The Seven Steps to Set up an Office Paper Recycling Program:
Beyond reducing the amount of paper used, many offices establish recycling programs to divert paper from the wastebasket. Office paper recycling programs are relatively easy to set up, especially if you follow these steps:
Step 1. Appoint a Recycling Coordinator
The first step in setting up a paper recycling program is to appoint a recycling coordinator. This person should do the necessary research; design the recycling program; implement and manage the program; and be a liaison between management, employees, and outside recyclers.
Specific responsibilities of the coordinator frequently include:
- Developing a plan of action with measurable goals and a feasible timetable.
- Representing and promoting the program to both management and employees.
- Obtaining management authorization to purchase needed equipment and supplies and for negotiating contracts with recyclers and brokers.
- Informing employees about the recycling system and their roles in the project.
- Working with haulers and recycling markets.
- Designing the collection system to be used.
- Identifying and ordering collection, storage, and equipment needs.
- Monitoring program results to identify and resolve problems.
- Listening to and evaluating feedback from management and employees.
- Reporting the results of the recycling program. It is only human nature to want to know the SCORE, so make sure to let your team members know about the impact that they have made! Generally, businesses select one person to serve as recycling coordinator, although several individuals are likely to help in overall planning and implementation. The initial efforts may necessitate that the recycling coordinator spend considerable time away from normal job assignments. Once the program is established, time demands will decrease and stabilize
Learn what types and quantities of paper are in the office waste stream.
Step 3. Identify the Markets
Contact potential recycling markets. Determine the recyclers’ prices and services. Learn about restrictions on contaminants and establish an acceptable schedule for pickup. Seek outside technical assistance from consultants, waste haulers, local and state government, and local recycling businesses to help you with terminology, pricing, and markets.
Step 4. Design the Recycling Program
In cooperation with management and employees, design the recycling program. As part of this step, the coordinator should target specific paper grades for recycling, identify the types of containers needed and identify the program’s personnel requirements. The coordinator should also be prepared to “sell” the program to management and employees. Most office paper recycling systems follow a three-part process:
- Employees put paper into recycling containers. These recycling containers may be at employee desks and/or in more centralized locations.
- Custodial personnel transport paper from recycling containers to recycling dumpsters at the building’s loading dock or waste area.
- A designated hauler empties the recycling dumpsters and hauls the paper to a recycling facility.
There are many variations within this basic approach. Some offices have employees transfer paper from desktop to centralized containers. Other offices have custodial personnel empty desktop containers as well as centralized containers. Since most office waste is paper, some offices further encourage recycling by limiting trash containers.
Other office paper recycling tips include:
- Containers should be well-marked and labeled clearly with recycling do’s and don’ts. This provides a continual prompt for employees to recycle.
- Individual employees should separate their own paper from waste, rather than relying on custodial staff.
- Consider compacting or baling paper on site. A cubic yard of “stacked” office paper is equivalent to approximately 300 pounds.
- Store recovered paper in a dry location.
Step 5. Implement the Program
The keys to successful program implementation are acceptance, education, and promotion. To encourage and maintain participation, consider the following:
- Send a “kickoff” email memo, signed by top management to all employees and part-time staff members. The memo should explain the program’s operating procedures and indicate that program success depends upon full cooperation of all employees. Consider adding a note at the bottom of the email that is an example for everyone to use in their signature, like “Consider the environment before printing this email.”
Step 6. Monitor the Program
The coordinator should observe operating procedures, watching for undesired contaminants in recycled paper collection containers. Educate new employees. As the recycling practices become ingrained in most employees, the program will proceed smoothly.
Step 7. Follow-up
The recycling coordinator should start gathering quantity data when the first pick-up of recycled paper is made. Maintain a log of pounds of recycled materials shipped from the facility and monies received for the materials. Publicize this information on bulletin boards and/or in the office or company newsletter so that both management and employees will know how the program is progressing.
Fact Sheet
- Hold meetings with management and all relevant employees to explain program objectives and operating procedures. Answer questions about the program and explain how recycling will benefit the company and its staff.
- Provide literature explaining the need for resource conservation, waste reduction, and an end to throw-away habits. Solicit employee volunteers to help watch for contamination in recycling bins.
- Place posters throughout the facility explaining operating procedures for recycling. Include the name and telephone number of the recycling coordinator so that questions can be easily addressed.
- Consider prepare an article on the recycling program for the company website as part of an “Environmental Policy” section and or email newsletter. You may find that this type of brand differentiation helps to retain and attract additional staff, customers, clients, and strategic partners.
