as scrap paper or message pads. You could also reuse envelopes - eg for internal use - and donate surplus card and paper to local schools or nurseries.

    You should recycle paper rather than dispose of it with your general office waste - find information about licensed waste sites.

    To ensure that paper is recycled you should:

    Place paper recycling bins in all offices. A good guide is one bin between six staff and one next to each photocopier and printer. Use paper ream lids as additional desktop collection trays.

    Ensure that cleaning staff support the recycling scheme and that emptying the recycling bins is part of their contracted work.

    Promote the scheme to staff by putting up posters around the offices and on bins explaining the types of paper that can be recycled.

    Provide staff with ongoing feedback about the scheme, including figures on the amount of paper collected. Suggest making a donation to charity or planting a tree when targets are met.

    Choose more sustainable paper for your office

    You should use as little new paper as possible because the environmental impacts of producing paper are considerable. Buy 100 per cent recycled or Forest Stewardship Council (FSC)-accredited paper wherever possible.

    Printer-friendly version

    स्रोत : www.nibusinessinfo.co.uk

    3 Steps to Reduce Paper Waste in the Office (+7 Bonus Tips)

    Companies spend significant financial resources on providing employees with printing paper, printers, and supplies. How to reduce paper waste in the workplace? Let's see how businesses can cut the budget on office paper use and reduce paper wastage.

    3 Steps to Reduce Paper Waste in the Office (+7 Bonus Tips)

    “Going green”, “going paperless” – these ideas often arise when the management starts thinking about cutting down on expenses in the office. Needless to say, that reducing paper consumption can benefit both the company budget and the global environment.

    Paper, along with ink and toner cartridges, is a type of office supplies. If it is running out, it does not lead to instant downtime but can be a significant expense item for your accounting department.

    Companies, however, often spend more than what they need to on printing because they don’t know how to control and reduce overall costs (or simply don’t consider it important).

    HOW MUCH DOES ONE PRINTED PAGE COST

    The average cost for paper is roughly around 0,5-2 cents, while the premium paper or high-density paper can cost up to 10 cents per page. This means that on average, a single employee uses around $50-200 per year on printing and $1000 per year if premium paper is used. An average office with 50-60 employees spends about 10-12 A4 paper packs a month (banking and legal sector spend even more). To find the exact cost in your case, use this simple formula:

    Cartridge price / Page yield + Paper cost = Cost per one page

    Page yield is the number of pages the cartridge manufacturer says it should cover. For example, if you look at a cartridge specification you’ll see something like “Approx. 1200 pages in accordance with ISO/IEC…”

    STEP 1. ASSESS PAPER USE AND CAPTURE DETAILS ON THE PRINTING HABITS

    The staff often uses printers for business needs (sometimes for personal needs as well). A situation may always arise when a printer cartridge or paper pack suddenly runs out, and supplies are not coming shortly. Naturally, managers will have a question “why did the supplies run out so fast?” and “why there’s no paper left already?”. That’s why the first step is understanding the printing habits in your office. Maybe one of your employees makes up 70% off the print usage? Do your employees print personal documents or unnecessary web pages? Are they coming in before or after hours to print personal documents? Is your print environment set up to route print jobs most effectively? Is there a way to eliminate certain print jobs from your company workflow?

    STEP 2. MONITOR & CONTROL PAPER CONSUMPTION TO CALCULATE PRINTING COSTS

    To answer the above mentioned questions, you’ll need a printer monitoring solution that would collect data from all printing devices in the office and track print activity.

    We can provide you with such software. PrintVisor by fCoder allows you to control the consumption of paper and ink in one central place. With PrintVisor installed on your employees’ computers, you will be able to get and analyze useful data such as:

    the number of pages;

    the number of documents;

    the names of the files;

    waiting time in the print queue;

    printing time;

    who initiated printing (PC name, username).

    Such an approach will allow you to get relevant data on how consumables are spent. This way, you can not only get statistics and facts on paper use but also make planning more accurate.

    What other benefits can you get from using our software:

    Receiving a summary report on all printer activity;

    Identifying and restricting the use of office printers for personal purposes;

    Reduced costs through more accurate budget planning for supplies;

    Reduce paper wastage and ink consumption.

    Accurate determination of the number of printed pages, a flexible mechanism for setting permissions and restrictions, many reports available even from a browser – all this allows complete control over any printer within a network. The program will let you easily track the printing of documents both by the number of pages and by the total cost of the printed paper. Do your employees print too many pictures on an expensive color laser printer? PrintVisor will help you figure it out.

    If you want to get such a solution, subscribe to our newsletter, and we will notify you about the release of PrintVisor.

    STEP 3. ANNOUNCE A PAPER-SAVING POLICY AND ENFORCE IT

    Think of a simple idea: devices don’t print, but users do. You can start implementing some easy, money-saving changes with an office print policy. Having an office print policy is one of the most important factors when you’re trying to manage your printing costs.

    Having established control over the efficiency of using printers in the organization, you can easily determine which printers are mostly used and which users most actively print documents. You can also consider the use of cartridges, ink, determine the number of printed pages over a while, and more.

    Encourage a “think before you print” mentality. Educate employees about goals and display them using easy-to-understand graphs and fun charts. Design logos and develop slogans and place them in the print area (e.g., a tree character asking, “Do you really need this hard copy?”). Ask employees if they have creative ideas on the subject. Having relevant data on paper wastage, you can even create competition between departments and offer rewards. Or at least notify everyone about current levels of paper consumption.

    स्रोत : www.printvisor.com

    6 simple ways to reduce paper waste from your daily work life

    Ready to reduce paper waste in your office? Here are a few ways we reduce paper waste, which you can easily adopt.

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    6 simple ways to reduce paper waste from your daily work life

    Are you looking for ways to reduce paper usage in the office? Paper waste is a big issue in business, and if you can reduce paper waste in the workplace, you can have a positive impact on the environment. In fact, paper makes up the largest part of the un-recycled waste that offices generate. According to research conducted by Kyocera, the average office worker in the UK uses up to 45 pieces of paper daily, and a staggering two-thirds of that is considered waste. In the UK, we use over 9.9 million tonnes of paper each year, and it takes 24 trees to make just one tonne of paper. Clearly, we need to make some changes and learn how to reduce paper usage, or better yet – know how to go paperless. What’s more, sustainability is important to employees, and 61% of people believe sustainability is mandatory for businesses to consider. Employees are interested in taking new steps to consider reducing the use of packaging, plastic and paper in business.

    As a digital solution, DocuSign is highly supportive of ways to save paper and initiatives that aim to create awareness and promote responsible disposal. So, we thought we’d share a few innovative ways of how to reduce paper waste in the workplace, which you can adopt in yours.

    1. Think before you print

    If you are wondering how to reduce paper waste in the office, just printing less is an obvious choice. Using a printer to print out meeting agendas or presentations has become a habit for some of us. How often are those handouts referred to again if we really think about it? You’ll find that most are left in the room or thrown away. In your next meeting, try adding the agenda to your Outlook invitation or emailing attendees your presentation in advance. Having a soft copy allows them to add notes or comments and gives them something they can refer to later. All documents can be stored and shared in the cloud.

    Being a software company, DocuSign embraces technology to help us go paperless. We have TV screens in our meeting rooms so anyone can connect their laptop and showcase presentations in large format. This is especially helpful in conference calls with staff or customers who are overseas or working from home.

    2. Take paperless notes

    If you’re a note-taker, some great online alternatives are available that enable you to work without pen and paper, and it’s a simple way to reduce paper wastage.

    We like the simplicity of the functions of Evernote, the ability to use it across multiple devices, and how widely used it is. Collaborating on or sharing notes between teams is easy. If you’re looking for an app that feels more like a paper notebook, Microsoft Onenote is great. You can store your notes in ‘books’, colour code them and easily organise everything. Some of our colleagues swear by Google Keep. It’s great for use in meetings as it has the ability to create photo or voice notes. A pretty handy function, so you don’t have to type up your notes later. Apple users can take minutes using Apple Notes.

    3. Use online or cloud storage for your files

    Many businesses are adopting online file storage programs. We use Box and Google Drive. All have their pros and cons.

    Google Drive is widely used, probably because you can store multiple formats, edit online using familiar formatting functions, and share documents or folders with your team or a single person. Plus, getting 15 GB of storage for free is pretty good, too, as you can store multiple images and other content.

    Box has very similar functionality to other cloud-based storage products, but it allows us to have complete control of our data. For our company, data security is critical, so we ensure our internal platforms meet our high standards. It allows us to store documents securely while reducing paper waste.

    4. Hot-desking keeps our office free of cluster

    It can be a bit of an adjustment initially, but hot-desking is actually a great way to keep paper use to a minimum. It’s much harder to amass a collection of papers if you might be sitting in a different seat each day. So it’s a good idea to consider hot-desking if you want to give your team the motivation to reduce paper waste.

    5. Cultural support and encouragement to save paper

    It is vital to have an internal culture that reinforces the paperless message so that everyone is thinking about reducing paper waste to impact the environment positively. DocuSign is committed to helping businesses go paperless, and our office culture reflects that too. We don’t have a cupboard full of stationery. There are a few pens and highlighters in the cupboard, but we don’t make regular orders. Instead, staff make one-off requests when they need a specific item. Staff are also encouraged to positively impact the environment as part of the DocuSign for Forests initiative. Since 2003, we’ve helped hundreds of millions of people worldwide to replace 55.8 billion sheets of paper with digital processes that do not require paper. Together, we have preserved over 6 million trees needed to make paper. Our team have also clocked thousands of volunteer hours helping organisations that protect forests and trees, like Trees for Cities.

    How can you encourage your teams to save paper? 

    To help improve awareness of sustainability efforts for all of our customers, we’ve included an environmental impact calculator in DocuSign eSignature, our core product. This calculator is powered by the Environmental Paper Network, a nonprofit that promotes more sustainable paper consumption and production. It gives customers exact details of their work to save paper by estimating how much wood, water, waste, and carbon is saved with eSignature.

    स्रोत : www.docusign.co.uk

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