| With computers and technology becoming more | | | | not keep company documentation on an intranet, |
| and more important in the office, it is not hard to | | | | or secure area of your website? This will ensure |
| see why the paperless office was predicted. | | | | that staff always have the information they need |
| However, the reality is that paper is still being | | | | at hand, and don't have unnecessary paper on |
| used just as much as ever. See how you can | | | | their desk. |
| reduce the amount of paper you use. | | | | 8. Reduce the amount of paperwork that staff |
| 1. Where possible, use email or the phone rather | | | | need to complete. If processes such as checklists, |
| than letters. Obviously there are circumstances | | | | forms, reports, and orders can be filled in on |
| when sending a letter or something else via the | | | | computer and then stored electronically, then this |
| mail is unavoidable. | | | | will help reduce the amount of paper used and the |
| 2. Don't print out emails and documents if you | | | | amount of storage space needed to hold paper |
| don't need to. You can keep an electronic copy of | | | | based records. |
| documents and emails without needing to print | | | | 9. You might be considering eProcurement. This is |
| them out. | | | | the method of ordering products and services |
| 3. Send emails to colleagues rather than using | | | | electronically, and is similar to how many |
| post-it notes. An email isn't likely to fall off a | | | | consumers purchase goods online at home. Using |
| monitor or get lost on a desk. | | | | eProcurement will reduce the amount of supplier |
| 4. Recycle or shred unwanted paper rather than | | | | catalogues you need, as catalogues are online, will |
| throw it away. Confidential printouts should be | | | | reduce purchase orders and paperwork sent to |
| shredded, and paper that is no longer needed can | | | | suppliers. As there is no paperwork to go missing, |
| be sent for recycling, or used as scrap paper. | | | | and no hard to read handwriting to decipher, there |
| 5. Use recycled paper where possible, for rough | | | | is much less chance of the wrong product or |
| work or as scrap paper for notes. Perhaps you | | | | quantity being ordered or supplied. |
| already use recycled paper for the printer, or the | | | | 10. Similar to eProcurement, eInvoicing can speed |
| photocopier. | | | | up payment as well as reduce paperwork. |
| 6. Keep to-do lists on your computer, perhaps in a | | | | Invoices are sent from suppliers to customers |
| spreadsheet so that you can tick the tasks off as | | | | electronically, and the customer pays electronically |
| you complete them. This means that you don't | | | | too. Sometimes, there may even be a discount |
| have to print the list off, and won't lose it. If you | | | | for early payment. |
| use remiders, why not let your computer or | | | | Now you know what you can do to reduce the |
| phone remind you, rather than use written notes. | | | | amount of paper used in the office, isn't it time |
| 7. If you work in a call centre environment, or | | | | you did your bit? |
| need access to manuals or other paperwork, why | | | | |