Production Office Best Practices

Taking steps to reduce consumption in the office not only saves natural resources, but can even slash office costs. The Production Office Coordinator has an important role to play. He or she should take the lead in implementing sustainability practices in the production office, be the one for example to look into renewable energy credits through the local utility company or to explore www.greenproductionguide.com for lists of green vendors by category and location and ask potential vendors if they buy locally, recycle, take measures to conserve energy and water, and make efforts to reduce waste.

Keep the green momentum growing throughout production by listing environmental factoids and green updates on daily call sheets. Make them personal (and make sure they get noticed) by including crewmembers in the tips, e.g. “Katie Carpenter uses her Nalgene water bottle every day in lieu of disposable plastic bottles. Did you know that the amount of oil consumed to make, process, label, fill, seal and transport a single bottle of water would fill a single serving plastic water bottle 25 percent.”

ENERGY

Lights

• Use fluorescent, CFL or LED lighting.
• Turn off lights before leaving a room.
• Use desk lamps instead of overhead lights where possible, and keep all non-essential lighting turned off.
• Raise the blinds and work by daylight whenever possible.
• Explore alternative energy options, like solar and wind.

Computers and Electronics

• Disable screen savers and program computers to enter sleep mode after several idle minutes. In Windows, find the settings in the control panel—under system preferences for Mac.
• Search via Blackle, Google’s energy-saving interface.
• Plug daily use appliances, like computers, printers, monitors and copy machines, into power strips and power everything down when not in use.
• Keep all peripheral equipment unplugged when not in use.
• Use laptops instead of desktops because they are more energy-efficient.
• Rent office equipment instead of purchasing when practical.
• Look for products that have been certified by such groups as:
• EPEAT (Electronic Product Environmental Assessment Tool), an organization that evaluates products for longevity and chemical use, as well as energy efficiency.
• ENERGY STAR certified equipment, which uses less energy than non-certified products.

Heat & Air

• Ask the building manager or landlord about solar and/or wind power options and using natural gas over heating oil.
• Install a programmable thermostat that automatically lowers the heat or air conditioning overnight.
• Lower the thermostat two degrees in the winter and raise it two degrees in the summer. The comfort loss is usually minimal when compared with the energy savings.
• Use fans instead of air conditioning when possible.
• When the temperature allows, turn off fans and open a window.
• Keep doors and windows closed when running heat or air.
• Avoid using space heaters, but when they are unavoidable, be sure to turn them off before leaving the room.

Reduce Petroleum Fuel Use

• Rent hybrid vehicles.
• Employ bike messengers.
• Encourage employees to bike to work.

Ask your local municipality if they will provide bike racks for your building. If not, try to get some donated or discounted so you can visibly support your team’s green commute.

• For those that must drive, recommend that they carpool.
• Promote public transportation by providing bus and subway maps at the office.

PAPER

• Promote electronic communication and limit paper offering to when it’s specifically requested.
• Choose paper made from at least 30% post consumer recycled content.
• Print double-sided.
• Reuse single-sided sheets for test prints and rough drafts.
• Use dry-erase boards or chalkboards for in-office information sharing.
• Store information online in web-based emails, or with an online project collaboration tool like Basecamp or a virtual production office like Scenechronize.
• For more sensitive information, use flash drives instead of CDs.
• Choose a thinner font, such as Century Gothic, which, when printed, can use as much as 30% less ink than thicker fonts. Visit www.ECOFONT.com to download thinner fonts.
• Print signage on paper and other biodegradable materials rather than plastic.
• If possible, request that Accounting Departments consider revamping the Production Policies Signoff into a single page form and check reports electronically, saving an estimated 70+ reams of paper over the course of an average size production.

SUPPLIES

• Use rechargeable batteries, remanufactured ink cartridges and soy-based inks.
• Look for office products made with a high percentage of recycled content, and for products certified by Green Seal or another eco-certifier.
• Look for water-based markers that have been approved by the Art and Creative Materials Institute (ACMI).
• Browse thrift stores and used office supply dealers for office furniture.
• Ask for minimal packaging when ordering supplies.
• Share magazines and reuse manila envelopes.
• Carry reusable bags for all shopping runs and errands.

KITCHEN

• Use non-disposable plates, glasses, coffee mugs and cutlery. Look for used items at thrift stores rather than purchasing them new. Be aware that second-hand dishes with novelty logos or chipping images may contain lead.
• If disposables are the only option, choose paper products with high percentages of post-consumer recycled content and corn-based biodegradable plastics.
• Purchase organic and Fair Trade Certified™ coffee and tea, and choose bulk sizes to avoid excess packaging.
• Look for coffeemakers that come with a reusable mesh filter, and invest in a unit with a thermal carafe to keep coffee hot without electricity.
• If using paper filters, choose recycled and chlorine-free products.
• Unplug the coffee maker when it’s not in use.
• Regularly defrost refrigerators and freezers and check the temperature.
• Refrigerators should be no higher than 40º (5C) and freezers no higher than 0º (minus 18C).
• Brew coffee in-office, and distribute reusable mugs or compostable hot drink cups.

Grab a reusable travel mug for coffee runs, and never purchase coffee in a Styrofoam cup.

• Stir beverages with reusable spoons instead of disposable stirrers. If stirrers are essential, choose wood and recycle them after use.
• Choose locally grown fruits and vegetables and organic snacks.
• Only order takeout lunches from restaurants that serve in recyclable or biodegradable containers.

CLEANING

• Replace chemical cleaning products with nontoxic, biodegradable alternatives that won’t pollute indoor air or local waterways.
• Look for the following certifications: USDA organic, Natural Products Association and, Greenseal. Visit www.goodguide.com to compare products’ environmental and health ratings.
• Purchase products in concentrates and bulk sizes to cut down on packaging waste.
• Use natural sponges and cloth rags instead of paper towels.

Try these safe and economical DIY cleaners:

• glass: 1/4 cup distilled white vinegar and 2 cups water
• scouring cleanser: baking soda and water
• disinfect: hydrogen peroxide
• grease: lemon juice
• wood polish: ½ cup white vinegar and 1 teaspoon olive oil
• unclog drains: equal parts baking soda and white vinegar
• For more natural cleaning solutions, see Real Simple’s (realsimple.com) 66 All-Natural Cleaning Solutions.

WASTE REDUCTION

• Ensure staff is informed of office recycling policies and facilities.
• Set up recycling bins next to all trash containers with clear signage detailing the materials appropriate for each bin.
• When you select your waste management company, request that they track your landfill waste and recycling—in weight rather than volume, if possible.
• If possible, compost food and biodegradable waste. See COMPOST for instructions.
• Provide containers for recycling ink and toner cartridges.

Encourage team members to bring their electronic waste from home to be recycled with office e-waste.

• Ask suppliers to take back packaging for larger items.
• Dispose of batteries and compact fluorescent light bulbs as hazardous waste with a certified hazardous waste vendor, and donate or recycle electronic equipment.
• Consider Big Green Box (biggreenbox.com) for batteries and electronics recycling. Visit earth911.org or 1800recycling.com for other local recycling facilities.

Download a PDF copy of the Production Office Best Practices.