Path 2: Andrea, Roberto and Sam discuss ways to reduce their SMB’s paper use
Sam started off the conversation. “When I started here, I got so many papers! Informational items like our handbook, but also all these forms to fill out like to name an emergency contact. With the handbook, if we have it in a pdf format, I would probably look at that before the bound version because the pdf is searchable and easier to navigate. If we simply provided everyone witha pdf version, then we could save some paper and ink—which could also bring cost savings.”
“To be honest, I probably threw mine away and only referenced the pdf. There are extra cost savings with the handbook because we wouldn’t have to pay for the binding either,” Andrea added in.
Roberto gave Andrea a concerned look and whispered, “Umm, I think you meant recycled?”
“Yes, of course, I recycled it! I just misspoke!” Andrea corrected herself. “It is also a bit inconsistent with the way we have been treating paper usage since the pandemic. People have been printing less overall, so maybe they’ll be open to using pdfs for company policies too.”
Roberto continued, “Ok that all sounds good, but are there rules or laws about what we must provide to employees in paper? I want to cut down on paper use too, but I don’t want to miss some disclosure rules and get us all in trouble.”
“That’s a great point,” Andrea responded. “We can ask our human resources or HR partners if they know what we can provide electronically. But there must be ways to cut back on some of this paper. I don’t think we need to have someone fill out an emergency contact form, maybe we can just email that information. And like Sam said, if we have the information electronically sometimes that makes it easier to search the information.”
“Yeah, that all makes sense to me!” Roberto replied. “Also, maybe we can ask HR about signing documents electronically versus printing out something and then signing, and then scanning. That could save people time. Maybe they can help us come up with a general rule…?”
“Actually, that’s right,” Sam recalled. “When I started here, I think I signed my nondisclosure agreement electronically, but I had to wet sign some acknowledgements about company policies.”
Andrea explained, “I think our NDAs are newer so that’s probably why you signed electronically, but some of those other policies have been around forever. Maybe it’s just a matter of one of us connecting with the HR team and asking what really needs to be in paper, and what can be done electronically. I bet no one’s really thought about it in a while!”
“I have to talk to them tomorrow about something else,” Roberto paused. “They are super busy though so I will share the idea with them and get an idea of how this can fit in with their priorities. I’ll mention that if we can do more things electronically, they will probably have an easier time referencing the information—saving them time down the road. And on top of that we can save money on paper, stamps and ink.”
“And also, space to store those papers! I get that there may be items they still want signed on paper for business reasons,” Sam said, “but if they do want to print some of these forms out, maybe we can at least think about printing double-sided!?”
Key Considerations
- Be open to revisiting environmental practices.
- Saving resources shouldn’t solely be focused on physical waste.
- If you want to advocate for a change, think about how it can positively impact others so you can get their buy in.
What would you like to do next?
- Back to original story
- Path 1: Andrea, Roberto and Sam discuss sustainable coffee pod options for their SMB—some additional cost
- Path 3: Andrea, Roberto and Sam discuss improving their SMB’s recycling program—no additional cost
