How to save money by cutting costs
In tough economic times, it is vital for organisations to minimise running costs without jeopardising the welfare of employees or the productivity of the business. By examining some of the fundamental requirements of your organisation - such as telephones, photocopiers, lighting, office supplies, and outside services - you can make considerable savings. Over a year, these savings can markedly improve your financial bottom line...
1. Recycle wherever possible.
By reusing whatever material you can, you save money, reduce waste disposal costs, and help protect the planet. Consider these ideas to begin with - ideas which will help save money and the environment:
- Turn old file folders inside out and relabel.
- Reuse letters or notes by drafting at the bottom or on the back your answer to the original correspondence.
- Staple scrap paper together to make handy memo or phone message pads.
- Reuse large envelopes if they are still in good shape.
- If you make a mistake on a sheet of paper, use the other side for future rough work or drafts.
- Take an inventory of the forms or standard letters you use in your organisation and eliminate the unnecessary ones.
- Cut back on all those memos to staff. Instead, post memos on bulletin boards or circulate them.
- Styrofoam cups should be a no-no. Have staff bring their own mugs instead.
- Prepare a small sign for bulletin boards and waste bins: 'THINK BEFORE YOU TOSS'.
2. Reduce your interior lighting costs.
Get the most out of your lighting dollar by considering the following:
- Replace old lighting systems with high efficiency fluorescent lights. They use less energy and last twice as long.
- Train staff to turn off lights when not in use and institute procedures which ensure all lights are extinguished at the end of the day. Colour-code switches for lights and equipment which must remain on at night.
- If rebuilding or remodelling, consider the use of natural lighting, skydomes, skylights, glass bricks, light paint colours, and decorative mirrors.
3. Focus on the photocopier.
Photocopiers can be expensive technology in terms of purchase, rental, service charges, supplies, and time. Consider these points:
- New technology is designed to save you money in the long term. So make sure your staff know how to take advantage of all the special features on modern photocopiers. Two-sided copying saves paper; automatic feeding, collating, and stapling save time at the machine; reduction-enlargement options save time and money when used wisely. Staff training sessions are often offered as part of the purchase deal - so use this service.
- Consider cooperative buying with other businesses in your area for paper and supplies. Buying larger quantities almost always increases discounts.
- Place a tray beside the photocopier to collect bad copies; the other side can be put to a variety of uses.
- Periodically, conduct an audit of photocopier use (or misuse) - you may be surprised at what you find.
