All printers were monitored. First the daily average were calculated, and verified against the amount of paper we have bought during the past 6 months. On the paperless day we checked the count of all printers at the start and end of the day. All departments were participating in the audit (HR, Admin, HSE, QA/QC, Engineering, Projects, Production, Finance/Accounts, Stores, Procurement, Project Controls and Document Controls) Some departments are more paper dependent than others, due to the nature of the business environment we operate in. Third party involvement makes it much more complex to move away from paper use. Some clients demand to get a hard copy of each document for example.
The Managing Director send out an email explaining the purpose and emphasizing the importance of participation. The internal organizer sent out a reminder first thing in the morning on the Paperless Day. Some HODs also sent out emails on the day itself to emphasize the importance. Verbal communication was also used. Project Controls Department was initiating the participation in the Paperless Day, but the initiative was endorsed by top management and all departments was participating.
The departments which are not directly involved in our projects, the support functions, did perform best. All departments participated (HR, Admin, HSE, QA/QC, Engineering, Projects, Production, Finance/Accounts, Stores, Procurement, Project Controls and Document Controls)
We are planning to both reduce the total number of printers, and to abolish all personal printers. Most people have already handed over their personal printer, including the Managing Director. We are also planning to invest in software which will enable us to move more towards a paperless environment by providing for example digital storage and electronic signature.