- Use your computer to eliminate paper:
- Write communications on letterhead templates in your word
processing software. Incorporate an always up-to-date letterhead
design on all letters, thereby eliminating outdated, leftover
paper letterhead stock.
- Print forms and memos directly from the computer instead
of using pre-printed forms.
- Preview database and spread sheet printouts on your screen
to ensure best use of computer paper.
- Send and receive faxes from your computer instead of using
- Use e-mail instead of memos and faxes.
- Transfer documents on disk or through e-mail for editing
- Offer annual reports and major documents on disk to interested
- Develop an Internet web page for frequently requested information.
- Eliminate unnecessary copies on multi-part forms. Print instructions
and necessary information on the back to eliminate pages.
- Post messages on bulletin boards.
- Use routing slips rather than individual copies.
- Have several people edit the same copy of a document using
different colored inks, or edit computer documents on-screen
using different fonts.
- Paper Faxes:
- Use plain paper faxes to eliminate the need to copy thermal
- Use fax stick-on labels instead of cover sheets.
- Program your fax to eliminate confirmation sheets.
- Review distribution lists frequently.
- Eliminate outdated or unnecessary destinations.
- See if destinations with many recipients will route fewer
- Carefully calculate quantities to avoid excess which takes up
storage space and may become unusable.
- Use two-way envelopes with self-contained enclosures. Saves
paper, inventory, warehousing, handling, printing and labeling
- Use both sides of the sheet of paper, whether for copying or
printing. (Check for high opacity on lighter weight printing sheets.)
- Print double-sided for bills, applications, licenses, and other
- Consolidate forms.
- Consolidate multiple checks to individual vendors and bills
to individual customers. Also reduces envelope purchases.
- Provide half-size sheets for short memos and letters.
- Reduce printing paper basis weight. Saves both paper and postage
- Reduce size of printed piece (but make sure you don't increase
the amount of trim waste created). Work with your printer and
designer to maximize use of parent sheets for printing.
- Reduce font size and margins.
- Purchase printers and copiers that can easily duplex. Program
the defaults to double-sided.
- Use the blank sides of unneeded single-sided copies for printing
- Use inter-office envelopes with address lines on both sides,
then put labels over them when they fill up and send them out
- Reuse incoming envelopes in good condition for your own correspondence.
Use large address labels to cover the original information.