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Reading electronically cuts down on the amount of paper waste in work life, but it’ll require some preparation. Becoming a paperless office might mean purchasing certain equipment and software and may necessitate some corporate policy changes, too.

How to read electronically to go paperless

Tools for the paperless trade

Better than simply purchasing eco-friendly paper, reading electronically helps you reduce your overall consumption of paper products. But you’ll likely need to provide certain hardware to your employees to help them make the switch. For instance:

• Desktops: For those staying in the office the better part of each day, a simple desktop will fit the bill.
• Laptops: The jet set won’t want to lug large CPUs with them, so get them portable computers. Tablets can be especially handy for those giving presentations when they get where they’re going.
• Multiple monitors: Reviewing documents electronically can be a pain if you have to flip back and forth between windows. Ease the effort by giving them a wider digital canvas. For laptop and desktop users alike, having more than one monitor may make employees much more efficient.
• PDAs: Small, portable digital devices can make it easier for people to review documents, publications, and emails on the commute (preferably not while driving of course) or in between meetings.
• Scanners: For those times when people want to exchange ideas about something in print, scanners come in super handy. Use them to scan printed publications, photos, and historical documents that can then be passed around via email.
• Digital cameras: When a scanner won’t do the trick, rely on a digital camera to capture images of important items or events.
• Backup tools: Since you’ll be collecting and storing most of your information electronically, you’ll need to ensure your data remains safe and backed up. Have enough digital memory and consider subscribing to an off-site backup service such as:
  • Amazon S3 Storage Service with Jungle Disk
  • Microsoft FolderShare beta service
  • BingoDisk online storage
  • Box.net file sharing and storage
  • MediaMax Streamload file storage
  • .Mac iDisk hard disk online

Simplify with software

Getting the hardware is one thing; making it efficient for your staff to use is a different matter. Software that simplifies how people collaborate may save your company loads of time and money by increasing productivity and efficiency.

• Ditch antiquated paper forms: Do your employees fill out paper timesheets? Are your customers required to print forms and fax or mail them to you? Get rid of these outmoded ways of communicating and replace them with electronic forms. Try:
  • Adobe LiveCycle Forms
  • Formsite Web Form Builder
  • Response-o-Matic
  • Jumpstart-it
  • iemployee electronic timesheet
  • TSheets.com

• Use online collaboration tools: Great businesses encourage collaboration and the exchange of ideas. Make it easier for employees to contribute by using online collaboration tools, such as:
  • Microsoft SharePoint Services
  • Basecamp
  • Google Docs
  • Adobe Acrobat 8 Professional

• Get off junk mail: Break that junk mail habit by using a professional company like:
  • 41pounds.org
  • Catalog Choice
  • Stop the Junk Mail
  • GreenDimes

• Subscribe to electronic versions: From manufacturing the ink to delivery to disposal, printing just one newspaper can have a significant environmental impact.[1] Encouraging electronic reading is one of the easiest ways to save trees, ink, and cut down on greenhouse gas emissions every day. It’ll also reduce the amount of paper coming into your office and the piles of recycling going out. Check out these publications that offer content electronically:
  • The New York Times
  • The Wall Street Journal
  • The Washington Post
  • Los Angeles Times
  • Chicago Tribune
  • CNN
  • BBC News

• Support with software: Help your employees read electronically by providing the software they’ll need. Some publications and devices require unique software to translate copy from one form to another. Here are a few you could try:
  • Adobe Reader for Mobile Devices
  • Pocket TOTAL

Paperless policies

Now that you’ve got the most important tools in place, you may want to consider educating and advocating for day-to-day changes in work habits and policies. Here are some ideas for the kinds of behaviors to encourage:

• Review draft documents, memos, and emails on-screen: Rather than printing out letters, emails, and documents to review on paper, just review them on-screen. If you have to make editorial comments as you go, try to use your software's built-in editing tools.
• Send emails rather than paper memos: When you need to communicate with a co-worker consider sending your message electronically through email or via an online messaging system.
• Pay per use: To discourage printing, you may want to consider charging each department for every page they print. They'll be motivated to keep their costs down by cutting paper use.
• Save files electronically: Instead of printing files for storage, get employees saving their most important information electronically. You'll not only save on printing paper, but also paper used to make folders.
• Receive regular bills online: Rather than getting a paper copy of bills and invoices, ask suppliers to send electronic copies instead, then save those electronically.
• Bank electronically: Whenever possible, do your banking online rather than using ATM machines or visiting a teller.
• Pay digitally: Ask your payroll company to use direct deposit for regular employees and then get them to send digital checks rather than paper ones.

Becoming a paperless office helps you go green because ...

• The average office worker uses 1.5 pounds of paper every day. Choosing electronic options over paper options can significantly reduce this number.
• Using electronic communication tools with a PDA or a computer instead of traditional delivery requires up to 140 times less carbon dioxide, the consumption of 26 to 67 times less water, and significantly less greenhouse gas.[1]

Producing and transporting a single sheet of paper requires more energy than a printer, fax, or photocopier consumes in producing an image on it.[2] Each year, 9.2 million tons of newsprint is consumed, and only about 32 percent of that is recycled, meaning 6 million tons of it comes from virgin forest.[3] This is more than the book, magazine, and catalog industries combined. (Just 100 of the 18,000 magazines in print use recycled paper.)[3]

While the Internet allows you to read sans paper waste, it isn't devoid of negative environmental impact. In 2006, the five leading search engines consumed 5 gigawatts of energy; that's enough to power the Las Vegas metro area on the hottest day of the year.[4] However, the American Consumer Institute recently estimated that e-commerce could reduce CO₂ emissions by over 200 tons; swapping digital for print publications will save nearly 60 tons.[5]

Demonstrating the eco- and financial benefits of going paperless is Owens Corning, a company that's saved $30 million in lease costs for the 14,000 filing cabinets once required to store all its paper files.[6]

External links

• Businesses for Social Responsibility works to help companies integrate sustainable business practices into strategy and operations.
• Bridging The Gap - Detailed waste reduction manuals available to businesses. Includes employee surveys, sample kick-off manuals and detailed, step-by-step instructions for developing a business waste reduction program.
• Earth 911 - Has a special program for businesses to help them incorporate eco-friendly waste management practices into everyday practices.
• Envirowise provides practical environmental advice for businesses.