How Can We Cut Office Costs? Practical Tips for Printing, Courier, and More

Printing Cost:

- All printers in branches should be set to print in Duplex (both sides of paper) by default. The option to print on one side should only be used when necessary. If you encounter any issues, please contact the IT engineer immediately or log an IT call on the e-helpline located on the green page.

- Reuse brown or even mail envelopes from bills, letters, etc., for packaging within the offices.

- Before printing, consider whether the document or data can be stored on the hard disk. If possible, avoid printing and filing unnecessary documents.

- Prior to printing, review the document in the 'Print Preview' section.

- Utilize the back pages of obsolete documents or scratch papers for printing nonsensitive, draft, or interoffice communication. These obsolete documents can also serve as mini notepads or note cubes within the department.

Bulk copies of training materials, notes, etc., must be approved by the administrative head of the branch before duplication. Office assistants responsible for making such bulk copies should consult with the Front Office when assigned the task.

Courier Cost:

- Combine multiple covers sent to the same location into a single envelope addressed to the Front Office (FO) at that location. The FO will then redistribute the covers inside the main envelope as per the names specified.

- Avoid sending personal couriers.

Stationery Cost:

- Ensure that all departing employees return their stationery to the reception (at the FO) for recycling, reducing our stationery costs.

- Reuse paper clips, fasteners, folders, and envelopes if they are in good condition.

- Reuse binders, box files, and pocket files by affixing new labels to the spine.

Electricity Cost:

- During the day, when the sales team is in the field, consider turning off Split ACs based on requirements or keeping them on a rotating basis.

- Turn off computer monitors when on break or not in use.

- Switch off all toilet lights when not in use.

- During the day, open windows and only use lights where necessary.

Other Cost:

- Avoid wasting paper cups and tissue rolls.

Hi,

We can also add the following:

A. Reimbursement of expenses of Salespeople:

1. Check the client visit planning and the actual bills.
2. Hotel stays; allow the bills as per the authorization of the category of room to stay at the hotel and the actual bills submitted; whichever is lower.
3. Cut taxi hirings, encourage the use of public transport for long distances.
4. Output-based traveling expenses reimbursement; to encourage purposeful client visits.

B. Hiring Costs:

1. Introduce staff referrals to avoid and/or reduce job portal expenses; insist HR to create their own database and plan to expand the candidate's database.
2. Execute agreements with recruitment consultants at reduced consultation fees or negotiate a lump sum fee for the number of openings (if any) or senior management openings. Empanel them.
3. Retain employees at the revised negotiated packages.
4. Address lazy and unproductive employees. Negotiate compensation and ask them to take immediate leave to save expenses.

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