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6 Steps to Going Paperless as a Small Business

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papers By Sebastien Wiertz via Flickr

Paper has been an integral part of the typical office environment for decades, helping to spawn terminology like “paperwork” and “paper pusher.” But paper comes with a cost. In addition to costing a company money, paper has a significant environmental impact, contributing to deforestation as well as pollution in air, water, and excessive waste. As a result, many companies are considering going paperless to improve their environmental impact and reduce total costs. Unfortunately, many business owners simply don’t know how to do it.

The False Promise of “Paperless”

The idea of “going paperless” is appealing to most businesses, but the terminology may be contributing to some false hopes. It’s almost impossible to go completely paperless; you’ll still need to mail the occasional form, print the occasional notice, or use sticky notes in the office. Still, there are steps you can take to significantly reduce the paper consumption in your office, and every step you take is valuable.

Steps to Follow

Even simple steps can bear a massive impact on your bottom-line paper consumption, so make sure you implement these strategies as part of your new paperless vision:

1. Get everyone on your team sufficient technology. Your first step is making sure everyone has the technology they need to do their jobs efficiently without paper. For starters, make sure everyone has at least one fully functioning device that allows them to take notes and send communications. Most businesses already take this step, but you’ll also need to make sure you have the technical systems and processes in place to allow for paperless interactions to happen smoothly.

2. Use cloud-based apps. Consider transitioning your business to use more cloud-based applications. These systems store your information in a central location, allowing you to sync all your company information between devices and between employees. This mutually accessible model, available everywhere and to everyone, reduces the need for physical copies of information. As an added bonus, your data will be safer, and you might even end up paying less for these services.

3. Reorganize your filing systems. Most paper ends up getting filed somewhere; you’ll keep the personal records of your employees, contracts with clients, invoices, and everything in between. Take a close look at your current filing systems and figure out what stages of the process can be replaced—or even eliminated altogether. For example, you might start getting your contracts signed and submitted online, or you might initiate an overhaul to your employee onboarding process that reduces the demand for paper filing.

4. Ask for digital payments. Your next step is to start asking for payments digitally whenever possible. Older institutions, especially bureaucratic and traditional ones, often favor old styles of payment, such as check by mail and faxed invoices. It may be difficult to persuade these types of businesses to adopt a newer model of payment, but it’s worth the effort. Digital payments aren’t just cheaper and better for the environment—they’re less of a hassle to deal with, too.

5. Send all-digital communications. Next, you’ll want to adapt your company to send only digital communications. Your internal team will probably be on board with this immediately, relying on emails, instant messages, and phone-based communications to get in touch with one another. But don’t forget about other forms of communication that involve paper, such as mailing out invoices, posting memos and notes throughout the office, or leveraging direct mail campaigns to reach your customers. Strive to eliminate these forms of communication and replace them with a digital equivalent.

6. Use paper responsibly. We already mentioned the fact that going paperless often isn’t “truly” paperless. You’ll still need to use paper from time to time. When you do, use paper responsibly. Only use the minimum amount of paper you need to accomplish your task, purchase recycled paper when you can, and recycle your paper when you’re done with it to complete the cycle.

If you follow these steps, you’ll be able to shrink your paper consumption to almost nothing, saving your business thousands of dollars a year and doing your part to keep our environment cleaner. It doesn’t have to happen all at once, so don’t try to make these changes overnight. Instead, keep them as long-term goals, and work toward them as a team. Getting your employees on board will help you remain accountable and successfully meet your paperless goals.

 

Environment

Two Ancient Japanese Philosophies Are the Future of Eco-Living

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Eco-Living
Shutterstock Photos - By Syda Productions | https://www.shutterstock.com/g/dolgachov

Our obsession with all things new has blighted the planet. We have a waste crisis, particularly when it comes to plastic. US scientists have calculated the total amount of plastic ever made – 8.3 billion tons! Unfortunately, only 9% of this is estimated to have been recycled. And current global trends point to there being 12 billion tons of plastic waste by 2050.

However, two ancient Japanese philosophies are providing an antidote to the excesses of modern life. By emphasizing the elimination of waste and the acceptance of the old and imperfect, the concepts of Mottainai and Wabi-Sabi have positively influenced Japanese life for centuries.

They are now making their way into the consciousness of the Western mainstream, with an increasing influence in the UK and US. By encouraging us to be frugal with our possessions, (i.e. using natural materials for interior design) these concepts can be the future of eco-living.

What is Wabi-Sabi and Mottainai??

Wabi-Sabi emphasizes an acceptance of transience and imperfection. Although Wabi had the original meaning of sad and lonely, it has come to describe those that are simple, unmaterialistic and at one with nature. The term Sabi is defined as the “the bloom of time”, and has evolved into a new meaning: taking pleasure and seeing beauty in things that are old and faded. 

Any flaws in objects, like cracks or marks, are cherished because they illustrate the passage of time. Wear and tear is seen as a representation of their loving use. This makes it intrinsically linked to Wabi, due to its emphasis on simplicity and rejection of materialism.

In the West, Wabi-Sabi has infiltrated many elements of daily life, from cuisine to interior design. Specialist Japanese homeware companies, like Sansho, source handmade products that embody the Wabi-Sabi philosophy. Their products, largely made from natural materials, are handcrafted by traditional Japanese artisans – meaning no two pieces are the same and no two pieces are “perfect” in size or shape.

Mottainai

Mottainai is a term expressing a feeling of regret concerning waste, translating roughly in English to either “what a waste!” or “Don’t waste!”. The philosophy emphasizes the intrinsic value of a resource or object, and is linked to hinto animism, the notion that all objects have a spirit, or ‘kami’. The idea that we are part of nature is a key part of Japanese psychology.

Mottainai also has origins in Buddhist philosophy. The Buddhist monastic tradition emphasizes a life of frugality, to allow us to concentrate on attaining enlightenment. It is from this move towards frugality that a link to Mottainai as a concept of waste can be made.

How have Wabi-Sabi and Mottainai promoted eco living?

Wabi-Sabi is still a prominent feature of Japanese life today, and has remained instrumental in the way people design their homes. The ideas of imperfection and frugality are hugely influential.

For example, instead of buying a brand-new kitchen table, many Japanese people instead retain a table that has been passed through the generations. Although its long use can be seen by various marks and scratches, Wabi-Sabi has taught people that they should value it because of its imperfect nature. Those scratches and marks are a story and signify the passage of time. This is a far cry from what we typically associate with the Western World.

Like Wabi Sabi, Mottainai is manifested throughout Japanese life, creating a great respect for Japanese resources. This has had a major impact on home design. For example, the Japanese prefer natural materials in their homes, such as using soil and dried grass as thermal insulation.

Their influence in the UK

The UK appears to be increasingly influenced by thes two concepts. Some new reports indicate that Wabi Sabi has been labelled as ‘the trend of 2018’. For example, Japanese ofuro baths inspired the project that won the New London Architecture’s 2017 Don’t Move, Improve award. Ofuro baths are smaller than typical baths, use less water, and are usually made out of natural materials, like hinoki wood.

Many other UK properties have also been influenced by these philosophies, such as natural Kebony wood being applied to the external cladding of a Victorian property in Hampstead; or a house in Lancaster Gate using rice paper partitions as sub-dividers. These examples embody the spirit of both philosophies. They are representative of Mottainai because of their use of natural resources to discourage waste. And they’re reflective of Wabi-Sabi because they accept imperfect materials that have not been engineered or modified.

In a world that is plagued by mass over-consumption and an incessant need for novelty, the ancient concepts of Mottainai and Wabi-Sabi provide a blueprint for living a more sustainable life. They help us to reduce consumption and put less of a strain on the planet. This refreshing mindset can help us transform the way we go about our day to day lives.

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Environment

How to be More eco-Responsible in 2018

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eco-responsible
Shutterstock / By KENG MERRY Paper Art | https://www.shutterstock.com/g/kengmerrymikeymelody

Nowadays, more and more people are talking about being more eco-responsible. There is a constant growth of information regarding the importance of being aware of ecological issues and the methods of using eco-friendly necessities on daily basis.

Have you been considering becoming more eco-responsible after the New Year? If so, here are some useful tips that could help you make the difference in the following year:

1. Energy – produce it, save it

If you’re building a house or planning to expand your living space, think before deciding on the final square footage. Maybe you don’t really need that much space. Unnecessary square footage will force you to spend more building materials, but it will also result in having to use extra heating, air-conditioning, and electricity in it.

It’s even better if you seek professional help to reduce energy consumption. An energy audit can provide you some great piece of advice on how to save on your energy bills.

While buying appliances such as a refrigerator or a dishwasher, make sure they have “Energy Star” label on, as it means they are energy-efficient.

energy efficient

Shutterstock Licensed Photo – By My Life Graphic

Regarding the production of energy, you can power your home with renewable energy. The most common way is to install rooftop solar panels. They can be used for producing electricity, as well as heat for the house. If powering the whole home is a big step for you, try with solar oven then – they trap the sunlight in order to heat food! Solar air conditioning is another interesting thing to try out – instead of providing you with heat, it cools your house!

2. Don’t be just another tourist

Think about the environment, as well your own enjoyment – try not to travel too far, as most forms of transport contribute to the climate change. Choose the most environmentally friendly means of transport that you can, as well as environmentally friendly accommodation. If you can go to a destination that is being recommended as an eco-travel destination – even better! Interesting countries such as Zambia, Vietnam or Nicaragua are among these destinations that are famous for its sustainability efforts.

3. Let your beauty be also eco-friendly

eco-friendly

Shutterstock / By Khakimullin Aleksandr

We all want to look beautiful. Unfortunately, sometimes (or very often) it comes with a price. Cruelty-free cosmetics are making its way on the world market but be careful with the labels – just because it says a product hasn’t been tested on animals, it doesn’t  mean that some of the product’s ingredients haven’t been tested on some poor animal.

To be sure which companies definitely stay away from the cruel testing on animals, check PETA Bunny list of cosmetic companies just to make sure which ones are truly and completely cruelty-free.

It’s also important if a brand uses toxic ingredients. Brands such as Tata Harper Skincare or Dr Bronner’s use only organic ingredients and biodegradable packaging, as well as being cruelty-free. Of course, this list is longer, so you’ll have to do some online research.

4. Know thy recycling

People often make mistakes while wanting to do something good for the environment. For example, plastic grocery bags, take-out containers, paper coffee cups and shredded paper cannot be recycled in your curb for many reasons, so don’t throw them into recycling bins. The same applies to pizza boxes, household glass, ceramics, and pottery – whether they are contaminated by grease or difficult to recycle, they just can’t go through the usual recycling process.

People usually forget to do is to rinse plastic and metal containers – they always have some residue, so be thorough. Also, bottle caps are allowed, too, so don’t separate them from the bottles. However, yard waste isn’t recyclable, so any yard waste or junk you are unsure of – just contact rubbish removal services instead of piling it up in public containers or in your own yard.

5. Fashion can be both eco-friendly and cool

Believe it or not, there are actually places where you can buy clothes that are eco-friendly, sustainable, as well as ethical. And they look cool, too! Companies like Everlane are very transparent about where their clothes are manufactured and how the price is set. PACT is another great company that uses non-GMO, organic cotton and non-toxic dyes for their clothing, while simultaneously using renewable energy factories. Soko is a company that uses natural and recycled materials in making their clothes and jewelry.

All in all

The truth is – being eco-responsible can be done in many ways. There are tons of small things we could change when it comes to our habits that would make a positive influence on the environment. The point is to start doing research on things that can be done by every person and it can start with the only thing that person has the control of – their own household.

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