Get More Done With Less Paper!

Judith Guertin Posted in Getting Organized

10 Tips you can start using today to capture information and save paper!

Get More Done With Less Paper!

It is scary to think that we Americans per capita use 700 pounds of paper products per year.
Are you thinking that using less paper will be difficult?
How about we start in our offices? Here are 10 ways to get started.
1. Stop printing every document on paper. If you want to save something, you can save it to a thumb drive, a hard drive, a cloud service like Box, DropBox, Google Docs, OneDrive, or a virtual notebook like Evernote, OneNote or Notion. Another option is to take a screenshot of the information (in Windows use the Print Screen key on the keyboard on a Mac one way is to use Command+ Shift+ 4).
2. Re use paper you already have. If you have documents you printed only on one side that you no longer need, simply use the other side.
3. Whenever possible, print on both sides of a page using the duplex printing setting if your printer supports this function. Voila, 50% less printer paper with this one change.
4. Switch to online consumption of magazine subscriptions
5. Ask yourself if you REALLY need to print that document. If you answered yes, do you need the WHOLE document? Once you select a document to print, select only the pages you want in your printer's properties area instead of printing it all and discarding all that paper and wasting all that ink (there are ways to save on ink when you do have to print, but that is a story for another day...)
6. In Microsoft Word in Office 365 take advantage of the "read aloud" option. At times when you proof read what you have written it looks fine, but when you hear it out loud, you hear your errors so you can correct them, rather than printing and marking up the page.
7. On Apple Devices, Siri can speak text.. Open the document you need to proof and ask Siri to "speak screen" and she will rerad it to you (you will have to go into settings to set it up, but it is easy to do). It can really help!
8. Consider using a second monitor, or lock documents two to a screen so you can work with 2 documents at once. On a 27” monitor you can easily work with 4 documents at once. This one trick has really impacted how much I print. Try it!
9. Use a scanner on your phone. If you are an Evernote user, there is a great scanner right in the app for your phone to help you capture receipts, business cards, documents and pictures Capture business cards, receipts, and documents on the go! These scans are enabled with OCR (optical character recognition) to make searching for them when you need them so easy. Don't have Evernote? There are many scanning apps available, here are acouple of examples. Android users can try Office Lens from Microsoft and iPhone users will find CamScanner among others. If you need encryption, be sure the scanner you select has this feature.
10. Do you keep prior versions of documents, "just in case?" Are you worried about getting rid of printed copies of previous versions of documents you created, because, "you just never know?"  Did you know that the Word documents saved to OneDrive in Word in (Office 365) keep version histories for you? For Google Docs users you can find the version history of a doc or spreadsheet by clicking on the file menu and selecting revision history, click on one of the time stamps to see a previous version of the file. If you want to revert to the previous version, click Restore this revision. For Mac Users who use Pages; with the document open, choose File > Revert To (from the File menu at the top of your screen), then choose Browse All Versions to select the one you want.
Want to know more about any of these tips? Let’s talk. I love sharing ways to get the most out of the tools you already own.

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