The idea of having a “paperless office” isn’t new however it still isn’t a reality for most businesses. Even with new digital technologies and pressing environmental implications, paper is a standard in almost all offices, in the form of printed documents, sticky notes, business cards and much more. Although it may not be possible to completely eliminate paper from the workplace, there are still many ways to reduce the amount we use.

Store documents online

There’s an online solution for almost any problem, including the need to use less paper. There are many options when it comes to storing, and updating documents online including Google Drive, Evernote and Dropbox. Not only are you able to create those documents online, it also makes it easy to share them if needed and access the files from any computer or your phone.

Set up workstations with dual-monitors

One of the most common reasons someone may to choose to print off documents or emails is so they don’t have to click back and forth on their computer to reference it. By setting up workstations with dual-monitors, employees can pull up the reference documents on one screen while working on a new project on the other.

Move to e-billing

See if it is possible to switch all business transactions to online. In addition to eliminating paper, this will also ensure that all your past records are safely protected and reduces the risk of loosing important bills or pay information. You can also setup employees on a paperless program that allows them to access paystubs and other paperwork online. If you ever need to check older documents, they are much easier to access.

Replace paper in the kitchen

While it might not be the first place you think of to reduce paper, breakrooms create a lot of paper waste. To reduce paper in the kitchen, consider replacing paper towels with cloth towels and providing reusable plates, cups and silverware. If relying solely on reusable products isn’t an option, Eco-Products makes compostable tableware made from sugarcane.

Choose recycled or treeless paper

Although the tips mentioned above will take us one step towards a paperless office, it won’t completely eliminate paper consumption for your company. For those things that you still rely on paper for, there are a number of options to remain environmentally conscious while still getting quality paper products. For you next paper purchase, think about selecting paper that has been recycled or is made of sugarcane like TreeZero.

Reducing paper in the office doesn’t have to be a huge task. A few small changes can make a big impact on how your business consumes paper and move you one step closer to a “paperless office.”

As warmer summer weather approaches, we look forward to backyard barbecues and outdoor swimming pools but it also means that those who work outside need to prepare for hot working conditions. Employers should establish a complete heat illness prevention program which includes providing workers with water, modified work schedules as necessary to avoid the hottest part of the day and training for workers about the symptoms of heat-related illnesses. To keep yourself healthy and safe during the warmer months, be mindful of the following things throughout your workday and make sure other team members do the same.

Stay hydrated

Drink plenty of water and avoid dehydrating liquids like coffee, tea and soda. Try to drink water every 15 minutes, even if you don’t feel thirsty. Since you are likely sweating, you should be drinking more

Wear protective clothing

Lightweight, light-colored and loose-fitting clothing helps protect against heat. Change clothing if it gets completely saturated. Long sleeves and a hat will help protect your face and arms from the sun.

Pace yourself

Slow down and work at an even pace. Know your own limits and ability to work safely in heat. Schedule frequent breaks and take time for water breaks in a shaded or air-conditioned area.

Avoid getting sunburn

Use sunscreen and wear a hat if working outside. If possible, avoid direct sun exposure by working in the shade.

Eat smaller & lighter meals

Eat light and refreshing fruits and vegetables and avoid hot, heavy foods that can leave you feeling sluggish in the heat.

The hot weather can take a lot out of you and your team members so be aware of the signs of heat-related illness. The best way to protect yourself is prevention so incorporate the steps above into your summer routine!

Promotional products are undoubtedly an important part of a marketing campaign, but adding a logo to a product that will keep workers safe becomes incredibly invaluable. In honor of National Safety Month, we’ve put together a list of safety-minded promotional items that will be useful for your customers and your staff.

First Aid Supplies

Personal first aid kits and reusable cold packs are great to have on hand and are something customers will keep for future use so they are reminded of your company after the tradeshow is over.

First Aid Kit https://www.promoplace.com/keeneysofficesupply/p/ZJXKS-MLDRT/personal-first-aid-kit

Cold Pack https://www.promoplace.com/keeneysofficesupply/p/AOANO-HWNTR/aqua-pearlstm-hotcold-pack

Summer Products

Promotional items that protect against the summer elements are also useful to customers and will help to keep your company in mind all summer long.

Sunscreen https://www.promoplace.com/keeneysofficesupply/p/BQTLO-JYZXR/safeguard-1-oz-sunscreen-with-carabiner

Insect Repellent https://www.promoplace.com/keeneysofficesupply/p/JRYLT-LBZQA/bug-spray-pen-stick

Protective Gear

Logoed safety gear will show that you are dedicated to keeping your team protected and will be helpful for your customers as well. Reflective outerwear, safety vests and hard hats are all items that will be used frequently industry by those in the construction and won’t be thrown away. Some other safety ideas that everyone can use are reflective bracelets and earplugs.

Reflective Bracelets https://www.promoplace.com/keeneysofficesupply/p/KJXHQ-LCLJH/reflective-safety-velcro-wristband

Earplugs https://www.promoplace.com/keeneysofficesupply/p/MMZKQ-LPYFF/safety-earplugs-in-clear-case

Developing a comprehensive health and safety checklist is an important first step in creating a safe workplace. Identifying potential hazards and developing procedures to handle them will ensure the safety of your employees and show your commitment to building a culture of safety in your workplace. Below are a few items to focus on that will ensure your office is a safe place for your employees to work.

Keep Your Office Clean and Tidy

An unclean workplace can pose a health and safety hazard. Make sure that all restrooms are kept clean and require employees to clean up after themselves in lunchrooms and cafeterias. Keeping your office free of clutter is also helpful in maintaining clear walkways and ensuring employees don’t trip on objects on the floor.

Maintain Proper Lighting

Proper lighting in office areas can help prevent eyestrain for computer workers and is necessary to avoid accidents. Outdoor lighting is also important to help create a safe journey from the workplace to the parking lot for employees and visitors. Regularly check lighting and replace light bulbs that have broken or gone out.

Enforce Safety Wear

Be sure that you have the adequate supplies of safety clothing and equipment. Depending on the nature of your workplace, this may include goggles, hard hats, gloves, hearing protection, footwear or reflective outerwear. Take the necessary steps to ensure the equipment you provide properly fits your employees and provides the necessary level of protection.

Define Emergency Procedures

Train your employees on emergency procedures such as what to do in case of a fire or worker injury. Clearly mark all exits, ensure you have the proper signage and place emergency contact numbers in plain sight. Regularly review emergency procedures and ensure all employees understand how to react.

Inspect Fire Extinguishers

Inspect your office fire extinguishers monthly to check the pressure and make sure the extinguishers are visible and easy to retrieve. Schedule annual inspections by a certified fire protection equipment company to make sure everything is functioning correctly.

Keep First-Aid Kits Stocked

Supply your workplace with a fully stocked first-aid kit that includes all of the materials you will need. Depending on the number of employees you have, you we need different supply quantities. Pre-made kits are labeled with the number of people it will support so you can choose the correct size for your office.

Stay on Top of Equipment Maintenance

Keep all machines and power tools in working order and inspect them regularly. Make sure tools aren’t rusted and check the condition of machine guards and other protective pieces. Also, be certain that all employees are properly trained to use the equipment before allowing them to work alone.

Doing a regular check of all these areas will help to maintain a safe and will be easier than doing a complete overhaul each year. If your company needs protective wear, safety signage or first aid materials, contact the Keeney’s and we will help keep your office stocked and your team safe.