Good Practice Checklist: Actions for a Green Office

The Checklist provides a simple way to measure your current environmental performance. Whatever it is, make a start on improving performance. Consider how environmental issues can improve your service performance and reduce costs.

• Look at ECO News www.clickgreen.org.uk for information.
• Does your building have an ECO Noticeboard? Is it updated.
• Do you have an ECO contract manager?

Photocopying

• Photocopy both sides of the paper whenever possible.
• Specify double sided for all jobs sent to print units.
• Ensure instructions on photocopier use are available to reduce waste. Consider a note to all staff.
• Use the reduction feature on a copier to fit more on a page.

Documents and Communications

• Keep Committee reports to two sides of paper.
• Is a memo really needed (could you use Email?).
• Circulate papers rather than sending several copies.
• Do you have or use a notice-board? Make Noticeboards work harder (for Today’s Press, Newsletters).
• Reduce printing, use the folder system for storage.
• Regularly check and update distribution lists.
•  Save paper by design: narrower margins and smaller fonts may sometimes be acceptable (a font size of 8 or 10 could be used).
• Think before you ink: be concise and economical with words. If you use a computer or word processor, edit on-screen as much as possible to avoid printing multiple drafts.
• Reduce the acceptance of trade literature and catalogues to central points and prevent duplication and wastage.

Reuse

• Reuse scrap paper for notes
• A4 and A5 Memo pads can be replaced by scrap pads.
• Use scrap paper instead of Message note paper.
• Use the smallest size envelope required.
• For all internal mail use the multi-use envelope.
• For all external mail re-use envelopes with a re-use label.

Paper Usage

• Use chlorine free, high post consumer waste recycled papers.
• Buy recycled goods and help create a demand for the waste.
• Chose the minimum specification to do the job.
• Do not specify tinted papers unnecessarily.
• Use multi-purpose papers where possible.

Purchasing Power

• Purchase goods marked green from CBS Supplies.
• Have a used goods area within the office and include binders, padded envelopes, files, diskettes, envelopes.
• Buy refuse sacks made from recycled plastic
• Avoid Products Containing Hazardous Substances.
• Avoid using batteries use mains electricity where possible.
• Where batteries have to be used buy rechargeable ones.

Consider products with minimum packaging.

• Reduce the Impact Of Packaging: Use concentrates; Use refillable containers; Use packaging material made from recycled material.
• Consider the life cycle of a product. Keep and care for your own pen. Could you supply staff with refills?

Catering and Cleaning

• Select more environmentally benign materials.
• Select alternatives to solvents if available.
• Replace hazardous material with less hazardous alternatives.
• Avoid “coloured” lavatory cleaners.
• Do not use excessive amounts: a little bleach left for a long time is just as effective as a lot for a short time.
• Use “natural” alternatives, e.g. vinegar to remove limescale.
• Minimise the range of products on site.
• Ensure separation of acids, alkalis, bleaches and solvents.
• Ensure adequate training in correct usage/awareness.

Lighting

• Switch lights off when not in use.
• Use messages next to switches to make staff aware.
• Use localised pull cords for turning lights off.
• Have tungsten light bulbs replaced by new energy saving “compact” fluorescent lamps.
• Use thin fluorescent tubes, they have the same light output as the thicker ones but use less energy.
• As the thicker tubes fail, replace them with thin ones. (Check the suitability of older fittings first).
• Clean shades: A dirty shade can cut down light by 20%.
• Replace flickering tubes promptly.
• Use light coloured surfaces to improve illumination levels.
•  Install “zoned” lighting in preference to main room lights.
• Invest in automatic lighting controls such as time clocks and presence detectors to prevent lights being left on.

Heating

• Know who controls the heating system in your building.
• Keep thermometers in prominent locations
• Know the settings for your thermostat control system.
• Discourage the use of supplementary heaters.
• Close doors and windows/doors when the heating is on.
• Switch off extractor fans at night and at weekends.
• Ensure radiators and heaters are not blocked by furniture.
• In open plan areas use screens to block draughts.
• If a new heating system is planned, invest in zone controls.
• If boilers are to be replaced, install condensing boilers.

General Energy Usage

• Keep detailed energy consumption records for your building.
• Request an energy audit of your building.
• Switch computers off when not in use.
• Give responsibility for turning off equipment.
• Switch off equipment at the plug when not needed.

Water

• Have dripping taps and leaks repaired promptly.
• Always put the plug in the basin when washing your hands.
• Install spray taps and ensure all basins have plugs.
• Consider installing spray taps which only release a particular volume.
•  Do not overfill kettles or boilers, use the minimum volume.
• Chose products that can be reused/refurbished.

Equipment Purchasing

• When choosing office equipment, consideration should be given to the recycled material content of packaging and components of the equipment itself.
• Use suppliers with a commitment to environmental issues. Conscientious suppliers will advertise manufacturing practices such as; waste reduction, waste recycling, reduction in the emission of carbon gases during manufacture.
• For photocopiers: the ability for double sided photocopy is a prime specification; ozone and dust emissions from equipment and the need for the replacement of ozone filters; the ability to use recycled papers.
• Dispose of equipment thoughtfully. Can someone else use it?

Staff Travel

• Ensure that meetings/conferences/training events are held at venues served by public transport.
• Pool cars should be used where available.
• Car sharing should be standard practice when travelling to meetings.
• Use a contact list to help car share in advance of meetings.
• Consider a minibus for some meetings for large numbers of staff.Encourage more use of public transport.
• Use video conferencing as an alternative to travel.
• Use phone conferencing as an alternative to travel.