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Sustainability at Work

Providing free tools and expertise to achieve your goals

Phone: 503-823-7037

Email: sustainabilityatwork@portlandoregon.gov

Win prizes by opting for a reusable coffee mug in April 2016

From April 1-22, 2016, a group of Portland Green Teams sweetens your switch to reusable coffee mugs.

A group of Portland Green Teams wants to reward you for ditching your disposable coffee cup.

In celebration of Earth Month 2016, Portlanders who bring a reusable mug to coffee shops between April 1st - 22nd can get entered into a raffle to win prizes!

April 1-22 2016

How does it work?

  1. Download a Reduce, Reuse, Recaffeinate punch card.
  2. Ask your barista to initial or punch your card each time you use a reusable cup.
  3. Email us a picture of your card (with at least one punch) by April 22, 2016.
  4. Get entered to win prizes.

*Valid for workplaces located within Portland.

What can I win?

Prizes include Portland Trail Blazers tickets, coffee and more!

Get your workplace involved

  1. Download a poster promoting Reduce, Reuse, Recaffeinate.
  2. Download and distribute punch cards.

Tips

  • Print punch cards on re-use paper (paper already printed on one side).
  • Put punch cards in an envelope attached to the poster to make it easy for coworkers to get started.
  • Give your workplace’s closest coffee shop a head’s up. You can even ask if they’d be willing to hang a poster.

Organized by PDX Green Teams UnitePDX Green Teams Unite

PDX Green Teams Unite is a group of green teams from different Portland organizations who work together to engage employees around sustainability. This is the second year they’ve organized the Reduce Reuse Recaffeinate campaign for Earth Month.

 

Getting buy-in: Speak to their interests

Frame your sustainability initiatives in terms decision makers care about.

How do you get the green light to go green?

If your efforts to implement new sustainability measures aren’t getting the go-ahead from decision makers, try something that has worked well for others:

Speak to their interests.

Sustainability efforts can have numerous benefits beyond environmental good. Think about what motivates the decision makers in your organization, and find where their interests align with yours.

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going green = saving green = green light

For example:

Reduced operating costs through reducing paper, energy and waste.

Marketing benefits to reach and retain customers who value sustainability.

Responding to client demand for sustainable business practices.

Improved employee retention through engaged staff, who feel their workplace is doing the right thing.

Getting buy-in: Suggest a pilot

Asking for a trial run of a new sustainability initiative can help you get permission to roll it out company-wide.

How do you get the green light to go green?

If your efforts to implement new sustainability measures are hitting a wall of “No” from decision-makers, try something that has worked well for others:

Getting buy-in

Suggest piloting a new initiative.

It's easier to get sign-off on a trial run.

A pilot could be a short amount of time or a small amount of staff, or both. By starting small, when challenges arise, they’ll be on a smaller scale, and you can find solutions before rolling out full force.

Disprove the nay-sayers.

Often people’s perceived fears of what could go wrong are bigger than reality. Once you’re able to demonstrate that the wort-case-scenario didn’t happen, it will be easier to get buy-in.

Track complaints and compliments, issues and resolutions, as well as outcomes during the pilot. If you have a few vocal dissenters, their voice is put into the broader perspective of the whole workplace.

Once you’ve shown it can be done, it'll be easier to get the go-ahead to take it workplace-wide.

 

Give your filing cabinets the pink slip

The owner of Portland’s One Inch Round digitized operations and saw cost savings, easier customer transactions and less paper use.

Fire your filing cabinetsIn 2009, Scott Hay gave his filing cabinets the pink slip. The owner of One Inch Round, a SE Portland custom button and magnet manufacturer, was fed up with the time he and his staff spent dealing with paper—opening bills, printing invoices and organizing every piece of paper into overfull filing cabinets. The more successful his business grew, the worse the paper problem became.

To address the problem, Scott researched digital alternatives and found solutions to nearly every aspect of his operations. Now he reaps the benefits of going paperless with time saved, costs reduced, efficient transactions and the enjoyment of knowing his company is having less of an impact on the environment.

Pointers for going paperless, from One Inch Round’s Scott Hay

Why go paperless?

Scott recognized the need to digitize One Inch Round’s paper systems based on the amount of time (and money) that was spent by staff to find documents, open envelopes and file paperwork. He was also running out of space. If they continued with a paper system, he would have to add more filing cabinets to his existing five but he had no place to put new cabinets. He was also concerned about losing important paper documents if there was ever a fire.

Two key steps to setting up a paperless office

Scott started by converting their five filing cabinets to an online, cloud-based document storage system. This offered more office space after removing the cabinets as well as peace of mind knowing these documents would be protected in case of fire or other unexpected disasters.

The next step was to purchase scanners so the company could upload paper files and documents they received from outside sources and vendors. “We recommend Dropbox or Google Drive for storage and the FUJITSU ScanSnap for scanning,” said Scott. By converting paper records into searchable PDF files with the scanners, One Inch Round can save all of their company documents in a searchable PDF format and control sharing of documents within Dropbox. Any document can be easily retrieved from any computer.

Follow every paper trail

Scott looked at every area of One Inch Round’s operations where paper was being used, and found paperless solutions for each. These solutions have provided benefits beyond paper reduction, including faster and easier access to information for customers and staff.

  • Customers and Staff Rather than filling out paper order forms, customers and staff members enter orders directly into the website. Once the order is in, each customer receives a link to check the status of their order, which is tracked in real-time. Customers who receive invoices are notified that they will be receiving a PDF invoice via email rather than a paper copy.
  • Paychecks There was some initial resistance, but Scott said, "Once staff signed up for access to their pay stubs via the companies ADP Payroll employee portal, they were very happy with the ease and ability to access to their earning records online."
  • Project tracking Scott was able to streamline project tracking while supporting another Portland business: “We manage projects and track meeting notes through a software program called Producteev, made by Portland’s Jive Software,” said Scott.
  • Marketing One Inch Round made their full product catalogue for their "Badge Bomb" brand available online. While they still print some copies, they’ve reduced their bi-annual catalog printings by 500 catalogues, 25,000 pieces of paper and shipping charges.

Paperless is becoming the norm

Scott highly recommends going digital. “It saves you money, it makes retrieving documents easier and it’s better for the environment,” he said. “When we started transitioning to paperless in 2009, we saw some resistance to paperless transactions, like emailing a PDF invoice, but it’s becoming the norm more and more. It’s good business for everyone,” said Scott.

One Inch Round is Sustainability at Work Silver certified – learn more about their sustainability practices in their Green Business Directory listing.

3 ways to trim your waste in 2016

Lose the water weight, trim down paper towel use and drop those disposables.

Set some waste-trimming goals for your workplace! Here are a few great places to start:

1. Lose the water weight.

Bottled water vs tap water

Does your workplace provide bottled water or use a water delivery service? Switch to tap water and you’ll be doing the environment, and your bottom line, a favor.

Don’t like the taste of your tap water? Installing a filter on your tap is a good alternative to having water trucked in.

2. Trim down paper towel use.

Cut down on paper towels

Many workplace trash cans are filled with paper towels, especially in the rest room and break room. Paper towels can’t be recycled or composted, and even if they could, using less would still be best for the environment and for cost savings.

Replacing paper towels with high-efficiency hand dryers is another great option. Learn why and how to make the switch.

3. Drop those disposables.

Ditch disposables

Disposable coffee cups, take-out boxes and plastic cutlery are like junk food – they’re quick and easy, but not that great for you (or the environment).

Thankfully, there are a lot of things you can do to cut down on disposable items. Use re-usable water bottles and coffee mugs, and take as little to-go packaging as possible when eating out.

At work, you can do even more:

We’re here to help your workplace keep its New Year’s resolutions!

Contact us to make a plan, troubleshoot challenges or share your success.