The paper free office is a myth but you could just use less paper

I can’t remember how many times in the past fifteen years either in a Board or senior management meeting, someone has suggested that we should have a paper free office. In fact I think I’ve suggested it a few times myself in moments of environment friendly zeal.

The truth is a truly paper free office is an impossible dream for most organisations but using less paper is an achievable goal.

To be honest the environment and cost are two obvious concerns but in reality with modern day technology we really should be able to operate a business process without paper.

It’s very frustrating to see the piles of job folders on peoples desks (apart from the fact it means they’re busy) and watch as these folders move about back and forth where they go nobody knows.

Having digital versions of job folders stored on servers is only part of the solution.

Every piece of paper that lands on your desk needs a predetermined pathway to a digital existence.

Paper should not be the primary medium for information management so you need to revisit your business process. Actions need to be written into the process that ensure that a digital version of all current documents that drive your business have been created.

This all sounds very technical and time consuming but also very necessary if you want to cut your paper use by a good %.

What software you use to store and search for your new digital files is another topic altogether but you could just simply use the file explorer in Windows with a logical folder structure.

But there are also other simple methods you could use to cut paper use.

Tracking paper use by person is possible if you have user names stored in your photocopier and don’t allow use unless you log in. Produce a monthly report of use and e-mail it round. Name and shame never fails.

Set your accounting software to create and send pdf versions of your sales invoices and statements. Most modern software allows this. In fact contacting customers for their e-mail address is a good CRM exercise.

Get rid of the old fax machine. There are plenty of methods now for receiving the occasional virtual fax.

Create all your advertising and technical brochures in pdf and only send out virtual copies. People are now used to reading pdf’s and storing the interesting ones away in a virtual folder.

At least make a start on any of the above. It’s about saving the environment, saving money and most of all improving your business processes leading to bottom line improvement and colder summers (cough)  I mean a greener world for your children to grow up in.

Simon Pickup

Director of Bluline Solutions Ltd.