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
- 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
- Create a website through the NC Conference using our Ramus: Local Church Webhosting Service
- Additional Stewardship Resources are available on our website