PAPERLESS PLAN REDUCE PAPER USE ONE STEP AT A TIME

Transcription

1 PAPERLESS PLAN REDUCE PAPER USE ONE STEP AT A TIME The PAPERLESS Plan can help you reduce paper use in your business. Reducing paper waste will make your business more efficient and competitive, and will contribute to a better environment for our community. This step-bystep Plan includes a waste-prevention focus for each step, a checklist to help you take action, a memo for employees describing what you want them to do, and helpful information. This plan is also available on disk, in both Mac and PC versions, presented in Common Ground software with a built-in MiniViewer. Also included is a file containing the all the memos in a word processing format for you to tailor for your business. If you would like the disk, call the RECYCLING HOTLINE at or your request to: Reduce_Waste@qmgate.pln.co.scl.ca.us Solid Waste Commission members are elected officials representing the communities and residents of Santa Clara County. Current Commissioners are: S. Joseph Simitian, Chair Matthew Dean Wally Dean Manny Diaz Jose Esteves Tony Estremera Ralph Faravelli John McLemore Suellen Rowlison Jack Walker. PAPERLESS is a project of the Solid Waste Commission of Santa Clara County, supported by the County of Santa Clara and the fifteen cities. Local sponsors include the San Jose Mercury News, the Business Journal serving San Jose and Silicon Valley, Peninsula Conservation Center Foundation, Xerox Corporation, and KBAY Radio. Page 1

2 PAPERLESS PLAN = BUSINESS OPPORTUNITY Paper is essential for your business -- but paper waste hurts your bottom line. You pay to purchase that wasted paper, to print it, copy it, file it, mail it, dispose of it. Efficient paper use saves money, so using less paper is better for business. Waste prevention saves money, resources, and is better for our environment. Can you improve the efficiency of paper use in your business? Many businesses find that they can save large amounts of paper. This step-by-step Plan includes a waste-prevention checklist to help you take action, a memos for employees describing what you want them to do, and supplemental information. Examine your operations to determine the types of waste you generate and the source of waste. Take advantage of opportunities to improve efficiency and eliminate waste. This PAPERLESS Plan enables YOU to make a difference: save money, save storage space, and save trees! This PLAN is easy to implement, reduces your business operating costs, and decreases our community s reliance on landfill space. By helping you reduce paper waste, PAPERLESS will assist the cities and the County achieve state-mandated waste reduction goals (see information box). Join other businesses in Santa Clara County and become PAPERLESS... It's Better for Business! In 1989, the California Legislature passed the California Integrated Waste Management Act, requiring each city and county to implement plans to reduce wastes disposed in landfills by 25% by 1995 and 50% by Commercial waste prevention is needed to achieve the year 2000 goal. With your company's active participation in waste prevention programs, such as the PAPERLESS Plan, our communities can decrease the amount of waste being landfilled. For information or assistance, contact: County of Santa Clara Integrated Waste Management Program 1735 North First Street, Suite 275 San Jose, California Reduce_Waste@qmgate.pln.co.scl.ca.us Page 2

3 STEP BY STEP SUMMARY OF THE PAPERLESS PLAN This summary shows the Plan s strategy for each step. A section for each step includes checklist, a memo for employees, and supplemental information if needed. Additional information for easy reference and encouragement is also included. STEP 1 PAPERLESS COMMUNICATION! encourages the use of , circulating messages among employees, and reviewing drafts on screen. STEP 2 TWO SIDES ARE BETTER THAN ONE! asks everyone to copy and print double-sided. STEP 3 LET S COUNT! shows you how to calculate the number of copies made, and to track the increase in use of double-sided copies. STEP 4 HOW ARE WE DOING? focuses on areas of waste reduction specific to your business. STEP 5 JUNK THAT JUNK MAIL! helps handle all the unsolicited and unwanted mail you receive and to reduce the number of magazines and phone books which are delivered. Show You Care, Share! STEP 6 REQUEST DOUBLES HERE! focuses on requesting less wasteful packaging, and specifying double-sided copying and printing of documents. STEP 7 PAY ATTENTION TO PACKAGING! is another step to consider how items are packaged, to reuse packaging, and to question whether something even needs to be mailed. STEP 8 THE BIG PICTURE: BUY LESS, BUY RECYCLED, BUY DURABLE, AND REUSABLE! is the time to formulate a purchasing policy which takes into account whether items are made of recycled materials and whether they are necessary, long lasting, and reusable. STEP 9 REUSE EVERYTHING! focuses on switching from use of disposable products to use of reusable products. STEP 10 SCRAP PAPER AND FILING REVOLUTION! helps to refine waste reduction habits with special attention on filing decisions and saving file space. HOLIDAY STEP WASTE-NOT HOLIDAY CHEER! features a no-waste party for celebrating the holidays. STEP 11 THE FINAL REPORT is a chance to review your success and your efforts at reducing paper usage and waste. Page 3

4 START NOW! Review the SUMMARY section. Meet with appropriate staff to discuss your company s participation. Strong management support is essential to a successful program. Success stories from other businesses are included. Share these stories to show managers what can be accomplished. Place the poster above your copy machine or in another conspicuous place. If you want more posters, request them from the Recycling Hotline: the KICKOFF MEMO to all employees. If you do not use internal , post the memo where everyone will see it and circulate a copy among employees. Explain the Plan at your next staff meeting. Make sure that each employee understands the Plan benefits and what you expect of them. The Kickoff memo provides the information you need. Review the CHECKLIST and MEMO for the First Step. To Measure results from this Plan: Check the copy count reading on your copy machines on the same date each month (such as the 15th). Record the numbers in the KEEPING TRACK section. You will be reminded to track copies and costs each month. As you proceed with each step, feel free to customize the plan to work better in your office. Please call or us if you have questions, run into problems, or would like to share your progress and ideas. QUESTIONS? Reduce_Waste@qmgate.pln.co.scl.ca.us Call the Recycling Hotline: Call Santa Clara County Integrated Waste Management at Visit our Website at Page 4

5 TO: All Employees SUBJECT: Kickoff Memo -- PAPERLESS... It's Better for Business Do you know? In California, businesses generate 61% of the waste stream; that s over 27 million tons of waste each year. Offices use nearly 1.5 pounds of paper per person per day. An average American office worker throws away one-half pound of paper per day. A worker in a financial institution throws away 2 pounds per day! Businesses use 2 million tons of paper in copiers each year. Our community has asked us to help reduce the waste we produce by participating in a business waste reduction campaign. What can we do? We can make a difference in our office by using less paper. Reducing paper use will also cut our operating costs by reducing postage, saving paper, using less storage and filing space, and reducing staff time at the copy machine. What do you need to do? Our company will focus on waste prevention one step at a time. Small changes in daily habits will enable us to use resources more wisely and efficiently and to save paper, money, and storage space. Every employee will receive an (or memo) discussing the focus for each step of the PAPERLESS PLAN and explaining how to implement it. Our success depends on each of us, so let s make it an active and successful project! We count on your participation, and your suggestions and comments are welcome. The first few steps are focused on cutting down our paper usage. Expect your first (or memo) soon! Page 5

6 PAPERLESS... Step 1 Checklist PAPERLESS Communication! The first step of the Plan focuses on developing some simple habits: eliminating the printing of unnecessary copies and using . Reducing the copies you make saves staff time and can reduce staffing costs. This checklist makes it easy for you to help employees change their copy habits. 1. Keeping Track - On your chosen date, check the copy count reading on each copy machine. Note the numbers in KEEPING TRACK, page 44. Make a note of other changes. For tips on more ways to measure success, see MEASURING THE SUCCESS OF OFFICE PAPER REDUCTION EFFORTS, page Choose A or B below based on whether you do or don't have . A. We have Add comments to the Step 1 memo: PAPERLESS COMMUNICATION! Personalize the suggestions to tailor them to your company. to all employees and management. Talk with meeting organizers, ask them to meeting announcements and agendas to participants. Create an directory (if needed) for effective use. Encourage use of to send draft documents to be reviewed. You are already saving paper! B. We don't have Consider adding capability -- It's an excellent tool for reducing paper use and saving time. Choose a space where important notices can be posted. Remind employees when you have posted a notice in that location until everyone is familiar with the new system. Add comments to the Step 1 memo: PAPERLESS COMMUNICATION! Personalize the suggestions to tailor them to your company. Route the memo to all the staff so that everyone shares a copy (or several copies, as needed for effective communications). Post a copy on your READ THIS NOTICE board. 3. More PAPERLESS Tips: Use dry-erasable boards to reduce paper use in meetings. Provide computer disks to employees who input and review draft documents so that they can exchange review copies of documents without printing them. Each time a document is reviewed and corrected on disk, or ed rather than copied and mailed, you save paper, as well as the time it take to make and send the document! Can you send and receive faxes electronically? Paper is saved when faxes are not printed. You can also eliminate cover sheets when printing faxes when you include the routing/origination information on the first page of your fax. Page 6

7 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 1 PAPERLESS Communication! We work in the heart of Silicon Valley and we still use TONS of paper? Before you press the print button, ask yourself: Do I really need to print this? When typewriters were considered high tech, corrections were made by hand prior to typing the final version. With the ease of word processing, we now print multiple drafts. Review documents on screen rather than on paper. When the final version is complete and ready to be signed, that s the time to print! Circulating documents on disk rather than paper also saves all the time it takes to make all those copies. Can the document be shortened? Can the margins be smaller? Can a more compact font be used? Font examples: A shorter or more compact document saves paper. Geneva, 12 point font. A shorter or more compact document saves paper. Bookman, 12 point font. A shorter or more compact document saves paper. Palatino, 12 point font. A shorter or more compact document saves paper. Palatino, 11 point font. Eliminate printed drafts by exchanging disks rather than paper, using spell check, and reviewing on screen. With the final version in hand, if you notice a change which needs to be made; make the change and print only the corrected page. Before you print, ask yourself: Do I need to print this? Do I really need to print this? Could I this or leave a voic message instead? Can I send this fax electronically? Do I need to print this fax? Can I accept or use a version with hand-written corrections rather than reprint it? Can we review this on screen rather than printing a paper copy? Is this really the final copy? Will it be reviewed and corrected again? Questions? Do you need help setting up or using an account? Please ask! Check your regularly! We will rely on more and more. If you forget to check, you may miss important information. Page 7

8 DO I REALLY NEED TO PRINT THIS? Page 8

9 PAPERLESS... Step 2 Checklist Two Sides are Better than One! This step s waste prevention focus has great potential to make a difference. Make the change from single-sided copies to doubles. It will be easier to accomplish if you have a copier which accepts and duplicates double-sided copies, but even with an old cranky machine, there are actions you can take. Ask your technician to adjust your copy machine to default to two-sided copies. If your copier doesn t do two-sided copies, determine how paper which has been copied on one side must be placed in the paper supply drawer to have the second side copied correctly. You can do this easily by running a test copy through your machine to see how it prints. Test copy instructions: S. Take a blank piece of paper, draw an arrow pointing to the top of the sheet. 20. Place this in the paper tray with the arrow on the top and pointing into the copier. 21. Copy something printed onto this sheet. 22. With the finished copy, you will see the relationship between how the paper is loaded and the finished result. 23. Now take a single-sided copy, place it in the paper tray and copy onto the second side. 24. Do you have a two-sided copy? 25. If not, determine whether you loaded the paper upside down or backwards and try again. 26. Write a step by step procedure for making two-sided copies and post it near the copier. When you replace a copier, be sure to specify that the new one make two-sided copies. Set printer defaults to print two-sided documents if possible. If your printers can only print single-sided documents, determine how to place the paper in the manual feeding tray in order to have it print the second page correctly on the second side. Write up instructions and post them near the printer. Read and add comments to the Step 2 memo: TWO SIDES ARE BETTER THAN ONE! Personalize the suggestions to make them appropriate for your company. Delete any paragraphs (4, 5, or 6) which are not applicable. or circulate the memo to all employees and post a copy over your copy machine. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Page 9

10 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 2 Two Sides are Better than One! Imagine the pile in your inbox only half as high... Imagine half as much paper in your briefcase... Imagine your 4-drawer file cabinet with two empty drawers... Imagine postage costs plummeting and paper costs cut in half... Changing to two-sided copies can give us all this and more. This step in our PAPERLESS PLAN action is to use less paper by using both sides. It s not difficult! The California Integrated Waste Management Board estimates costs at 5 per copy, 3.5 per page for postage, and.6 per sheet of paper - they don t even try to guess the value of your time spent copying! Using double-sided copies reduces postage and cuts paper costs by half. To make it easy, the office copier is being set to default to two-sided copies. Copies will automatically be two-sided unless you choose otherwise. OR for simple documents: copy one side, remove the copies and insert into the paper tray to copy the other side. Follow the directions posted by the copier. Document Printing: For short documents such as letters, print one side, then place it into the manual feeder and print page two. Especially with letters, the extra effort shows people that you care about your impact on the environment. While the court system may require single-sided documents, file copies use much less space when double-sided and draft copies can always be copied on two sides. Copying a large order? Copy shops make two-sided copies routinely. Consider ordering out if you need more than a few copies, and be sure to specify two-sided copying. Page 10

11 PAPERLESS... Step 3 Checklist Let s Count! Time to count, calculate, and create new ideas! Each employee will be asked to keep track of the copies made on Business-as-Usual Day. Choose a date for Business-as-Usual Day and fill in the date on the staff memo in the underlined space. Announce the date at the next staff meeting. the memo. Post the date on the notice board and over the copier. If you don t have , make a copy of this questionnaire for each employee. Remind staff on Business-as-Usual Day of what you want them to do! Send the PURCHASING QUERY 1 memo to your purchasing agent.. Review all the forms your business uses. Are they all necessary? Can any be combined? Can you eliminate any completely? Can some forms be computerized? Present your suggestions at the next staff meeting. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Would you like more information on how to measure paper waste reduction? Check the MEASURING SUCCESS Section, pages 44 to 52. Page 11

12 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 3 Let s Count! BUSINESS AS USUAL QUESTIONNAIRE For Step 3 we will be counting our paper usage, copy usage, and costs. Please continue to make two-sided copies, review your drafts on screen, and use ! On (date), Business-as-Usual Day, please keep track of your paper use and fill in the information requested below: Copier Count I made copies today. Of these, copies were two-sided (count each side as one copy - for example, 20 sheets of two-sided copying counts as 40 copies). Printer I printed Of these, Paper Saved I sent I sent pages. pages were two-sided. messages. pages by electronic fax. I could have saved more paper if I... My suggestions to save paper in copying and printing: your answers or return this questionnaire to (name) on (date)! Thank you! Page 12

13 TO: Purchasing SUBJECT: PAPERLESS... It's Better for Business... Step 3 Let s Count! Purchasing Query 1 As you know, we are working to reduce the amount of paper we use which will save money by decreasing the amount of paper we buy. In order to evaluate our progress, I need to review some purchasing data. Please provide the following information. How many cases of office paper do we buy (500 sheets per ream, 10 reams per case)? total for last year cases monthly average cases total for last 3 months cases monthly average cases How much did it cost? total for last year $ monthly average $ total for last 3 months $ monthly average $ Were there significant fluctuations in the price of paper? Yes No Are copier charges based on the number of copies made? Yes No Is the copier contract priced at a base rate plus extra cost for copies above the base rate number? Yes No What is the number of base rate copies? What is the average cost per month for copier services? $ Has the monthly charge decreased in the last 3 months? Yes No If yes, why? Page 13

14 Were there seasonal impacts on the numbers of copies made that would affect the interpretation of this data (ie printing of annual reports)? Please explain. Thank you. Page 14

15 PAPERLESS... Step 4 Checklist How are we doing? Personalize the PAPERLESS PLAN! Recruit a team of interested staff to review the Business As Usual reports and discuss the following questions: How can we reduce the number of copies made? 2. Are copies made which are not needed? Why were these copies made? Are unnecessary reports printed or copied? 3. Have we reduced printing of draft documents? 4. Have we changed to two-sided copies for filed documents instead of one-sided ones? 5. Have we increased the use of digital filing for in-house documents? Could we use a scanner to file copies onto disk? 6. Are people making two-sided copies? If not, why not? 7. Do some employees use much less paper? Can we acknowledge and reward this accomplishment in some way? 8. Do we send or receive informational notices which could be ed, posted or routed instead? 9. Are reports copied double-sided, or ed instead? Can in-house reports be submitted by or on disk? 10. Can we choose different standard fonts and document margins to reduce the length of printed documents? Analysis and Action: What is the most useful change you can make? For instance, are documents still being copied single-sided and filed? Make that most useful change the highlight of your MEMO FOR STEP 4. Include suggestions from employees. Acknowledge PAPERLESS LEADERS. Tell your staff how much paper the office used in the last 6 months and how much it cost. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Next Step: Junk your Junk Mail! Order your free Junk Mail Reduction Kit now from the Recycling Hotline: Page 15

16 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 4 How are we Doing? Thank you for returning your Business as Usual questionnaires. Your answers have helped to determine our focus. How much paper are we using? We used cases of paper last year and spent $ on office paper. In the first three steps of the PAPERLESS PLAN we used an average of cases of paper and spent about $ per month on office paper. Our employees decided that the most useful change we can make is: [Insert most useful change and employee suggestions] Several employees have been particularly successful in reducing paper usage. Thank you to: [List employee names here] PAPERLESS Tips for Step 4: Eliminate fax cover sheets! Put a fax header on the document or use a stick-on fax address note. If you must have a separate cover sheet, use a half sheet or just enough to get your message across. We can count our impact on paper savings at one page to eliminate one cover sheet plus one page for each recipient multiplied by the number of faxes we send. Imagine how much paper would be saved if everyone stopped using fax cover sheets! Copy on Demand. Make only as many copies as are actually needed -- minimize making those just-in-case copies. Ask people if they need copies before making them. Focus for the Next Three Steps: CONTROL THE FLOW, INCOMING WASTE ALERT! Page 16

17 PAPERLESS... Step 5 Checklist Junk that Junk Mail! Show You Care, Share! The average American is on over 50 mailing lists. Removing names from mailing lists requires a little effort, but the payoff is a big reduction in unwanted mail. If you have not yet ordered a Junk Mail Reduction Kit, request a kit from the Recycling Hotline at The kit will help you to remove your business and individual employees from national and local mailing lists. 1. Recruit a volunteer for the position of Junk Mail Supervisor (JMS). Ask someone who has enthusiastically supported the PAPERLESS PLAN, someone who will get the job done. Place a box in a convenient location near your JMS s workstation for deposit of junk mail by employees. 2. Give the CHECKLIST, the EMPLOYEE MEMO, and the Junk Mail Reduction Kit to the JMS. 3. Phone book order. Check the cover of your phone book for the Keep Until date. Up until two months prior to that date you can change your standing order for the number of phone books delivered. Does everyone really need a private phone book in his/her office? For employees who don t require a personal set, designate a convenient location for storing a set to be shared. Ask the staff to tell you how many phone books they actually need. Call to order the correct number of phone books. 4. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Page 17

18 PAPERLESS... Step 5 Junk Mail Supervisor s Checklist Junk that Junk Mail! Show You Care, Share! 1. Read through the Junk Mail Reduction Kit. 2. Read the EMPLOYEE MEMO, edit as needed and or post for all employees. 3. When using the kit, be sure to include all the addresses you want to delete. If individuals get unwanted mail at your business address, these names should also be included. Use the postcards and mailing labels to remove names from national mailing lists. This will slow down the NEW junk mail you receive. 4. Don t expect instant or permanent results. Review the mail you are getting every three months to find out if you should remove names from additional lists; then review mail periodically in the future to catch the junk mail when it starts to increase again. 5. For unwanted catalogs: Call their 800 number, ask to be removed from their mailing list and tell them not to sell or trade your address. Is there an address? If yes, send an message asking to be removed from the mailing list. 6. For duplicate or undesired mailings without 800 numbers: Cut off the mailing labels and mail them back with a note to remove one or both names from that mailing list. 7. For duplicate magazine subscriptions: Remove the mailing labels and mail them back with a note to the change of address address listed in the magazine. Ask to combine the two subscriptions into one, to mail only one issue and to add extra issues onto the length of your subscription. 8. Local mailing lists: many people and businesses receive ADVO and Val-Pak mailings. These mailing labels are included in your Junk Mail Reduction Kit for your use. Other local mail can be handled with a quick local call. Watch your junk mail for a month to determine repeat mailers and target them for your calls. 9. Handle unwanted faxes with similar procedures. Prepare a generic note to fax back to request that your phone number be taken off the list. 10. Review company mailing lists to find duplicate and out-dated names so that your mail doesn t become someone else s JUNK MAIL! Page 18

19 TO: All Employees FROM:, Junk Mail Supervisor SUBJECT: PAPERLESS... It s better for Business... Step 5 Junk that Junk Mail! Show You Care, Share! Do you receive unwanted mail? Extra catalogs? Magazines you don t read or need? Magazines you read once and toss? Each year, junk mail in the United States uses over 62 million trees, 25 billion gallons of water, and when junk mail ends up in the trash, it fills our landfills. Here s what to do to reduce this waste: Look through all the publications and catalogs you receive. Are there any you don t want? Are there professional magazines you could share with others in the office? Do you get duplicates of any publications? Send them to me! I will remove your name from the mailing list and cancel unwanted subscriptions. Drop your unwanted and unsolicited mail in the junk mail box, located. In order to combat the paper waste flowing into our business, these companies will be asked to stop sending unnecessary and unwanted mail. When you receive a renewal notice for a magazine subscription, ask if anyone would like to share that subscription with you and order one copy instead of two, or three, or four... When you order items by phone or from catalogs, ask that your name and our business name not be released to other mailing lists. Write that request on order forms and invoices. Do you want to reduce junk mail at home too? Call and ask for your own Junk Mail Reduction Kit. Review mailing lists that you use to find duplicate and out-dated names so that we don t send junk mail to someone else! Remember! Every time you order a product, enter a sweepstakes, join an organization, mail in a donation to charity, or drop your business card in a contest box, your name is added to a mailing list. Write a note on the purchase order, sweepstakes entry, membership enrollment form, donation form, or your business Page 19

20 card to tell the recipient that you don t want your name and address sold, traded, or rented! Page 20

21 PAPERLESS... Step 6 Checklist We Request Doubles Here! Think Twice When You Order! Consider your responsibility when ordering documents and packaging. Identify employees who: Request reports or proposals from outside sources; Receive draft documents from other professionals; Order supplies. These are the employees who can make a big difference in reducing incoming waste. This step has an easy checklist for you to follow. 1. Read, edit, and /circulate the MEMO. 2. Check with your Junk Mail Supervisor to see how he/she is doing. Does the JMS need any further help or support? 3. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Page 21

22 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 6 We Request Doubles Here! Think Twice When You Order! Are you ordering any documents? Proposals? Bids? Reports? Draft documents? When you do, specify that you want reports and proposals submitted on two-sided copies. Think two-sided every time you request a written document. Eventually, two-sided copying will become business-as-usual, but for now it is still necessary to repeat the request with each order. Are you ordering supplies? Tell the vendor how you want supplies packaged. Consider: 1. What is the least amount of packaging that will do the job? 2. On large purchases, will vendors take back the packaging for reuse? 3. Are corn starch peanuts (which dissolve in water) available instead of Styrofoam? How about molded fiber? 4. Will a padded book envelope work as well as a box and Styrofoam? 5. Does the vendor reuse packaging materials? Does the vendor use packaging materials made from recycled product? 6. Is the packaging reusable or easily recycled? 7. Can we reuse the packaging to meet our storage or mailing needs? Notice how the order is packed. Tell vendors when you are unhappy with their packaging and why. Ask them if they can make the changes you want. Since they want your business, you can influence their packaging decisions. Acknowledge the efforts of companies which take steps to reduce and recycle. Tell them their actions make a difference to you and that our company appreciates receiving their environmentally-packaged products. Even if you do not receive your order packaged in a way which is environmentally sound, raising the issue will make an impact. Keep asking and continue to expect items to be packaged with consideration for their impact on the environment. Be sure to reuse or recycle all the packaging you can! Page 22

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24 PAPERLESS... Step 7 Checklist Pay Attention to Packaging! This step we consider what we mail and how to reuse what we receive. It s easy! 1. Read, edit and or circulate the MEMO to all employees. Don t forget to ask yourself this step s questions: Is it necessary to copy and mail this document? Did I already fax or this document? Will another document be mailed to the same client? Can I mail them together, saving both envelopes and postage? Is this mailing two-sided? If not, why not? On bulk mailings, have I checked for duplicate mailing labels? 2. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. 3. Check the Keeping Track table to determine if the number of copies per month is decreasing. Let everyone know how they are doing! If copies are not decreasing, it may mean that people are now using two-sided copies (counts as two copies on the machine count) but are not reducing the number of copies made. If you don t see much of a decrease, review the tips from steps 1 and 2 and see if any reminders are needed. While considering the copy figures, keep in mind that more copies may be a reflection of more business or a seasonal change. Don t get discouraged! If employees have made changes in copying habits, you have made a difference. Coming up in the next three steps: Page 24

25 THE BIG PICTURE! Page 25

26 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 7 Pay Attention to Packaging! 50% of paper used in the USA is used in packaging! Ask for less packaging. Use less packaging. Don t just toss the packaging in the trash, reuse it or find a vendor who will reuse it or recycle it. Many mailing centers will accept Styrofoam peanuts for reuse -- Some will accept boxes too. Reuse sturdy boxes for storage (such as packing boxes for cases of paper). Reuse manila envelopes for intraoffice communications, for routing documents and disks. Buy a rubber stamp that says Once is Not Enough or This Envelope Reused to Save Paper. Is there something you order frequently? Try ordering in larger quantities to save money and packaging. Time to save money on postage! Check outgoing mail and ask yourself these questions: Is it necessary to copy and mail this document? Did I already fax or this? Will another document be mailed to the same client? Can I mail them together, saving both envelopes and postage? Is this mailing two-sided? If not, why not? Two-sided copies weigh half as much, can require smaller envelopes, and can save on postage. On bulk mailings, have I checked for duplicate mailing labels? Reuse packaging materials. Use a sticker for the new address. Reuse mailing envelopes and boxes when possible. When you order packaging materials, be sure to specify that packaging contain recycled fiber or material, and avoid Tyvek envelopes because they are difficult to recycle. Page 26

27 PAPERLESS... Step 8 Checklist The Big Picture: Buy Less, Buy Recycled, Buy Long Lasting and Reusable! This step, you will focus on changing purchasing practices and policy. Changes will help your business close the loop on recycling by buying products made from recycled materials, and products that are reusable and durable rather than disposable. Do you need an updated purchasing policy? Assure that you have strong management support for an updated purchasing policy. Then: 1. Work with the Purchasing Agent to establish a policy to seek environmentallyfriendly products, including purchase of durable, reusable, recycled, and repairable products. For examples of PURCHASING POLICIES, see pages 56 to Work with the Purchasing Agent to implement the policy, especially for items purchased in bulk for use throughout the office. The MEMO to the Purchasing Agent lists some easy products to target for purchase of recycled-content supplies. Does the Purchasing Agent need more information? Check the PURCHASING section, pages 53 to 55, for an article on the quality of recycled paper written by the California Integrated Waste Management Board. If needed, print and attach it to the Purchasing Agent s memo. 3. Circulate or a copy of the policy to each employee with an explanation of the purpose of the policy and its benefits. Inform them that the new policy is fully supported by you, your company, owner, management, etc. 4. Ask everyone who purchases supplies to request options from your vendors for environmentally-friendly product alternatives. Set an example by reviewing purchase orders and asking questions about the items ordered - are they recyclable? Made from recycled materials? Durable? Easy to service and maintain? If you don t buy disposable items, employees won t use them! 5. Do you have a paper recycling program? Paper recycling is easy in Santa Clara County. If you do not yet have a program: Call the Recycling Hotline at for information on how to start. Visit the web site of the Santa Clara Valley Manufacturers Group for their Guide to Commercial Recycling Programs at (A limited number of hard copy guides are available, call ; Note that all the information is available on the web site.) 6. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Page 27

28 TO: Purchasing SUBJECT: PAPERLESS... It's Better for Business... Step 8 The Big Picture: Buy Less, Buy Recycled, Buy Long Lasting and Reusable! Policy Setting Step... As you know, we have been working to reduce paper waste for some time. This step, focuses on buying products made from recycled materials, and products that are reusable and durable rather than disposable. Do we need an updated purchasing policy? If so, let s work to change purchasing policy and practices to help close the loop on recycling by buying recycled. Let me know if you have questions or need more information about the quality of recycled paper. Our policy should allow us to seek environmentally-friendly products whenever possible and provide for purchase of durable, reusable, recycled, and repairable products. Once a policy is approved, we will: Circulate or a copy of the policy to each employee with purchasing authority to explain the purpose of the policy and its benefits, and to inform them that the new policy is fully supported by you, our company, management, owner, etc. Encourage employees with purchasing authority to request options from vendors for environmentally-friendly product alternatives. Managers will be asked to set an example by reviewing purchase orders and asking questions about the items ordered - Are they recyclable? Made from recycled materials? Durable? Easy to service and maintain? For items purchased through the Purchasing Department, please make the following commitments for purchase of products with recycled content: First: Choose/specify recycled paper for copiers and printers. Always request recycled paper when you order printing and copying of documents. Ask for a high percentage of post-consumer fiber in recycled paper. Second: Choose recycled paper when ordering stationery, envelopes, adding machine tape, forms, business cards, checks, ledgers, files, legal pads, index cards... there are always excellent recycled choices! Buy toilet paper, paper towels, and napkins with recycled content. Check to see Page 28

29 what brand we buy and if it contains recycled fiber. Consider choosing cloth towels, sponges, and cloth napkins for use in lunchroom areas instead of paper. Page 29

30 As for non-paper items, do a pre-purchase review. Do we really need this? Is there a reusable alternative? Is this product repairable? Does it need batteries? Then use rechargeable batteries. Buy the lightest, smallest, most durable product that will do the job. Choose a product with the longest warranty and with available repair service, interchangeable parts, minimal packaging, and no hazardous materials. When ordering software for the office, determine how many manuals you actually need. Expect employees to share manuals from a centrally located reference section. Buy refilled toner cartridges and save about 50% of the cost. Buying a printer or copier? Choose models which can use refillable cartridges and which easily make two-sided copies. Make sure the warranty does not require the use of new toner cartridges. Choose fluorescent bulbs over incandescent bulbs. Outlaw disposable pens! Have a supply of refills available instead of a box of disposable pens. If you don t buy disposable items, employees won t use them, and we won t have to pay to haul them away! Need help finding items made from recycled materials? Call the Recycling Hotline at Page 30

31 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 8 The Big Picture: Buy Less, Buy Recycled, Buy Long and Reusable! Policy Setting Step... Lasting Paper facts: One third of all waste in the U.S. is paper. Newspaper is number 1, followed by corrugated cardboard boxes and office paper. Two million tons of paper are used in copiers each year. An average American office worker throws away 1/2 pound of paper a day. A worker in a financial institution throws away 2 pounds a day. Recycle all the paper waste you can and use recycled paper. Using recycled paper completes the loop. This step s goal is to purchase recycled paper products and items which are non-disposable and long lasting. Choose/specify recycled paper for copiers and printers. Always request recycled paper when you order printing and copying of documents. Ask for a high percentage of postconsumer fiber. Choose recycled paper when ordering stationery, envelopes, adding machine tape, forms, business cards, checks, ledgers, files, legal pads, index cards... there are always excellent recycled choices! For non-paper items, do a pre-purchase review. Do I really need this? Is there a reusable alternative? Is this product repairable? Does it need batteries? Use rechargeable batteries. Buy the lightest, smallest, most durable product that will do the job. Choose a product with the longest warranty and with available repair service, interchangeable parts, minimal packaging, and no hazardous materials. When ordering software for the office, specify the number of manuals actually needed. Make sharing easy by establishing a centrally-located area for manuals. Buy refilled toner cartridges and save about 50% of the cost. Buying a printer or copier? Choose models which can use refillable cartridges and which easily make two-sided copies. Make sure the warranty does not require the use of new cartridges. Choose fluorescent bulbs over incandescent bulbs. Eliminate disposable pens! Have a supply of refills available instead of a box of disposable pens. Use mechanical pencils. Page 31

32 Need help finding items made from recycled materials? Check with the Purchasing Agent or call the Recycling Hotline at Page 32

33 PAPERLESS... Step 9 Checklist Reuse Everything! Minimize waste! As you buy more and more items which are reusable rather than disposable, you will notice a marked decrease in waste. Here are a few things to check: 1. Your copy machine, printers, and computers are long lasting purchases. Make sure that the maintenance programs are effective, that machines do not break down due to lack of proper maintenance, and that you avoid making purchases due to frustrations which could be resolved with better equipment upkeep or repair. Don t throw it away; maintain it and repair it. 2. Check the employee lunchroom. Are you using disposable cups, plates, flatware? It s time to convert to reusables. Don t buy foam coffee cups. Do provide office mugs or ask employees to bring in their own. Do provide extra mugs for serving coffee to visitors. Suggest that employees buy commuter mugs to use when they buy coffee on the way to work! 3. Establish an area where people can return items for reuse such as file folders, paper clips, rubber bands, envelopes. Use a portion of your storage area to store reusable items. 4. Are there supplies which you cannot use but other companies might? Nonprofit organizations are always looking for office supplies and equipment! Check the WASTE EXCHANGE section, below, for suggestions on finding new homes for discarded supplies and equipment. 5. Edit and or circulate this step s MEMO. 6. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. COMING: THE SCRAP PAPER REVOLUTION AND REFINEMENT Page 33

34 TO: All Employees SUBJECT: PAPERLESS... It's Better for Business... Step 9 Reuse Everything! Minimize waste! As we buy more reusable items instead of disposable ones, you will notice a marked decrease in waste. Thoughts and suggestions: Do you buy coffee on the way to work? Use a reusable commuter mug and eliminate those foam or paper cups! Help make the switch from disposable pens and pencils to reusable/refillable ones. In the employee breakroom/lunchroom, use sponges or cloth instead of paper towels. Use mugs instead of disposable cups. Use a sugar bowl or box instead of individual packets. Use cloth napkins instead of paper. Observe what is being thrown away and consider waste-free alternatives. Suggestions are welcome! I have established a storage area for reusable office supplies in (for such reusable supplies as file folders, paper clips, binders, envelopes, etc.). Please place surplus reusable office supplies in this area (neatly) and look there first when you need supplies. Do you have surplus items in quantity that we can t use but someone else might need? 3 ring binders, for example? There are several places we can take (or obtain) products for reuse. Ask me for suggestions. Page 34

35 PAPERLESS... Step 9... Reuse Everything! Addendum on Waste Exchanges (see note 1 below) Waste exchange is the transfer of one business waste material to another business for reuse. It can be done with a neighboring business, a surplus equipment broker or a waste information exchange or clearinghouse. There are many non-profit and for-profit waste information clearinghouses in North America. Initially founded to encourage the reuse of hazardous materials, many are expanding their coverage to include non-hazardous materials. These operations organize, promote and keep track of material exchange activities, but generally leave the actual arrangements to the generators and users. Often the matching is done via a double blind listing in a catalog or through on-line databases. Firms send "materials available" or "materials wanted" forms to the clearinghouses, which assign each listing a unique identification number. These are listed anonymously. Companies seeking to obtain or supply the material listed notify the clearinghouse. If the listing company approves, the contract is arranged. Thereafter, it is up to the individual firms to make the arrangements and discuss the cost, if any, involved in the transfer. The California Integrated Waste Management Board (CIWMB) began California's first solid waste exchange in Fall The program is called CALMAX which stands for California Materials Exchange. This is a free service for all businesses and organizations in California. While CALMAX was designed for business, teachers took an interest in what CALMAX had to offer. In response, CALMAX has led to the development of KidMAX, an exchange through which companies can donate a variety of items to California schools. CALMAX and KidMAX are now accessible on-line. Both services are worth testing -- to list materials you would like to donate and to seek materials you might be able to use. To take full advantage of this opportunity, make sure your manufacturing and warehouse sites and buying and procurement officers are familiar with this free service. For more information, or to request applications or catalogs, contact: California Materials Exchange (CALMAX/KidMAX) California Integrated Waste Management Board 8800 Cal Center Drive Sacramento, CA (800) , (800) or (916) California Integrated Waste Management Board Resource Conservation Division 1020 Ninth Street, Suite 240 Sacramento, CA (916) Business Waste Reduction Assistance Programs: Page 35

36 Links to other materials exchanges: California Waste Exchange Dept. of Toxics Substances Control P.O. Box 806 Sacramento, CA (916) Industrial Materials Exchange th Avenue Seattle, WA (206) ; Fax: (206) National Materials Exchange Attn: Bob Smee (509) Recycler's World provides extensive listings by category - Resource Area for Teachers (RAFT) 139 Sobrante Way Sunnyvale, CA (408) Resource Connections 1290 Ridder Park Dr. MS 240 San Jose, CA (408) ; Fax (408) Reuse happens when it is easy and economically feasible. The reuse of office and old medical equipment is limited by its small volume, bulk and the cost of transfer and storage. The United Way in San Francisco operates a used equipment exchange, providing a good example of reuse. They have a large warehouse of used equipment which they make available to other non-profit organizations in exchange for storage and transfer costs. The goods are accepted as tax deductible donations and must be clean and in good condition. Note 1: The Santa Clara Valley Manufacturing Group has given us permission to include this section from Reduce, Reuse, Recycle, the SCVMG Guide to Commercial Programs. The entire publication can be accessed at the SCVMG website located at: Page 36

37 PAPERLESS... Step 10 Checklist Scrap Paper and Filing Revolution! This step, the focus is on refining your paper-saving techniques and wasteprevention habits, so you can sail into the last part of the PAPERLESS PLAN with almost no blank sides or wasted paper. Edit and or circulate the employee MEMO for this step. Place a box by the copier for scrap paper. Choose a box which is 8 1/2 x 11 so paper will stay neat and usable. Piles of scrap paper can be made into memo pads if you prefer. Buy a jar of Padding Compound at your office or printing supply store to use as a rubbery edge for scratch pads. Or simply staple or clip a pile of paper to make a scratch pad. Ask employees what will help. Are there other locations which should have scrap paper boxes? Does anyone who doesn t generate scrap paper need some? Help solve problems and facilitate the use of all blank sides! Review your filing system. Check a few folders from recent clients. Are documents copied two-sided? If not, why not? Do you have items which are filed twice? Could some documents be stored on disk (with back-up) rather than on paper? Could you scan documents onto disk and keep these files and records electronically? Resolve these questions with the appropriate employees. Check the copy count reading for each copy machine on the scheduled date. Note the numbers in KEEPING TRACK. Page 37