Tips on Reducing Paper in Your Workplace

It is possible to eliminate much of the paper we produce by using computers but few people seem willing to do this. Pieces of paper seem secure and the computer might crash, wiping out anything saved on it. The answer to the latter fear is, of course, to do what all computer manuals and experts advise and few people actually do. Regularly back up your work onto disk. This is a familiar procedure and if you follow it there is no reason why most of your 'paperwork' shouldn't be created and kept on your computer. You can use e-mail to communicate in place of letters or faxes straight onto a computer screen.

When replying to e-mail, put any action into the subject line, for example, 'need reply by Thursday a.m.'.

Whole documents can be sent by attaching them electronically to either of these methods. Documents can be scanned into your computer and arranged into files and folders as if they were on paper and just as easily retrieved. Your work can be created and stored on any computer and sent to anyone with a compatible system of communication. So why use paper at all?

Other paper-based products now appear as standard in computer software programs - organizers, diaries, calendars, account sheets, databases, spreadsheets, etc. If you really want to eliminate paper from your world then spend time studying your computer's manuals to find out what it is capable of. Ask your company's computer technician to advise you and show you how to use it to the best advantage. Invest in new software or computer upgrades if this will enable you to take advantage of the more advanced programs.

Incidentally, do not be put off by technical jargon. Ask someone to explain it to you in plain language and give a demonstration. Or sign up for an evening class in computer use. Using computers is straightforward once you understand the basics. If I can do it, you can!

Choose software with on-screen demonstrations - it is easier to understand a demonstration.

Use the phone
Before you create paper for other people to deal with, think. You want to communicate in the quickest and most time-saving way possible that is suitable for the nature of the transaction. Can you phone instead of writing a letter? If you keep to the point a phone call can be quicker and more productive. Can you use a tape recorder to dictate letters, record memos and note ideas? These can then be typed up in one session by your secretary. Can you visit the person you need to communicate with? Think of ways to get the message across without using paper at all.

Of course some things, such as contracts, must be printed out and kept. But you will be surprised at how much other paperwork can be eliminated entirely. And the less paper in your office or home, the more time you will save by not having to deal with it.

Top Ten Tips
1. Accept that no office is going to be paperless.
2. Keep legal and financial documents safely.
3. File it, pass it on, act on it or throw it away.
4. Clear your desk.
5. Keep only necessary papers to hand.
6. Touch each piece of paper once or twice only.
7. Reduce the amount of paper reaching you.
8. Have a simple filing system and use it.
9. Use as few pieces of paper as possible.
10. Use machines to eliminate paper.

Clear your desk of all paper one piece at a time. Either file it, pass it on, throw it away or act on it. Eliminate as much incoming paper as possible. Reduce your own output. Use a broad simple filing system and encourage everyone in the office to use the same system. Use monthly and daily files to keep track of future projects. Wherever possible use your computer to eliminate paperwork.