Delivering The Less Paper Office
How to reduce wastage, cost and inefficiency in the office
David Newman
Canotec Ltd
The Less Paper Office...
A waste of your time, money and effort?
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A waste of paper..., how much are you throwing away?
A waste of money...but just how much is it costing you?
A waste of energy & resources... Can you measure it?
A waste of everyone’s time... Your staff, your customers
A waste of space... How much valuable space is filing, archiving and office
equipment taking up ?
The case for change & the proof to deliver it
The tools you need to drive waste out, costs down and efficiency up
Top Tips to make a start & free audit software to get you started
Less Paper Technology examples
Contacts
A few drivers for change ?
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Any of the following could be drivers in your business or organisation right now to do something
about the shear cost, volume or challenge in creating, managing, sharing and distributing documents
and important information...
The need to make savings...cost reduction!
Greater accountability at a project, client, departments or user level.
A fitter,leaner and more agile business
Overall staff efficiency & productivity
Better customer services..quicker access to key documents
Space optimisation & reduction
Mobility of services/resources & information for field based or home based knowledge workers
Compliance & legislation pressure
Business continuity/DR strategy
CSR & Green initiatives
The Chicken and the lightbulb....
Older office
equipment used as
much as 700w in
standby...
That is enough to
roast 2 Chickens/ hr
in a Microwave!
Office equipment (printers and copiers) use 80% of their
overall energy on standby. Older models are so energy
hungry they can cook your dinner...
Thankfully, things
have moved on...
With Canon’s new
technology, this is
down to just 1w. That
is less than an energy
saving light bulb !
The Paper Airplane
According to
Envirowise, the
average UK office
worker generates
1584 pages of paper
per month !
That is 2 trees per
person, per annum!!
IDC says 30% of it is
then wasted.
A new , no frills airline launches to take on Ryanair...?
No, just a representation of how many sheets of paper the average office
worker uses each month!
The Paper Iceberg
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Most companies only see the initial cost of hardware… 80% cant see what lies
beneath...
Hardware
Total Cost of
Ownership
Waste
Energy
consumption
Duplication of
devices &
processes
Analysts claim
that the true
cost of dealing
with a
document...
creating ,
storing,
managing,
retrieving and
distributing it
is 300 times
the original
output cost!!
Pulp Fiction or Paper Facts?
42% - amount of global wood harvest dedicated to paper production alone!
1 Ream of paper is 6% of a tree !
1 Ream (2kg) virgin paper generates 6.5kg of CO2 over its life time. (Source Eco Paper)
10% reduction in US office paper volumes ..“would prevent the emission of 1.6 million
tons of greenhouse gases—the equivalent of taking 280,000 cars off the road.”
(*Blistree.com)
Americans alone, throw away enough paper to build a 12-foot high wall from New York
to San Francisco !
50% of jobs are left unclaimed at the printer (*IDC)
30% of documents are printed, read and then binned!
38 pages per day -printed by average UK office worker
11 Pages – waste produced in the doing 38 pages
£400 - £500 – annual expense per-employee of printing/copying/imaging
Proof and payback. Some Less Paper
examples !
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Lester Aldridge- The Less Paper Law Firm !
Winterthur Life & The Portman- getting a return on their investment!
The RYA- cutting waste, improving member services
Animal- cutting waste, time & costs
Peverel- supporting significant growth & reducing paper reliance by 15% for
savings and business process efficiency
Quintiles- Nationwide Pharma co. standardised, secure printing solution for
their entire UK & Ireland workforce
New Look- a new look for their entire approach to printing, scanning and
document distribution
LA Story
£45k saved and
19 trees per
month
Portman
£500k and one
entire floor
saved !
Winterthur
£350k saved
and 1 million
pages (120
trees) per
annum!
Tools and tips approaching your less paper
office...
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“You cant manage what you cant measure”
You need proof of your costs and volumes and a strategy for how you can
control and reduce thereafter.
Ensure you have fast if not instant ROI
Gain sponsorship to do something about addressing the wastage and saving the
money
Raise awareness of wastage and true costs to users
Set rules around printing. Educate and drive change
Incentivise best practice and “green savers”
Recognise and reward against the company “Save-o-meter” for money
Rationalise devices,reduce power consumption…
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Canon & HPs multifunctional office
devices achieve extremely low standby
energy consumption, as low as 1W
That’s up to 15 times less than an energy
saving light bulb !
As part of Canon’s ongoing energy
efficiency drive overall product energy
consumption during regular use has been
reduced by a massive 78% !!
Less devices, means less energy use.
Less devices means less consumable
waste, services and supplier headaches
and less costly space
Less Paper printing !
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Standardise and your fleet as much as possible, it helps with ease of use, common print drivers and
flexibility of where you can print
Look at printer to user ratios. You may be printer dependent! Ratios of 1:4 are not healthy for the
bottom line! Get rid of older, expensive or local printers and reduce the overall amount of devices
to a less energy and consumable hungry, faster, more capable/versatile fleet.
Help your IT team and users with a standardised look and feel, a standardised driver & print server
environment.
Set a rules engine (default rules for applications such as email, duplex, colour or mono and purge
the unclaimed print jobs after a sensible time etc)
Monitor printer and user level data regularly and reward those who are changing habits, name and
shame the others!! 
Budget for TRUE document costs properly and get accountability systems to drive and facilitate
sharing across departments (departmental codes, cost awareness and even client recharging)
Address confidential printing, security & compliance concerns with secure document release
technologies
Expect 15% reduction in volumes instantly
Expect 30% savings for fast ROI and significant net savings
Security, confidentiality,
24/7 reliability and total
flexibility are all
deliverable using Follow
Me or Secure Print
Solutions.
Users simply press print
and when convenient
walk up and blip their
card or enter their PIN to
securely release their
jobs.
No stress, no hassle and
NO WASTE !
Less Paper document capture & distribution
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“The average company spends £11 to file a document and £67 to find a misfiled document. 7.5% of
all documents get lost, a further 3% misfiled with the average professional spending 50% of their
time looking for information !” Gartner Group
Stop spending on postage, duplicated copies and prints etc and distribute securely, electronically
Facilitate secure, collaborative, document sharing across the net and get your work flowing through
work flows
Stop wasting costly time hunting for important information and files..
Stop archiving in acres of vulnerable and expensive, off-site paper mountains or corridors of filing
cabinets
Get your documents digitised, your filing, structured & managed, your document capture
streamlined and automated and above all improve the access to your key asset...information
Less Paper Distribution...Making paperwork, work!
eCopy takes paper
based information
and gets it into your
core business
systems such as
email, document
management,
accounts systems,
ERP and customer
management
databases
Our green intentions
We aim to help you with the following...
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Accountability, proof and powerful reporting•
with 3D Printview. FOC for 90 days to
SWWMG members....
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www.3DPrintview.com
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Case studies, proof, free advice and Top Tips •
to help deliver your LessPaperOffice.
www.lesspaperoffice.co.uk
Secure Print/Follow Me printing Pilots
eCopy/Scanning & electronic
archiving/document management Pilot
facilities
Help you cut 15% wastage and help you
achieve net savings of 30%-40% .
Reduced customers carbon footprint on document
creation & distribution
Reduced power consumption
Reduce Paper use & waste
Support user initiatives and awareness groups
Now lets help get you on
the right track...
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It all starts with measurement...you cant manage what you cant measure!
Canotec have a unique tool in 3D Printview that can show you true costs, true
volumes and trends and identify ways to reduce waste, reduce tree
consumption and CO2 emissions.
Canotec will give you those tools to get you the proof, free of charge for 90
days of assessment with a free report at the end!
www.3DPrintview.com
When do you want to start saving money and
reducing waste
www.canotec.co.uk
www.lesspaperoffice.co.uk