The Sustainable Office

Looking for a few ways to "green" your office? Here are a few tips for reducing your impact on the planet.

This list is also available as a PDF form that can be completed online. Download it here to set goals, track your progress, and submit information to the Center for Sustainability.

Energy Conservation
Conserving energy is beneficial not only to the reduction of greenhouse gases that cause global climate change, but also to saving money. There are other benefits as well. Employees are often more productive when working in natural light and employee moral can be boosted by taking ownership of conservation strategies. With so much to gain, energy conservation is a simple yet imperative measure to take in promoting sustainability in the workplace.

• Maintain a standard of turning off lights, computers, monitors, printers, copiers, and other equipment when leaving at the end of the day.
• Post reminders to turn off lights in break areas, conference rooms, and other common spaces. Light switch stickers are available from the Chevron Energy Solutions campus Energy Resource Manager, Rod Ideker. Rod can be reached at rideker@chevron.com or 785-550-7014.
• Replace non-dimming incandescent bulbs in floor and desk lamps with compact fluorescents.
• Eliminate the use of small appliances (especially refrigerators) in multiple offices. Instead, set up an area where one set of appliances can be shared.
• If possible, rearrange workspaces to take advantage of areas with natural sunlight and turn off overhead lights.
• When purchasing appliances and equipment, look for Energy Star rated items.
• Alert Facilities Operations (4-4770) of maintenance issues such as improper temperature settings, leaky windows, leaking faucets, etc.
• Visit the Center for Sustainability website for additional energy saving tips.

Waste Reduction & Recycling
Waste reduction is a critical element to decreasing our ecological footprint. Our society has embraced the use of disposable items from water bottles to excess packaging. Recycling is clearly one way to reduce waste in landfills, but often overlooked is re-using or reducing these items. Energy and resources are conserved by reducing the waste stream before it enters the landfills. Waste in landfills produces methane, a greenhouse gas, and does not provide enough air for biodegradable items to break down.

• Set up an ongoing system to recycle in your department. For example, create a rotating schedule for staff to take turns emptying central recycling bins at the nearest sorting station serviced by KU Recycling.
• Make it easy for employees to recycle by placing clearly marked collections bins in convenient locations. Contact the Environmental Stewardship Program for additional suggestions.
• Recycle all possible fibers including cardboard, office paper, newspapers, and food and beverage containers.
• In break rooms, eliminate the use of disposables by replacing them with permanent ware (mugs, dishes, utensils, towels/rags, etc.). When it's necessary to use disposable items, use paper (a renewable resource) instead of plastic or Styrofoam (made of petroleum).
• Recycle all electronic equipment, non-alkaline batteries, and used toner cartridges.
• Make use of the Environmental Stewardship surplus furniture program when you need or are getting rid of furniture.
• Eliminate paper use for applications, record keeping, and other operations whenever possible.

Purchasing
Purchasing power is like voting. Your vote sends a message to suppliers that there is a demand for environmentally responsible products. Often those purchases will save money and energy as well. If everyone helps increase the demand for sustainable products, manufactures will be inclined to produce items that protect water supplies and natural areas, reduce pollution and save energy.

• Before buying new supplies, see if you have items that can be repurposed and reused and ask faculty and staff if they have surplus supplies.
• When ordering new supplies, look for items made of recycled content or other "eco-friendly" materials. For example, Corporate Express labels a variety of "Ecoffice" and recycled products, including everything from paper to pens to scissors.
• Select products with the least packaging and/or which have easily recyclable packaging.
• Consider purchasing at least 30% post-consumer recycled paper. It is included in the Corporate Express contract and is not much more expensive than virgin paper. KSA 75-3740 requires that at least 25% of paper purchased by state agencies have at least 30% post-consumer recycled content.
• Use unbleached and/or chlorine-free paper products (copy paper, promotional paper, paper towels, coffee filters, etc.)
• Consider spending more for more durable, longer-lasting products.
• When purchasing new computers, buy EPEAT certified or items that are Energy Star rated.
• Use recycled or remanufactured laser and copier toner cartridges.
• Do business with other local 'green' vendors or services whenever possible.
• Avoid overbuying at the end of the fiscal year to spend down funds. This can result in creating more waste and buying items that are not needed.

Communication
Reducing unnecessary promotional items and other forms of communication will save energy and resources. It also saves time, money and space. Electronically stored items are easier to organize and can easily be made available to a wide array of people. Reducing the use of paper products will reduce waste and illustrate dedication to moving towards a more sustainable office.

• Identify and eliminate unnecessary forms or convert forms to an electronic format, redesign to use less space on a page, and print double-sided to reduce paper use.
• Use electronic communication whenever possible, especially within the office. Discourage faculty and staff from printing emails and other communication that can be stored electronically.
• Send promotional materials electronically when emails addresses are available.
• Target audiences to reduce the amount of printing required for promotional materials and other publications. For example, send materials to campus departments to share instead of to all faculty or staff on campus.
• Consider environmentally friendly options when printing materials. Use recycled content paper with soy or other low-VOC ink. Design mailed materials to be mailed without an envelope. (An eco-friendly design guide is being developed by the Center for Sustainability. Check back later this year for an update.)
• Promote your sustainability successes through your website and other resources.
• Update the Center for Sustainability on your accomplishments so CFS can help promote your activities as well.

Events & Meetings
Your commitment to sustainability shouldn't stop at the office, but be carried on to events and meetings that you host and participate in. Promoting environmental responsibility at meetings will inspire others to learn about the importance of sustainability and encourage others to make a change.

• If you plan and host events, use electronic advertising and online registrations and evaluation instead of a paper.
• Publish agendas and other materials online or email them ahead of time so attendees can choose whether or not they want to print a copy
• Request reusable dishes, silverware, and napkins (no disposable products) when catering meals or snacks. Provide pitchers of water instead of bottled water.
• Request recycling bins if providing bottled or canned beverages and recycle any leftover paper from events. The Environmental Stewardship Program may be able to set up temporary recycling bins for beverage containers.

Travel
Transportation is often one of the main culprits of greenhouse gas emissions and a contributor to health problems. Biking or walking is a good way to get in a little exercise and get refreshed. Utilizing car pools and bus transportation reduces greenhouse gas emissions and offers the opportunity to get to know colleagues better or get other work done during the commute.

• When traveling to on-campus meetings, walk or use KU on Wheels if possible to avoid driving short distances.
• Encourage commuter alternatives by informing employees and others who visit your location about various transportation options (post bike rout maps and transit schedules before driving directions.)
• When possible, offer telecommuting opportunities and/or flexible work schedules to make it easier for staff to use alternative transportation (buses, car pools, etc.).
• Reduce or eliminate departmental air travel.

Green Leadership
This is often one of the most important aspects of 'greening' the office. Creating an atmosphere where employees learn and play an active role reinforces the commitment to increasing sustainability and promotes good habits. When an office takes pride in their commitment it can boost moral and strengthen relationships.

• Provide ongoing incentives or training opportunities to encourage management and employee participation in greening the office.
• Set departmental goals for reducing your overall environmental impact. Use suggestions from this list, or come up with your own.
• Encourage faculty & staff in your departments to review the Sustainability Works checklist and set personal goals.