I wrote this article for a blog at work, but thought a slightly tweaked version might be of interest to a few people here.
I’ve never been a great fan of printing, so when I was asked to pick a project for the Green Pledge at work I thought a month of not using paper at work would be a good one to go for. The pledge was for the month of November, but I found myself sufficiently weaned off paper that I’ve carried on with it for what is now (at time of writing) over 5 months. I found it fairly easy, although it has been hard at times to get the message across to other people that I didn’t require printed meeting minutes or copies of documents they had already sent me by email.
First off, I don’t think this initiative would have worked anywhere near as well if I didn’t have an iPad. I’ve been using my iPad to take notes at meetings for a while, and from November I stopped carrying a paper notebook completely. On my iPad I have access to my email, internet access if I’m on campus, and I have automated the creation of separate documents for each meeting I attend with an agenda and space to type minutes. This has ensured that I don’t miss action points, and that I have a searchable record of each meeting I attend.
I also think the strategic move to Sharepoint in my workplace has helped. With Sharepoint I can access all my sites and documents using my iPad, and as long as I’ve got an internet connection then I have access to all the information that would normally be printed out and handed around.
But there were some things that were more challenging, and I thought it was worth documenting those challenges and how I tried to overcome them.
1. In order to recruit new staff we have to have various bits of paperwork printed out and signed. This makes sense to me, but I did resent having to complete a document that I knew would be printed out as soon as I submitted it. We’ve got an online eRecruitment tool, and I’m not sure why management and budgetary approvals can’t be handled without paper. There is also another recruitment related issue in that we have to photocopy and sign proof of ID for all candidates. I can do all of this on my iPad, but there is a stated requirement for a paper copy. I’ve not really got a solution for this one, other than to continue to campaign for systems that do not require printing and photocopying to work.
2. We still have printed rotas in our office, which are stuck to the wall each week. I moved these over to Sharepoint early on in the process, but they are still getting printed out as well. I found it really useful being able to access these from anywhere, but I can see why there may still be a need for a paper copy at times.
3. Most people I meet with now know that I don’t require a printed agenda, or minutes of the previous meeting. It took a bit of work to get to this point, but once I explained what I was trying to do (and why) then people were generally fine. However, some people did really not understand why this was a good idea, and/or could not see how it was possible to work without paper. This includes people who have work iPads. As part of this initiative I moved all of our team documentation to Sharepoint, and I now chair and document meetings from my iPad. At time of writing I’ve not taken paper to a meeting for over 5 months, but unfortunately I have left with the occasional printed document. They have all been either reused by my team, or recycled, but I need to get better at refusing them in the first place.
4. Carrying an internet enabled device with me at all times bought with it a few new challenges. I could check email anywhere, and would also see notifications from Twitter and Facebook when I was in meetings. I largely fixed this with discipline, and also by turning notifications off for anything except work email. I also think that an iPad is much better than a laptop for using in meetings, as the angle an iPad is used at doesn’t present the same physical barrier as a laptop screen does. Also, it’s a lot quieter to type on.
5. I discovered that I spend a fair bit of time in meetings fiddling with my pen. As I don’t carry a pen now, I found myself needing something to do with my hands when I was not typing or talking. Carrying a stylus round helps that, but there is still a lot of temptation to scratch that itch by checking email or Twitter.
I think this was a really worthwhile experiment, and one I plan on continuing with. The only challenge is to come up with something else to do next year.