You Can Make A Difference -  Surf Technologies, Inc. Can Help

At Surf Technologies, Inc. we look at “Green” as a key aspect in the management strategies of all businesses.  To be successful an organization has to make a commitment to look at every aspect of the operation and pledge to minimize consumption and to minimize the creation of waste.  Done correctly, a company will not only reap a conservation benefit but also quantifiable expense reduction and “good neighbor” marketing opportunities.

Simple Ideas That Work

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Surf Technologies, Inc. will be happy to assist you in implementing these and many other strategies to enable conservation while reducing expense.

Use the Web...for Catalogs

Eliminating the printed catalog can save millions of dollars in expense that arises from printing and distributing.  Additionally, if they are never printed they never pull the paper through the supply chain and never end up in the landfill.  Consideration: Make sure the catalog is easy to find on your Web site and that you notify your customers that all the latest goods and services can be browsed online.

E-Mail Coupons & Marketing

By ending the use of postcards and printed coupons a company may save thousands of dollars in printing and mailing costs while insuring that direct marketing efforts are targeted to your best customers. This also allows for electronic redemption of coupons thereby eliminating the need for the customer to remember to bring the coupon to the store.  Consideration: Make sure that customers are asked to “opt-in” or “opt-out” of e-mail solicitation to avoid running afoul of the CAN-SPAM act and potentially having your server IP address blacklisted.  Also, insure that your Web site prominently displays a link for all visitors to register for electronic coupons and special notices.

Electronic Receipts

Although it is a small savings of paper and toner, electronic receipts can be a huge marketing and customer service opportunity while showing your commitment to conservation.  By offering the customer electronic receipts you insure that they never have to search for a receipt if they have a problem with the merchandise. They also facilitate collection of opt-in electronic mail addresses for your electronic marketing efforts and the recording of customer segmentation data like purchase preferences and return history. Consideration: Make sure that customers are asked to “opt-in” or “opt-out” of e-mail solicitation to avoid running afoul of the CAN-SPAM act and potentially having your server IP address blacklisted.  Also, it is critical that you have reliable backups of all of your electronic data stored on-site as well as off-site

Electronic Invoices, Banking & Tax Filing

By using electronic invoices, funds transfer, bill pay and direct deposit along with electronic tax filing you will eliminate paper and postage but more importantly you will save trips to the bank and the post office for yourself and your employees. The benefit of not having to hop into the car and sit in the drive-thru banking window can be a significant savings of time and fuel.  Consideration: It is critical that you have reliable backups of all of your electronic data stored on-site as well as off-site

Electronic Personnel Management

Through the use of on-line services for time reporting as well as the filing and approval of expense reports you minimize the amount of paper around the office while improving the workflow productivity of potentially high volume tasks.  For firms in which the employee base is widely dispersed (e.g. consulting) it also eliminates the need for express mail and trips to the office to file documents and obtain approvals.  Consideration: It is critical that you have reliable backups of all of your electronic data stored on-site as well as off-site

Hosted Applications

The ability to use applications that are hosted outside of your office often allows for you to benefit from the experience of a company adept at efficiently running technology systems.  In some instances you may have dedicated systems managed by a services provider or you may simply share applications hosted for the benefit of multiple companies. Some examples of shared or hosted applications may include your electronic mail systems, Web sites and even your financials. Consideration: It is critical that you have reliable backups of all of your electronic data stored on-site as well as off-site from the service provider. In addition documented service levels and acceptable levels of security must be insured.

Electronic Collaboration

To save printing and to avoid duplicating data in multiple places companies can save thousands by deploying content management, online documentation, collaboration and file sharing systems. These systems, when deployed in conjunction with retention policies, will improve workflow and save you from buying too much storage and printing commonly used/distributed documents. Consideration: It is critical that you have reliable backups of all of your electronic data stored on-site as well as off-site

Electronic Meetings

Don’t travel unless you need to travel and you will save money, reduce traffic and minimize fuel consumption.  Use Web Meetings and conference calls to save time and expense for you and your employees.  Both services are available on a pay-for-use basis and often require no up front commitment of expense. Consideration: Not all situations including lengthy meetings and personnel matters can be handled remotely but the majority of face-to-face meetings are relatively short and easily replaced by a conference call or the newer Web technologies that employ full voice and video.

Leasing

Consider today what you will do with the equipment you are currently purchasing when it reaches end-of-useful-life. Many lease companies have the ability to remarket, refurbish and/or submit equipment for recycling.  Move the burden of disposing of equipment to a reputable lease company to insure it does not go straight into the garbage dump.  Donating equipment that is out of date to a charitable organization is not a recommended strategy for reuse of equipment as those items deemed not suitable may end up in a landfill and create a liability for your firm. Consideration: Insure that your master lease agreements specifically describe the lease company’s responsible actions at the end of the lease.  Also, insure that electronic storage devices are properly degaussed to protect corporate data.

Print Reduction Initiatives

Review report and print requirements to see what is being printed and why. 

• Insure that only important/required reports are printed. 
• Of those that must be printed insure that the font is appropriate and that excess blank lines, headers, footers, blank separators, banners and trailers are eliminated.
• Set up all copiers and printers to print in duplex (double-sided).
• Provide employees an option for reviewing reports online rather than printing.
• Eliminate desktop and office printers in favor of workgroup printers centrally located.

Power Management

Minimize the amount of electricity that you need.

• Insure that power management is enabled on all personal computers, laptops, servers, printers and copy machines.
• Turn off all equipment during nights, weekends and holidays when it is not needed. Yes, even some servers may be turned off at night.
• Utilize intelligent thermostats to moderate heating and cooling based on when the office is occupied.
• Implement motion sensitive light switches in seldom used offices, all conference rooms, break rooms, data centers, restrooms, etc..
• Use fluorescent light bulbs to reduce consumption but plan for disposal before you buy as concerns exist as to the safe disposal of traditional and compact fluorescent
• Conduct an evaluation of your data center to insure proper temperature, lighting and equipment placement in addition to investigating new technologies and methodologies for data center design - there are a lot of opportunities in the data center...

Cartridge Recycling

Return print cartridges to the manufacturer so that they may be refilled and not end up in a landfill.  (Note: Staples offers a $3 coupon for each cartridge brought in for recycling.  The coupon can then be used for future purchases. Although it does not sound like much it can offset office supply purchases while minimizing waste. You know how many you buy, do the math.)

General Office Recycling

Determine how your community recycles office paper and drink containers.  Put the recycling bins in conspicuous places and encourage your employees to do their part.

Telecommuting

Determine how much of your workforce can perform some or all of their job function from home. This can minimize the amount of office space that must be rented which in turn lowers expense across the board (lease, energy, office furniture, etc). It also keeps your employees out of the car, out of traffic and lowers fuel consumption. Consideration: Adequate procedures must be in place to quantify the productivity and quality of the work being performed.

Contact Surf Technologies, Inc. For the Future of Your Business and The Future of Our Environment