Tips on how to be a paperless board

Printing and assembling materials for each person at every meeting can be expensive and time-consuming. With all of the advances in technology and a continual push to “go green” there are many reasons to make the shift to becoming a “paperless board.” We’ve put together some tips on how to reduce your paper usage and encourage you to implement some or all of these changes in the near future.

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Advantages of going paperless:

• Reduce costs of printing, folders, binders, postage, etc.
• Reduce time spent on production of materials (making copies, stuffing envelopes, filling folders)
• Improve ease and timeliness of communication
• Last minute corrections or changes to meeting materials no longer result in the need for reprinting of materials

 Ideas for reducing paper usage:

• Create a website for your committee and use it as a virtual meeting place for your members
  • Include a calendar where meeting dates and deadlines can be posted
  • Post materials prior to meetings so they can be reviewed. Members can then decide whether to print their own copies or view them on their mobile devices during the meeting
  • Post minutes after the meeting
  • Use a password if desired to secure sensitive data and share the password with your members
  • Use online forms to collect survey/feedback information from members
• Take advantage of email communication
  • Set up a mailing list or contact group for your members and use it to send quick updates
  • Send meeting invitations through email rather than paying for postage
  • Email copies of meeting materials before the meeting
  • Email minutes after the meeting

• Show meeting documents on a large screen using a projector rather than printing copies for everyone
• Use presentation software and share the presentation before and/or after the meeting instead of printing handouts
• Provide computers for members to use during the meeting, or provide access to electrical outlets and wireless networks for those who bring their own devices
• Use software that allows users to collaborate on documents
• Use a dry erase board instead of pen and paper whenever possible for written activities

Online Resources:

• Google offers a lot resources – many of them for free!
  • Google Sites – build your own website easily from scratch or with a pre-made template
  • Google Docs – share and collaborate on documents, spreadsheets, presentations and forms
  • Google Calendar – send event or meeting invitations and track RSVPs
• Additional Stewardship Resources are available on our website