What is the best way to promote a paperless environment? [closed]

Question

One problem I have with a modern office is that people still tend to create physical copies of digital media (such as program manuals and specifications). I understand that for somethings it is prudent to create a physical copy but many of these physical copies go mostly unused, they just sit on a shelf to maybe one day be flipped through to look up a single piece of information. This is not only a waste of paper but also space and the time that it takes to print out and collate all of these printed documents. It also takes more time to utilize because these items are not capable of being indexed and searched like digital copies.

What are some good ways to promote a paperless environment in the workplace? My company has already implemented a company Wiki. So far the it seems to have made an impact on our use of paper, but some people still think of it as being too much of a hassle.

Answer 1

It won't work for everybody, for sure, but I recently spent a year at a small web development company (under 25 employees) that had no printers and no copiers. Only the owner had one little printer in his locked office. Since they never had any printers or copiers, their work patterns had evolved to not use paper.

This was such a shock to me, as I traditionally work with a lot of paper. I use it to partly control my own workflow -- if it needs to be done, there's a piece of paper (email, Word doc, printed-out bug tracker task) on my desk about it. I'd make notes on the document about the steps I needed to do to complete the task.

Of course, we used a bug tracking/change control system. So, all of my to-do's for my web coding were in that system.

I learned to organize my email better, and to have a good file folder structure in Windows. Ironically, I was more meticulous about deleting unnecessary electronic documents. I only kept the useful stuff. My email inbox was always empty, because everything got promptly moved to a folder.

Everybody's desk was really clean, and we had no file drawers. We did all have at least two monitors.

Answer 2

Distribute documents electronically (e.g. Sharepoint) and charge people to print something out. Make sure people have nice, big screens so they can easily read text on screen and LCDs so the refresh rate doesn't hurt their eyes.

Answer 3

Get rid of the printers.

Seriously.

I realize that's not realistic. I've tried to help my wife's store go paperless and that's just 4 employees but because the printer is still there they just won't do it. It helped that I set the default printer on all the workstations to print to a Windows share using a PDF writer print driver so some of the problem is solved (we have a few boxes of daily sales reports in her office which fortunately are no longer generated).

My company brings laptops to our Monday status meetings and then has printed copies of the agenda circulated (which we all have a copy of in email). You just can't win really.