Reducing Paper Use

Tracking Paper Use

To reduce paper use and set up a good foundation of support you need to collect information to form benchmarks, then set targets and compare results. It will also provide you with hard data to gain the interest of managers and work colleagues.

1. Undertake a paper audit to better understand the purchase, use and disposal of paper in your office. This will give you an indication of priority areas to focus on.
2. Download the Paper Use Tracking Tracking Tool to track paper use and costs.
3. Ask your purchasing officer to contact your paper supplier to get monthly paper purchases, costs and amount of recycled and non-recycled paper purchased.
4. Put information into the Paper Use Tracking Tool.
5. Communicate your findings via email, internal newsletter and at staff meetings.
6. Set a target for reducing paper use e.g. a 10% reduction over the next 12 months.

If you can’t get monthly data at least ask for the amount and costs for paper for 2006 to give an indication of where your department is at.

Undertaking a Paper Audit

1. Purchasing: What type of paper is being purchased? Is this paper recycled content? What are the reasons for purchasing this type?
2. Usage: Is paper used efficiently? Do all staff print on both sides? Do all staff know how to reduce print? Where is there wastage? Do some individuals or groups use more than others? Why?
3. Disposal: Is paper being recycled? Is single-sided paper being reused? Is there a recycle bin in the print room? Is there a one side used paper tray beside every printer/copier?

Paper Reduction Strategies

1. Make the most of each sheet of paperYou can easily reduce unnecessary paper wastage by:
- Defaulting your computer print settings to double side print.
- Printing multiple pages on one sheet (you can easily choose to print 2 or more pages of a document onto one sheet of paper simply by selecting 'Multiple pages per sheet' in your print properties).
- Resizing your page layouts by increasing the margin size and decreasing font size to maximise words per page.

2. Double sided and reduce printing on your photocopier
- Photocopiers now have all sorts of wonderful paper saving features so press a few buttons, read the instructions and learn how to utilise them!
- Most photocopiers can double side and also enlarge or reduce the copy image.
- Check out your photocopier instructions, print out the relevant pages about "making 2-sided copies" or "reducing the copy image" and stick them on the wall near the photocopier - or ask your work colleagues for assistance.

3. Buy paper saving office machines
- Ensure that the printer you purchase can automatically double side print (most current models do).
- Get the photocopier technician to default copier/printers to double side print.
- Buy a multifunction device that prints, copies, faxes and scans - scanning documents can negate the need to print off copies.

4. Filing information and emails electronicallyThink before you print! There is no need to print out every email or document you produce. Only print out documentation or emails that are essential to be filed as hard copy for permanent record. Use your Outlook folder system to file important emails that you may need to look at later.

5. Collect and reuse one side printed paper
- Place a paper tray next to every printer, photocopier and fax machine to collect paper used on one side only to reuse as notepaper.
- Dedicate a paper tray in your printer for one side used paper (ensure staples are removed).
- Collect used paper and get UniPrint to collect and make up into A4 or A5 sized notepads that are glued at the top. UniPrint have kindly offered to do this for free.

6. Use laptops and projectors for meetings
If you have access to a laptop and projector consider using it for meetings rather than printing out pages of agendas and minutes. There is an added bonus of being able to type minutes then and there. Documents may be altered as changes are discussed and you may also be able to access the internet at meetings.

7. Recycling used paper
- Every scrap of paper and cardboard can be recycled!
- Recycle paper that cant be reused in your desk side recycle bin or the large 240L recycle bins.
- Make sure that your print room or computer lab has a recycle bin.

Posters

Most importantly - Think before you print!