INTRODUCTION Concept introduced in the 1980s. Desktop computers made their appearance in the workplace. Office of the Future, one that requires little or no paper to do business. Instead of paper, the paperless office would use modern technology to accomplish all of the same goals. The new theory behind paperless offices envisions waste-awareness and attempts to convert as much paper documentation to digital form as possible.
REALITY Paper is the number one material thrown away and also one of the biggest polluting industries. Companies interested in reducing cost and building business sustainability are actively pursuing PAPERLESS OFFICE. While a completely 100% paperless office may be unattainable , a few decisive steps applied over the time can dramatically reduce if not eliminate the vast majority of paper in office.
BENEFITS Eliminate Storage Space Reduce Expenses Enhance Customer Service Increased Security Improved Disaster recovery protection Reduce Environmental Impact Improve your competitiveness in the industry.
STRATEGIES-HOW TO GO ABOUTIT BENCHMARK: Identify all activities in the business that utilize paper like printers, copiers , mail..Dig Deep to explore other areas of your business. How much paper are used in events, invoicing, packaging, shipping materials? Canteen/cafeteria ,Washroom . REMEMBER , its not just paper but PAPER PRODUCTS also. Consult with other Departments as to how , when, why they are using it and where is it coming from. Talk to the Purchasing Department and learn more about how much is being spent on paper products.
TARGET AREAS OF PAPERREDUCTION Implement the paper reduction plan utilizing the sustainability of 3 R’s Reduce , Reuse, Recycle. Reduce your paper consumption by working with the purchasing department to reduce the amount of paper purchased and switch to buying recycled paper. Recycle paper that has been used. Reuse paper by placing bins next to the copiers & printers for easy reuse of single sided scrapped paper.
EDUCATE & TRAIN Articulate & Communicate the VISION Define the “HOW’S” & “WHY’S” of your plan. Schedule On Going Training. Celebrate Successes. Identifying areas for ongoing improvement.
MONITOR & MEASURE PROGRESS Regularly monitor the success of your program. Share your Success Stories with employees , prospects, clients & suppliers. Engage all stakeholders in the processes.
GENERAL BEST PRACTICES Place phone directories, human resources documents and corporate policy manuals online (intranet or network folder)to avoid constantly updating paper versions. For correspondence, birthday cards and events, utilize e-cards or online event/party planning tools. Online e-zines , blogs and PDF versions of printed magazines are becoming more and more popular, both as a replacement for and a supplement to printed publications. If a printed copy is required, circulate it within the office/department. Reduce office junk mail. Use reusable bags to carry items. Recycle all paper, newspaper and shredded paper.
SOLUTIONS Use scan-to-e-mail instead of faxing. Replace paper planners with electronic ones. PDA’s: Blackberry and smart phones all have contact management capabilities. Commit to all online banking : Invoicing, Statements, and payments. Engage your clients as well as your suppliers in utilizing technology to reduce paper consumption. File Taxes Electronically. If you must print , print to both sides or use single sided paper as scrap paper. E-Brochure v/s Printed Brochure Use social media tools (LINKEDIN,FACEBOOK,FLICKR) to publish information and connect with clients. Replace paper napkins with cloth material.
ADVANTAGES & DISADVANTAGES Less space Software & Hardware More Organised Concerns Accessibility Data Entry Errors Locatability Security Concerns. Eco-Friendly