I could go on and on about buying in bulk, cheaper substitute stocks, using make-ready stock on both sides, but I am sure you already know all this. Instead, I would like to focus on a few ideas about how to effectively manage your inventory and how to save some money not only on the purchasing of paper, but on the disposal as well.
1. Understand your paper consumption requirements
Every single plant I have ever walked into has paper stacked nearly three stories high sitting at the back of the floor not being used, and no longer in a usable state. When you have to buy full cartons, you can get stuck with extra sheets, but do this enough and the piles tower over your presses. I suggest doing an audit to find out exactly how much paper you spoil on average for each press run. I know each run is different, but if you’re not estimating enough paper, you’ll often find yourself reordering in a panic and having almost a full carton left over after the order is complete. Order too much and those piles at the back grow like weeds.
2. Keep your inventory light and organized
If there is extra stock at the end of the run, there should be three basic questions that are asked. One; can I return this? Try not to have all your packages opened unless you are going to need them all. Unopened packages of stock are fairly easy to return, and some vendors may even take open ones if there is enough of the stock left.
Two; will I use this same stock in this size or smaller in the next three months? I say three months because after that amount of time your stock has discoloured against the newer stock and will be noticeably different. You might be able to get away with a bit more than three months for stocks with high filler contents, but I personally prefer the three-month rule. If it can be used in that time frame or can be cut down for office supplies, then clearly mark and date the paper and place it on the floor or in racking in some kind of order. Keeping the stock in order is critical for allowing everyone in the plant the ease of finding extra stock when needed. Every quarter, the paper should be reviewed and cleared out as a cleaner shop floor will make things more efficient for everyone.
Three; how do I want to dispose of this paper? Most shops have a recycling truck come by a few times a week. Some plants even have their own recycling compactor or other such equipment on-site. All that being said, these services cost money. What if you could get rid of half of that disposal cost for nothing or even make a bit of money back?
Schools are always looking for art supplies, and paper is a big one. Uncoated would be the best for what most schools would be looking for, but coated stocks have their place too. Institutions of higher learning that are print-related would often take stock for trails in their pressrooms and labs. For this sort of donation, the schools may want a minimum of 1000 sheets or so, so leftovers from skids are perfect. Middle schools, primary schools, kindergartens, daycares and art schools might take whatever you have. Uncoated stock is perfect for sketching, crayons and paint. Little kids especially would love a sheet of paper that is bigger than they are. Coated stocks work well with crayons, but are wonderful for certain types of paint or posters. Cover stock makes a great substitute for bristol board and the parents at these schools might forever be in your debt. You could opt to do this by geography to make it easier on the delivery costs, or you could get rid of the delivery costs by letting your employees be your drivers.
If you’re looking to get the company back some of that money, talk to schools, particularly universities, and privately-owned schools, to see if you can get a tax credit or some kind of donation receipt for your generosity. Don’t forget to call ahead and arrange a drop-off even without the receipts so that you’re sure the institution has room for your donation and that they are willing to receive it.
One last little idea to try and cut down on paper waste is to use more of the paper. Have an assortment of internal promotional material available to throw onto forms with open space. Designate a few people in prepress and planning who can briefly discuss and fill in voids with content that is appropriate for the run length, stock and colours available for the job. This could not only save you stock, but could save you costs on your own internal printing, along with drastically increasing the amount of content you are able to put out into the marketplace.
Saving paper is not about buying less paper, it’s about doing more with less. Less paper costs, both purchase and disposal, more items produced from the same number of sheets. Less searching through reams of stock that can’t be used, more positive PR for your company with your community and your employees.