Saving Money = Bagel Friday

[sanpet]

I had a one on one with my manager today and he said if I can find some way to save money in the office (cut the budget in some way) and I am able to prove the savings, he will re-implement bagel and smear Fridays for the office (24 people).   This is more for the challenge of thinking up some new process, not the "bagels."    Does anyone  have any suggestions or have a history of saving money in the office?  My first comment to him was, "I will turn your lights off when you forget to!"  He laughed but said that idea wont work.   

[gee4]

Travel
- Cut down on travel and use low cost airlines where possible
- If you don't need to travel set up a conference call or video conference

General
- Recyle paper / ink cartridges
- Do your vending machines dispense plastic cups?  Why not use your own mug instead?
- Think before you print - Can you go paperless? Or if you can't, print on both sides of the page
- Obtain quotes for stationery - Are you using the best supplier?  Can you get discount on delivery?
- Hot desking or shift work

IT/Mobile
- Recent audits in my company have enabled us to reduce the number of pc's and laptops being used and in turn we have saved money on the maintenance and upkeep of each machine
- Ensure staff off all pc's before leaving the office at night - a lot of people just log out
- Shop around for a better deal for those who require the use of a mobile phone

Virtual Office
- Can you work from home?

[suecsi]

Agree with all of gee4's points - and turning the lights off will help. Although I once remember working at an office where the exec office lights were timer switched so if boss sat there concentrating still for too long the lights went off and he had to wave his arms about ....

Not just from a cost saving, but from an environmental and positive company image/CSR standpoint energy conservation should be encouraged (switching off pcs properly, paperless, working from home etc).  If you go with the energy saving as well as cost saving, there are some great posters etc that you can get and put up - or ideally publicise it on the company intranet if you have one.

I'm coming to end of my MA in Environmental Policy (whilst working full time, same as I did with my BA), and it usually takes an admin person to change the 'little things don't matter' attitude.

[JessW]

I would also add that, dependingon where you are geographically, one of the biggest expenses in a lot of offices is price per square metre.  This means if the floor space is not being used to its best advantage, that box of files from projects long dead is costing the firm a lot of money.  As much stuff should be put into archive (which costs less per square metre) as is possible and the retrieval system if something is needed should be revamped to allow for quick retrieval (preferably within 24 hours unless required sooner) and any files / documents that can be destroyed to be done (allowing for mandatory time for keeping same for legal reasons).

Also floor space assessment should be done to ensure that items that can be put into unused corners are done so and that desks are in their optimal position to allow the maximum number of desks to be used.

These are the things, I think, that will save the company most money in noticable terms.  It may require a rethink of what resources are actually needed and if there is sufficient or too much office space for the business.

Just a thought!

Jess

[gee4]

Favourite bagel filling....on the offchance you get lucky? 

Mine is cream cheese and sundried tomato

[msmarieh]

I suspect his comment that it won't work didn't mean it wasn't important. I think he was probably teasing that it wouldn't be enough to get the bagels back. (but that's just a guess).

Standardize office supplies - black pens, blue pens, red pens - all one brand, not special types for individuals. Buy the no-name brands if they are cheaper, watch for sales, order in larger quantities if the discounts are substantial. Negotatiate a better discount from your office supplier. 

Catering - eliminate lunch meetings in order to eliminate the catering expense. For all day meetings, order less expensive catering options (i.e. maybe picking up sandwiches at local deli).

Definitely agree with others mentioned.

Marie

[Cathy S]

Just one caveat on buying non-branded items - often these are of equal quality/life to the branded items but there are occasions where that is not true and it can be a false economy.  Also buying non branded toner cartridges and cheap poor quality paper may end up with increased maintenance costs for printers and photocopiers.

So if you are going to chnage to non-branded try and ask around about quality longevity or any knock on effect.

[susan silva]

Memories!  We used to have Bagels and smear at the place I worked before here.  I remember having to go get them and set them up every Friday!   Gee, I agree sun dried tomato smear, that was my favorite.  Wow, I haven't had a good smear since then.  At home it is cream cheese only.   As for the bagel, it was a mixed topping, (sesame, a bit of cheese, and other toppings baked in.)

Money saving, the above has some great suggestions.  One more can be taking 8 1/2 x 11 envelopes you receive as mail and and on a blank side print boxes as in an inter office envelope to save money.

Automatic or stream line a process so it takes less time to perform   (cost of hours saved)

Now I want to  run out and find a bagel.   

[Katie G]

All good ideas.  If I may add one from my experience -- it may or may not apply to your situation

If your office produces printed materials, make sure when you get proofs back that the office makes absolutely sure everything is right before you send back the "Ok".  Changes when working with designers and printers are VERY expensive. 

[Atlanta Z3]

I would go through the office contracts with a fine tooth comb.  That fancy auto feed postage meter is great but does the office really need it? You may be able to exchange the model to a less expensive lease and not break the current lease.  Same idea for copier.  Printers - are you rebuying the printer every time you replace the toner?  It may be cheaper to upgrade the printer that uses less expensive refills.  IT consultants - if you have one, do you have 24/7 service and are they doing things like back ups for you?  A back up is an easy task for an admin to assume.  The real estate market is what it is right now - when it's time to renew that lease get some perks if you can't get a square foot price reduction.  Those Common Area Maintenace fees are hidden expenses.  Marketing fees - brush up publisher or similiar program skills and make some of the companies collateral pieces in house.  I would also get an accounts payable listing for the last six months (or year) for my cost center, that should shed a lot of light on where money is being spent and give you ideas.  I wasn't above calling vendors and asking for discounts when I worked at a smaller company.  For example order a three month supply instead of one month, but get a 15% discount.  Lastly look at the companies you deal with - will they give discounts if invoices are paid within a certain number of days - those % can add up.

[Alicia M]

We saved 22% on paper costs last quarter by implementing a few suggestions.  First we encouraged employees to use the back side of paper for notes and scratch paper instead of just throwing it in the recycled bin.   Second when possible, we now print front and back side.  You need to use laser prints for the most part.  Inkjet  don't work well in my experience.  The easiest double side projects are any notes, meeting minutes and notices that turn out two pages or less.   Over 2 pages it does get a bit tricky but will save paper.. thus money (and the environment!)

[eturtle]

We have started to use free versions of software.   Photoscape instead of Photoshop, Inkscape for Illustrator and PrimoPDF  for Adobe Acrobat are the main ones so far.  We still use Microsoft Office and for our Marketing Professionals, they still get the expensive name versions.  These programs have a saved us over $20,000 in software and cover our needs perfectly.

[peaches2160]

We are mandated to turn the lights off when we leave all offices and conference rooms.  We had styrofoam cups in the breakrooms for coffee.  Employees must use their own mug.  Office supplies - consolidate and centralize.  Go around and gather all of the things that have been left behind by past co-workers.and stuff stuck in drawers that no one uses.  Centralize supplies and only use what is there.  Track the savings.  Only order new when a comprable item can not be found in central supply. 
Reuse filefolders and three ring binders.  Better yet, set up a central data storage and eliminate the paper.  Book air travel 14+ days in advance for best fares.  Watch the rental cars.  Getting a rental car to drive to a 3 - day meeting or seminar is more expensive when you can take a taxi to the hotel and back to the airport for alot less than the cost of a rental sitting in a parking lot for a few days while attending the meeting.  Consolidate ground transportation for attendees traveling to the same location and following the same itinerary, ie: for meetings, etc.
Combine cellphone service and blackberry usage where applicable. 

Just a few suggestions we have realized huge cost davings from.

[sparkles_95130]

Great solutions, not much more to add but here are a few we've done:

* Motion sensors for lighting in all conference rooms so they turn off when not in use
* Power saving features to put things like the copier in standby mode or off when not in use
* Preferred airlines/hotels we've contracted for lower rates
* Coffee mug & water bottle give aways to use less paper cups
* Installed water filter so no bottled water
* During hot spells/high engery usage (called by out state gov as "spare the air days") we lower/turn off the air-conditioner and turn off every other bank of lights/all lights near windows
* no binders delivered at mtgs/no print-outs either - all sent electronically prior to meetings and projected instead
* no hard copy files if possible -- as an admin I have very little paper files (maybe 1/2 a desk drawer). We scan and keep files electronically.

* Also, there is something to be said here for the engagement, morale, and retention of employees. This effects your bottom-line in recruitment and new hire costs.

Not sure if it would help you but there may be productivity stats that would help you in this. For example, I worked at a company where all cafeteria food was free. Why? Because statistics show you get more productivity if people don't get in their cars to leave. If they leave they often take a over an hour for lunch/errands. If they don't you get a lot who take much less time overall. Time is money. --Where I work lots of people work from home on Fridays. Do bagels get them in the office?

[jennboat]

I would suggest many of the above, the one I can add is to use VIOP to save phone bills when possible.  Skype is great.