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7 Ways to Be Greener and More Productive with Your Printer

7 Ways to Be Greener and More Productive with Your Printer

Your printer is probably a utilitarian workhorse that you don’t think about until it’s broken. Why not spend a moment to consider the use of your printer so you can save some time and some paper too? Here are seven practical, easy-to-implement tips:

1. Keep supplies at the point of use. You can use Velcro (I like Industrial Strength) to stick frequently used supplies directly onto the side of your printer or the printer cart. This photo shows a rubber stamp that says “FAXED” that is attached with Velcro to the side of this printer/fax machine, for example.

fax stamp

    2. Print in “draft” mode to save ink. Using the draft printing mode of your printer’s settings can save you ink (and therefore money). When you need to print something formally, you can change the settings to normal.

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    scratch paper tray

      3. Keep a scratch paper tray. This photo at left shows paper trays located in the printer cart just beneath the printer, which have new, pristine paper in one tray and scratch paper in the other. When you print something that has only a few lines on it or otherwise can be used again, you can easily throw it in this tray.

      4. Make your printed documents come out in proper order. You can usually change your printer’s settings to print document pages in reverse order by default. The result? Papers come out already stacked in the right order, ready to staple. No more shuffling 36 pages of a document to reorder them! [EDITOR’S NOTE: Not all printers print backwards by default; test yours with a short document first.]

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      5. Use scratch paper by default, and print on new paper only when necessary. Before inserting a stack of scratch paper into your printer for use, put a sticky note on the back of the last page of the stack.

      scratch paper

        Then put that stack on top of some new paper. (See photo at right for illustration) When you’re ready to print on new paper, you can see the sticky note indicating the bottom of the scratch paper stack and pull it out quickly.

        6. Label your printer’s particularities. Are you (or your coworkers) forever asking, “Now which way does the paper go in? Face up or down?” Manufacturers often indicate this on the printer itself in some kind of international symbol language nobody seems to notice, but you can make it simple by just printing a label that says “FACE UP.” Here are a couple of examples.

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        face up label

           

          paper feed label

            7. Just don’t print. Of course, it’s better to not print at all if you can possibly do that. If you don’t already have software to make PDF documents, by all means, get that capability so you can print to PDF instead.  Try Adobe Acrobat or Cute PDF. Also try SnagIt (one of my personal favorites- see my previous article “A Professional Organizer’s Favorite Software” for more). SnagIt takes screenshots of regions of your screen or even scrolling web pages (saving the links!).

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            Appreciate your workhorse printer today! And if your printer is cranky, maybe implementing these tips will make it be nicer to you.

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            Last Updated on September 18, 2019

            15 Best Organizing Tips For Office Organization and Getting More Done

            15 Best Organizing Tips For Office Organization and Getting More Done

            You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

            Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

            A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

            Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

            So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

            1. Purge Your Office

            De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

            Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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            Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

            2. Gather and Redistribute

            Gather up every item that isn’t where it belongs and put it where it does.

            3. Establish Work “Zones”

            Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

            Place the appropriate equipment and supplies are located in the proper area as much as possible.

            4. Close Proximity

            Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

            5. Get a Good Labeler

            Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

            6. Revise Your Filing System

            As we move fully into the digital age, the need to store paper files has decreased.

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            What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

            Here’re some storage ideas for creating a smooth filing system:

            • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
            • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
            • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
            • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
            • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
            • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
            • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

            Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

            7. Clear off Your Desk

            Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

            If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

            8. Organize your Desktop

            Now that you’ve streamlined your desktop, it’s a good idea to organize it.

            Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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            Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

            9. Organize Your Drawers

            Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

            Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

            10. Separate Inboxes

            If you work regularly with other people, create a folder, tray, or inbox for each.

            11. Clear Your Piles

            Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

            Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

            12. Sort Mails

            Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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            13. Assign Discard Dates

            You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

            Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

            14. Filter Your Emails

            Some emails are important to read, others are just not that important.

            When you use the filter system to label different types of emails, you know their priority and which to reply first.

            Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

            15. Straighten Your Desk

            At the end of the day, do a quick straighten, so you have a clean start the next day.

            Bottom Line

            Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

            Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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            Featured photo credit: Alesia Kazantceva via unsplash.com

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