How to reduce stationery costs

Written by david stewart
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How to reduce stationery costs
Its important to curtail unnecessary wastage of office stationery. (Office paper clip image by Pershing from

The amount of office and writing paper discarded every year in the United States could build a wall from Los Angeles to New York, according to the Chintan-Bharti Waste Resource Centre in India. Most offices spends a considerable amount on stationery such as papers, business cards, pens and pencils as well as presentation sheets and file folders. They might be able to save by following some best practices. This requires consistence and commitment from every employee, and a change from the attitude of "It is too small a matter to matter."

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  1. 1

    Encourage employees to print documents on both sides of a paper. Have your company's information-technology department set your computers to print double-sided by default. Consider making "Print Double-Sided" your organizational policy.

  2. 2

    Consider permitting in-house documents to contain clear, handwritten minor corrections of typographical errors, punctuation, or a few words. Encourage subordinates to have their drafts edited multiple times before printing, instead of printing a draft after every correction.

  3. 3

    Train your employees to use the language, formatting and printing features of your word-processing software to the best, to reduce stationery costs. For example, employing Microsoft Word's "Spelling & Grammar" feature can help minimise spelling and grammatical errors as they occur. And using "Paragraph Spacing" feature can help reduce space between lines considerably.

    You can save space by using fonts such as Ariel Narrow and Abadi MT Condensed, and a font size of 11 points for document texts other than headings. Make your content as concise as possible. Before printing, use "Print Preview" to make sure the material is the way you want it.

  4. 4

    Encourage creating "soft" copies of fax documents if your company sends and receives paper faxes. Take out backups of important information regularly, and store it on CDs. This cuts down costs on papers, filing folders and cabinets for the documents.

  5. 5

    Purchase cardboard files instead of plastic ones. Cardboard files cost much less than plastic files.

  6. 6

    Make business presentations using software such as Microsoft PowerPoint instead of using transparent plastic sheets, and store the files on CDs. This not only reduces costs of sheets and filing, it can mean better presentations using the built-in features of the software.

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