In Writing:
1. Plan each communication. Define your purpose and audience. Before you begin a document, consider its life cycle from creation through disposal.
2. Compose and review letters and other documents on the computer rather than on paper.
3. Be brief. Get organized, then get to the point. If necessary, use an editor. Keep letters and memos to one page.
4. Use the back side of waste paper for scratch paper.
In Format and Design
5. Redesign letterhead to condense headers (printed top material) and allow for narrower margins. Use up the old inventory, however.
6. Use E-mail for routed information. If you must use paper, put the distribution list cover sheet on the same page as the message. Other options include putting the cover sheet on the front with the message on the back, or using a Post-it routing/request note.
7. Examine publication formats and frequency. Publish information on the Internet as the first choice of distribution. For mailed items, send a two-sided, 8-1/2 x 11 newsletter, rather than a four-page, fold-out version (cutting content accordingly).
8. Redesign and rewrite forms to reduce paperwork and form length. Eliminate unessential duplicates. Many companies are using electronic forms (via the Internet), which saves even more paper because no inventory is maintained.
9. For mailing use the smallest envelope possible. Fold pieces to fit into standard business size envelopes.
10. Use the lightest weight paper possible.
11. For large mailings, compile a prototype. Then combine pages to save paper and postage.
12. Use shredded waste paper to replace purchased packaging materials.
Through Technology
13. Transmit efficiently:
* Use the telephone if a verbal message will suffice
* Use voice mail or e-mail for short messages
*Install new software and hardware to expand your choices in data processing and document creation.
14. For mass mailings, to eliminate labels or long distribution lists, use the mail merge feature in word processing.
15. Make reports and data available online.
At the copy machine
16. Before running a large number of copies, do a one-page test of copier settings.
17. Don't throw away slightly light or dark copies for internal use.
18. Make double-sided copies, especially for large documents. If your copier doesn't have this feature, ask to have the equipment updated.
19. Avoid making extra copies. Make extras later if you need them.
20. Get training if you are unsure of copier features or how to use them.
21. Prevent jams and toner problems by cleaning and servicing copier regularly.
22. Post a list of paper-saving copy ideas at every copier.
By Management
23. Support and promote paper reduction in your company. Build awareness with contests and signs. Publicize implemented ideas and savings.
24. Be flexible. Give departments and divisions authority to examine their paper use and make changes. Approve purchase of paper-saving equipment.
25. In large offices, to cut postage and envelope use, develop an inter-office delivery system.
26. Hold a "Clean Out Your Files" day. Collect all paper with a blank side, making it available for scratch paper or rough-draft printing.
And Then Some....
27. Remove outdated or unessential listings (internal and outside the company) from your mailing lists. better yet, don't distribute some information at all; just let people know it's available"
28. Remove your name and company name from mailing lists. Write "Refused - Return to Sender" on unwanted junk mail (First Class Mail only).
29. Use a centralized bulletin board to post one copy of an announcement as opposed to sending individual copies. When individual contact is required, route a single copy. Sometimes it's more effective to call a special meeting to make an important announcement.
30. Each time you reach for a piece of paper, THINK! You can make a difference.