Do Your Part as a Staff Member
Do Your Part...
As A Staff Member
In these challenging times, it is important to identify ways in which we can reduce expenses wherever possible. The University has developed these cost-reduction programs to help us reduce printing and photocopying expense and to be more sustainable – without compromising communications. From photocopying office memos to printing newsletters, it is essential for all of us to be mindful of the ways we can conserve our limited resources.
Resources
Examples
Here are some instances of wasteful practices on campus and recommended solutions.
Workshops and Seminars
The UFCN, University Relations, and the Green team are hosting workshops and seminars on these initiatives.
Tips
Reducing Copy Costs
Follow these simple steps to reduce the number of copies and printouts in your unit and reduce costs.
Contact
For more information, contact your unit's Green Team representative or your communications professional.
What Do I Need to Do?
- Talk with your administrator about ways you can save printing costs in your area. Get to know your Green Team captain, and help develop an action plan to implement these initiatives whenever possible.
- Become informed, and assist with the educational process. In addition to the information and tools provided on this web site, PowerPoint presentations and mini-seminars are available to help us take best advantage of the programs. Just being aware of more efficient, economical and sustainable alternatives can make a tremendous difference.
- Analyze your print publications against the guidelines provided on this site. Encourage the use of the Internet and e-mail rather than printed materials wherever it is appropriate.
- If you must print, try to reduce the number of pages. Condense content to a summary document and refer readers to the web for more information. Use a smaller font and reduce the width of the margins. Decrease leading (the space between the lines of type). Reduce the number of photos/graphic elements or reduce the size of photos/graphics.
- Reduce the number of pages that need to be printed in color. A 24-page 8.5 x 11 report plus a heavy-weight color front and back cover can cost over $20 each to copy. The same report printed in black with just the front cover printed in color will be less than $2 each to copy. That is over $18 in savings per book (more than 90% in savings).
- Use environmentally-friendly paper when possible and select paper with economy in mind. Ask if a less expensive paper is an option.
- Desktop publishing software has made us all graphic designers – BAD graphic designers. Many publications on campus communicate poorly and compromise the image of the university. They are also being reproduced in ways that are unnecessarily expensive and wasteful. Review all materials with your college or unit’s communications office to ensure the best balance between aesthetics, function, readability and cost. If you do not have a publications professional in your area, a list of services is provided. A publications professional can save time and resources and help you plan the best way to communicate your message.
- Consider using a "print on demand" service so that copies are ordered as needed. This prevents extra copies from being printed that will not be used.
- Encourage your faculty to consider adding a fee to cover copy costs when the distribution of printed materials for a class, for instance, is unavoidable.
- Convert tenure and promotion packs from bundles of printed packets to online submissions.
- Where practical, set print lab computers to default to double-sided printing
- Consider ways you can reduce your paper consumption like eliminating full-page agendas for group meetings.
What Are the Benefits?
- Contributes to our budget reduction goals, which protects jobs.
- Reduces the consumption of office supplies — not just paper, but also toner and other copy-related products.
- Reduces wear and tear on copiers and printers, extending their operating life and saving maintenance expenses.
- Reduces postage expenses by distributing news and information online rather than through the mail.
- Allows more timely and up-to-date communications. When publications are posted on the web, updates and corrections can be made quickly and easily.
- Helps create a leadership image for UF among peer universities
- Helps save the planet. By reducing the amount of materials you print — and using certified printers for those publications you still produce — you can save trees and help UF meet its sustainability goals.
The Road Ahead
The University has designed these programs to provide opportunities to save without compromising communications. We can do our part by breaking old habits, learning about alternatives and implementing new, better … and permanent ways of reproducing and distributing information on campus.
