• How-to

When we talk of a workplace or an organization, the first thing that comes to our mind is efficiency and effectiveness. But there are several factors that contribute to a fun and productive workplace. Like everything else, adopting and fostering environmental stewardship in the organization plays an important role in this process. Going green not only contributes towards a healthier bottom line but also boosts employee morale and helps to reduce the organization’s carbon footprint on the planet.

Going green generally connotes reducing fuel consumption, using alternative sources of energy, carpooling, recycling biodegradable waste etc. One area that is often neglected in the green movement is recycling and waste reduction of office supplies. Formulating a strategy for recycling of office supplies is fortunately not so complicated. Implementation of such a strategy can start with small, simple steps that can lead to change of everyday habits and efficiency in the overall procurement and use of supplies. We tell you how you can go about doing this.

Adopt a recycling program
Till date, you could have been least bothered about the demand and use of office supplies in the organization. After all, they are necessary for your staff to perform their duties. Change this attitude. Decide that you will monitor and control the use, procurement and disposal of all supplies. Formulate a central policy for that.

Breaking the paper chain
The obvious area to go green is through recycling and reduction in the use of paper. There are multiple ways to go about achieving this. Start with digitization of records and files. Is it possible to save your records and files on the computer? This will save both file and floor space and make the process of taking offsite backups easier, as you can transfer files electronically onto low cost, portable storage devices like hard drives or compact discs. Further, can you review and edit documents online? This will save the process of taking draft prints. Can you convert documents into PDF format and share them? This will save the hassle of printing multiple copies of the same document. Again, encourage double-sided printing among employees. Inculcate a culture of depositing all paper that has been used only on one side next to the printer/copier machine. Reuse this paper for incoming faxes, internal informal printing, or for making scratch pads (by gluing it together). Buy recycled paper where it is possible to use it.

Examine what other supplies can be re-used
Though paper is an important area of office supplies’ conservation, you should not overlook other items of use. These include stationery items like staplers, file folders, hole punchers, pens and pencils, erasers, sharpeners, envelopes, post-it notes, and other items like printer cartridges and coffee mugs/water mugs. In case of items like hole punchers and file folders, they rarely go bad and often can be re-used. Encourage the practice of having a ‘mini shop’ in the office where people can deposit items they don’t need and others can pick them up while looking for something new. Sometimes seniors upgrade their supplies while the older items may still be in perfectly good shape. For pens, your employees may not be happy with a particular style of pen they are using. You could have an exchange desk for that. That way, people can select what matches their taste. The practice of recycling pens and printer cartridges/toner cartridges (by refilling and re-using) must be encouraged also. This could have a direct impact on your cost. Envelopes that come in mail can also be reused by pasting labels and writing/typing fresh addresses on them. Replace the disposable coffee/water mugs with re-usable ones. You have to just work your way round a bit and you will find innovative ways to recycle your supplies in-house.

Monitor procurement and the supply cabinet
A simple policy to adopt is to buy only what you need. We all know that every item we purchase consumes a certain amount of environmental resources. Yet, we often end up buying things and never using them. Imagine all those resources having gone waste for an item that only remains on the shelf all its life. Also, you should filter vendors for the amount and kind of packaging they use. For example, if you are buying folders in bulk, insist that the vendor doesn’t pack each folder separately. In the office, monitor the supply cabinet or hand over control to an admin in-charge. Restricted access often means restricted use. When you are investing in electronic items, think long-term. Buy printers/ copy machines that print/copy on both sides. Buy rechargeable batteries and chargers for your digital cameras and other devices from day one. This can make a huge difference too.

Offer incentives and boast about your efforts
No program in the office can be successful without the active involvement of employees. Offer incentives to your staff for recycling of supplies. Maybe, you could throw a lunch for the team from a part of the cost savings accrued out of the recycling efforts. When printing brochures of the company, put in a small paragraph talking about your recycling initiative. Your customers/vendors will certainly appreciate it. For all you know, it may even inspire other businesses to go green.

Five golden re-use tips:
• Print on second side of copier/printer paper or glue them together to make a scratch pad
• Re-use envelopes from incoming mail by pasting labels for fresh addresses
• Refill pens and toner cartridges
• Re-use coffee and water mugs
• Re-use items like file folders and hole punchers by circulating among staff

©Entrepreneur March 2011

Tags:
green, office supplies, recycle