Plan for sustainability upfront
Consider whether a printed item is the best way to get information across
Printed documents play a key role in how an organisation distributes information to an audience. But this is only one way to communicate. Think about other forms of communication such as e-newsletters, CD-ROMs, web-based information, newspaper advertisements, radio advertisements, workshops and seminars. These options may be more effective and a better use of financial and environmental resources.
Print summary reports and put the full report on the web
Consider printing summary reports and only printing a few full reports. This will reduce the amount of materials used. Government publishers will need to be aware of the New Zealand Government Web Guidelines for reports on the web and other guidelines issued by the Office of the Auditor General.
If you are putting information on the web consider the following:
- text should be formatted so it is easy to read on screen
- make a ‘print option’ available for people to print the document. Ideally, a print option would include only necessary graphs and pictures (to reduce the size of the document) and would minimise blank spaces which results in waste paper
- most people will print large documents rather then read them on screen. Ensure that large documents are broken into printable sections so that a user can just print the parts that are relevant to them.
Print on both sides of the paper when you can
By printing your publications double-sided you can nearly halve paper use saving resources and money.
Be clear about your target audience and actual number of copies required
Be clear who the target audience is and how many copies of the publication they will actually need. Take into account library and National Library requests (by law two copies of anything you publish must be sent to legal deposit at the National Library).
Check whether digital printing is more appropriate than offset printing
Aspects of digital printing differ significantly from offset printing. In some cases digital printing can be more appropriate than offset printing and it is recommended that you speak to a digital printing firm about your specific publication. This should be done at the initial planning stage but after size and print volumes have been determined.
In cases where digital printing is more appropriate for your publication the environmental benefits include:
- no set up runs are required thereby reducing the resources used
- you can print straight from a digital file as film work or plates are not needed (check with your offset printer if they can print ‘straight to plate’, eliminating the need for film)
- you can print exactly how many you need initially and print more ‘on demand’
- printing is usually set to a standard size (ie, A3, A4) which results in less offcuts (therefore less paper wastage)
- water and air emissions from the machinery are negligible
- toner is used instead of ink in most digital print machinery .
Size matters - design to use the paper size specified and minimise printers offcut waste
Design a format that maximises paper use and minimises offcut waste (which is created by large borders and margins). However, remember that your document needs to be readable and white space plays an important part in readability. Avoid unusual sizes and shapes of paper which can lead to increased paper wastage and distribution costs.
Reduce the use of resources when working through the drafting and proofing processes
The drafting and proofing process can involve lots of documents passing between you and the designer and printer. You can reduce the environmental impacts of this process and reduce costs by:
- ensuring the copy is proofed and finalised as much as possible before it is given to the designer
- having more than one person proof and mark up the same set of proofs.
