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The Green Office - MCS Management Services


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Tips for implementing sustainable practices to generate cost savings in your small-, medium- or large-sized business. …

Tips for implementing sustainable practices to generate cost savings in your small-, medium- or large-sized business.

MCS Management Services is a leading provider of on-site business support services, including mail center operations, shipping and receiving, records management, document and print center management, in-house litigation support, managed print services and related professional services.

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  • 1. By Daniel CarrollManager, Client Strategy and Business Solutionswww.mcsmanagement.comJune 2012Tips for implementing sustainable practicesto generate cost savings in your small-,medium- or large-sized business
  • 2. 1. Statistics2. Printing and Paper Output Reduction3. Document Distribution and Communication Technology4. Office Devices and Energy Consumption5. Food Services and Vehicles6. General Facilities7. Savings in Sustainability8. Savings Calculation: Printing and Paper9. Savings Calculations: Electricity and Office Devices10. Electricity Costs on Items Left on Overnight11. Resources12. Green Your Everyday Life — Checklist
  • 3. • The U.S. Department of Energy says that $4 billion a year in electricity bills is wasted because ofvampire power sucking (standby power).• A midsized company with 1,000 employees and $100 million in revenue will produce 30 millionpages of paper a year, which equates to cutting down 1,369 trees and producing about 300,000pounds of CO2 annually.1• One tree makes 16.67 reams of copy paper or 8,333.3 sheets. 1 ream (500 sheets) uses 6percent of a tree.2• Due to the explosion of information, we use two times more paper today than we did in 1980, onaverage. 1• It takes 2,000 times more energy to produce a bottle of water than it does to produce tap water.3• 69% of bottled water containers end up in the trash and not in a recycling container.4
  • 4. • Print to PDF instead of paper: Print any electronic document — Word docs,spreadsheets and web pages — to a PDF that can be saved on a computerand distributed electronically.• Use print preview: Adjust document formatting (font size, margins, etc.) to fitmore on a single page.• Use email rules: This allows you to automatically route emails into a folder you specify in yourmailbox. This will alleviate the need to print emails to hardcopy.• Keep electronic documents electronic: Upwards of 90% of documents that are “born” digitallystay digital. (Just don’t print!)
  • 5. • Rules-based printing: Send larger jobs to the most efficient and cost-effectiveprinter. General rule of thumb: The larger the printer, the less it costs per page toprint.• Enforce mandatory black & white and duplexing/double-sided printing: For“non-essential” documents (or 2-up/4-up per page).• Energy Star™: Always buy Energy Star Certified equipment.• Purchase “green” office products: Paper, stationary and toner
  • 6. • Use a dual monitor setup: Most people reduce their amount of printing andincrease productivity.• Digitize and automate business forms: For example, use PDFs with type fields.• Set up an intranet: Host information youneed to share, and create simpleweb forms.• House documents electronically:Make use of shared network drives(network attached storage) ordocument/content management systems.
  • 7. • Use FTP services: Transfer larger electronic files to eliminate the need to wastefullycreate CDs or DVDs• Check out: YouSendIt, Dropbox• Web conferencing services: Use these services to reduce travel time and expenses.• Check out: BigMarker, AnyMeetingand Vyew• Bottom line: Share information electronically.Forward email attachments, links towebsites, etc., instead of printing.
  • 8. • “Power down” all devices: When not in use, turn off electronic devices or setthem in sleep mode. This includes mail equipment, printers, copiers andmultifunction devices.• Turn off all computers overnight: Or place in sleep or hibernatemode.• Energy conservation mode: Implement this mode on all availableequipment.• Unplugging equipment when it’s not in use is ideal.• Check it out: AC power adapters and cords still useenergy when plugged in, even if the device they power isnot turned on.
  • 9. • Turn off all lights overnight in any facility where this is permitted (includingconference rooms).• Avoid using incandescent bulbs: These are commonly found in desk lamps.Instead rely more on compact fluorescent lights (CFLs), commonly used in officebuildings.• Check it out: CFLs use three to four times less power thanincandescent lamps of equivalent brightness.(Source: U.S. Department of Energy)
  • 10. • Encourage the use of washable utensils, plates, etc. over single-use items.• Make sure all clean plastic and Styrofoam, plates cups, and utensilsare recycled, as well as aluminum cans• Rinse out glass and plastic containers with water prior to placing themin the recycling stream.• Rinse off any food/grease stains from plastic plates prior to placingthem in the recycling stream.• Food byproducts that are excessively stained or soaked in grease(e.g. pizza box) should not be recycled.
  • 11. • Refrain from idling vehicles for too long: Generally,less gas is wasted when the engine is turned off andon again.• Scheduled maintenance checks: Ensure these areconducted regularly for peak performance. They shouldinclude consistent oil changes and keeping tires to correctpressure inflation.
  • 12. • Keep exterior doors and loading dock gates closed: Prevent large amounts of heat or A/Cfrom escaping to keep the temperature stable.• Close window blinds: This helps reduce the temperature from direct sunlight. (Keep blindsopen in winter to attract heat from sunlight.)• Display green office signs: Labelrecycling bin locations and more todirect employees where to dispose ofitems properly.• Recycle all materials correctly:Especially cardboard and plastics.
  • 13. • Recycle or shred all printed pages: Ensure the destruction companyrecycles shredded paper — most do.• Reuse “good conditioned” materials: Paper boxes, pallets, and shippingand packing materials.• Put recycling bins in your facility: Place them in clearly visible areas,especially by printers.
  • 14. Two often overlooked areas that provide easy and measureablesavings:• Printing• Energy Waste
  • 15. ItemConservative Estimates$ Low – high / median1 LaserJet – toner print cost per page (B&W) $0.017 - 0.03 / 0.02352 LaserJet – avg. toner cartridge (yields 600-1K pages4) $19.99 – 38.99 / 29.493 Paper – cost per page (letter size) $0.006 – 0.0116 / 0.0088Copy Machine/MFP – print cost per page (B&W) $0.013 - 0.021 / .0017Calculations on next slide
  • 16. Total Cost per page printed =1 toner print cost per page + 3 paper cost per page +(2 new cartridge ÷ 4avg. yield per cartridge)$0.0235 toner cost + $0.0088 paper cost + ($29.49 toner ÷ 800 pages) =0.0235 + 0.0088 + 0.0369 = $0.0692
  • 17. ItemU.S. AverageSeptember 2011Electricity per kWh $0.135Utility (piped) gas per therm 1.063Gasoline per gallon 3.664wattage x hours used ÷ 1000 x price per kWh = cost of electricityExamples on next slide
  • 18. Lighting30 - CFL Blubs x 25 watts x 14 hours ÷1000x $0.135/kWh = $1.42/night$517.39/year2 - incandescent bulbs x 100 watts x 14 hours ÷1000x $0.135/kWh = $0.38/night$137.97/yearComputersDesktop PC X 73 watts X 14 hours ÷1000x $0.135/kWh = $0.14/night$51.10/yearCopiers/MFPs55-60 page per minutemodelX 2000Watts (standby)X 14 hours ÷1000x $0.135/kWh = $3.78/night$1,379.70/yearLaserJet Printers30 page per min.modelX 28.5 watts(standby)X 14 hours ÷1000x $0.135/kWh = $0.05/night$19.66/year50+ page per min.modelX 203 watts(standby)X 14 hours ÷1000x $0.135/kWh = $0.38/night$140.04/yearwattage x hours used ÷ 1000 x price per kWh = cost of electricity1 night = 14 hours (est.) US kWh Average = $0.0135
  • 19. Unplug before you leave: Green your life: Wi-Fi router Coffee maker TV and cable boxes notturned fully off Game console(s) Cell phones chargers Lights and fans AC units Space heaters Unused AC adaptors leftplugged in Take public transit, or other modesof non-CO2 producing transit (bike,walk) Keep car tires fully inflated and oilchanged at recommended intervals Participate in e-billing and processelectronic payments online (PDF thereceipt) Use a water filtration system ora filtered water bottle instead ofbuying bottled waterAverage lifespan of1 Tap Water Filter =12.5 x 1 case of 24 bottles= 300 bottles
  • 20. 1. “The Top Three Right Ways to Go Green: Save the environment and save.” 2009.Accessed via: How much paper can be made from a tree? Accessed via: Gleick, P.H, Cooley, H.S. Energy Implications of Bottled Water. February 19, 2009. ThePacific Institute.Page 6.4. IBWA. IBWA Rebuts Misleading and Factually Incorrect Video about Bottled Water.Alexandria, Va.March 22, 2010.
  • 21. • Locate recycling centers for different types of materials:• Information on average energy usage of household items:• Information about recycling batteries:• Information about recycling light bulbs:• Information about donating or recycling computers:• 11 Step Guide to Develop a Waste Management Program for Business:• U.S. Department of Energy – Office Checklist and Sustainability
  • 22. MCS Management Services is a leading provider of on-site business support services, includingmail center operations, shipping and receiving, records management, document and print centermanagement, in-house litigation support, managed print services and related professional services.Over 30 Years of Business Support ExperienceWomen-Owned Business Enterprise (WBENC)96% Client Retention Rate since 1993Senior management team of experts has an average tenure of over 15 years