Here are my top 3 tips for greening your office move:

1.  Reduce Packing Material

Compared to traditional cardboard boxes, reusable plastic crates are more environmentally friendly for your office move.

Keeping in mind that cardboard packaging material accounts for one third of landfill waste, incorporating reusable plastic crates into your office move is an important part of making an eco-friendly transition to your new location.  Also, compared to corrugated boxes, reusable plastic containers:

• Require less energy to produce
• Produce less solid waste
• Generate less greenhouse gas emissions

The durability of plastic crates allows moving trucks to be packed more efficiently which reduces the number of truckloads necessary for your move and the amount of fuel burned. This not only results in a greener move but less money spent on moving.

A big concern for many people is what happens to these crates when they are retired.  Afterall, cardboard decomposes faster than plastic so, in some ways, it would be better for cardboard to end up in the landfill than plastic.  To solve this problem, when renting crates for your move, be on the lookout for companies that make their crates from 100 percent recyclable plastic.  We recommend companies like Rentacrate who not only make their crates entirely out of recyclable plastic but use that plastic in the production of new crates.

2. Purge, Purge, Purge!

Our mantra at the Golden Gate Company is “Purge, Purge, Purge”.  We consider this to be one of the most important parts of a move, not only for organizational purposes, but for making an eco-friendly transition.

Through getting rid of items you no longer need, you’re reducing the number of truckloads necessary for your office move and the amount of fuel burned.  You’re also reducing the size of your real estate footprint which means less energy spent on a larger office.  And you have the added bonus of being more organized in your new office!

It’s important to consider recycling as a key component of your purging program.  You’ll not only want to recycle paper, but any surplus equipment as well.  You’ll want to thoroughly research any equipment recyclers as some unscrupulous vendors simply dump the equipment in a third-world country instead of recycling it as promised.  In the San Francisco Bay Area, we work with Electrotech Recyclers – they recycle telephone, computer and server room equipment in a responsible and reliable manner.

3.  Hire Green Vendors

Everybody is jumping on the green bandwagon these days which makes it easier to find a sustainable vendor for every part of your move.

In terms of furniture, purchasing used furniture is a great way to keep something out of the landfill and save money.  At the same time, new furniture manufacturers are offering cradle-to-cradle design which means it was created using sustainable practices and can be retired using sustainable practices as well.  Most used furniture wasn’t designed to be retired in a sustainable manner so you’ll have to consider this when making a decision on office furniture.

In terms of equipment, you’ll find that manufacturers are offering equipment with energy efficiency in mind.  This means fewer machines needed in a server room because of greater storage space or virtualization.  It also means machines process energy more efficiently because of improved design.  Many companies use a move to upgrade their technology which could mean new servers, flat screen monitors or a new telephone system.  Evaluating new technology based on energy efficiency not only means creating a more sustainable office but reducing ongoing operational costs.

Conclusion

Many companies think about sustainability when designing their office but often forget about greening the move itself.  As you can see, it’s an important part of becoming an eco-friendly company.  Keep in mind that a move is a great time to implement new sustainable processes in your office as well.  Afterall, it makes no sense to have 3 different bins for sorting rubbish if nobody is trained on how to actually sort their trash into garbage, recycling and compost.  Leveraging your move to implement sustainable practices is a huge step towards becoming a greener company.

Article written by Rachel Walls, principal and senior project manager for The Golden Gate Company www.goldengatecompany.com.  We specialize in helping companies plan and coordinate an office move.  Our clients include: McKinsey & Company, Grant Thornton, Hotwire, San Jose State University and San Francisco University.

Download the Move Checklist (Excel spreadsheet (zipped))

From Movers to Move Announcements: Planning your office move from Rachel Walls on Vimeo.

1. More Work, Less Energy
   For many people, a computer is the central tool at work. Optimizing the energy settings for computers and other devices can be more than a modest energy saver. Set computers to energy-saving settings and make sure to shut them down when you leave for the day (“standby” settings will continue to draw power even when not in use). By plugging hardware into a power strip with an on/off switch, the whole desktop setup can be turned off at once (make sure to power down inkjet printers before killing the power—they need to seal their cartridges). Printers, scanners, and other peripherals that are only used occasionally can be unplugged until they’re needed. And of course, turn off lights in spaces that are unoccupied.
2. Digitize
   It does seem a bit strange that in the “digital age” we still consume enormous amounts of mashed up, bleached tree pulp, most of which gets used once or twice and then tossed or recycled. The greenest paper is no paper at all, so keep things digital and dematerialized whenever possible. The more you do online, the less you need paper. Keep files on computers instead of in file cabinets (this also makes it easier to make offsite backup copies or take them with you when you move to a new office). Review documents onscreen rather than printing them out. Send emails instead of paper letters. New software helps eliminate blank pages from documents before printing and can also convert to PDF for paperless document sharing.
3. Don’t Be a Paper Pusher
   When buying printer paper, look for recycled paper with a high percentage of post-consumer content and the minimum of chlorine bleaching. Even recycled paper gobbles up a great deal of energy, water, and chemical resources in its processing (toxic pulp slurry is the paper recycling industry’s dirty secret). When using the real stuff, print on both sides of the page when appropriate and use misprints as notepaper. Try to choose printers and photocopiers that do double-sided printing. If your office ships packages, reuse boxes and use shredded waste paper as packing material.
4. Greening the Commute
   American workers spend an average of 47 hours per year commuting through rush hour traffic. This adds up to 3.7 billion hours and 23 billion gallons of gas wasted in traffic each year. We can ease some of this strain by carpooling, taking public transit, biking, walking, or a creative combination thereof.  If there’s no good way to phase out your car, consider getting a hybrid, electric vehicle, motorcycle, scooter, or using a car sharing service like Flexcar or Zipcar.  Some employers are even giving a bonus to bike and carpool commuters and special perks to hybrid drivers. For those who think bike riding is for kids and tattooed couriers, consider a high-tech folding bike or an electrically assisted one (see below for more).
5. Green Sleeves
   You might be amazed how sharp work clothes from thrift stores can look. If you buy new, get clothes made with organic or recycled fibers. Avoid clothes that need to be dry cleaned, and if they so demand it, seek out your local “green” dry cleaner.
6. Work From Home
   Instant messaging, video conferencing, and other innovative workflow tools make effective telecommuting a reality. If you can telecommute, hold phone conferences, take online classes, or otherwise work from home, give it a try. It’ll save you the time you would have spent on the trip as well as sparing the air. As a bonus, you get to work in your pajamas. Telecommuting works for 44 million Americans (not to mention the TreeHugger staff). Also, consider the possibility of working four ten-hour days instead of five eight-hour days (a consolidated workweek), cutting the energy and time spent on commuting by 20% and giving you some lovely three-day weekends.
7. Use Green Materials
   Some paper use can’t be avoided, so use recycled paper and envelopes that have been processed and colored using eco-friendly methods. Pens and pencils can also be made of recycled materials, and refillable pens and markers are preferable to disposable ones. Use biodegradable soaps and recycled paper or cloth towels in the bathroom and kitchen, and provide biodegradable cleaners for the custodial staff. Buy in bulk so that shipping and packaging waste are reduced, and reuse the shipping boxes. Recycling printer cartridges is often free, and recycled replacements are cheaper than new ones.
8. Redesign the Workspace
   Greening the space in which you work has almost limitless possibilities. Start with good furniture, good lighting, and good air. Furniture can be manufactured from recycled materials as well as recyclable. Herman-Miller and Steelcase are two groundbreaking companies that have adopted the Cradle-to-Cradle protocol for many of their office chairs. Incandescent bulbs can be replaced with compact fluorescents and there is an ever-growing selection of high-end LED desk lamps that use miniscule amounts of energy. Not only is natural daylight a free source of lighting for the office, it has been proven to improve worker productivity and satisfaction (as well as boost sales in retail settings). Workspace air quality is also crucial. Good ventilation and low-VOC paints and materials (such as furniture and carpet) will keep employees healthy (look for How to Green Your Furniture coming soon).
9. Lunch Time
   Bringing lunch to work in reusable containers is likely the greenest (and healthiest) way to eat at work. Getting delivery and takeout almost inevitably ends with a miniature mountain of packaging waste. But if you do order delivery, join coworkers in placing a large order (more efficient than many separate ones). Also, bring in a reusable plate, utensils, and napkins. If you do go out for lunch, try biking or walking instead of driving.
10. Get Others in on the Act
    Share these tips with your colleagues. Ask your boss to purchase carbon offsets for corporate travel by car and plane. Arrange an office carpool or group bike commute. Trade shifts and job duties so that you can work four long days instead of five short ones. Ask the office manager to get fair trade coffee for the break room and make sure everyone has a small recycling bin so that recycling is just as easy as throwing paper away. Ask everyone to bring in a mug or glass from home and keep some handy for visitors so that you reduce or eliminate use of paper cups.

Article from:  Planet Green

Download the Moving Budget Worksheet (Excel file zipped)

Show Me the Money: Budgeting for your office move from Rachel Walls on Vimeo.

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This webinar taught by Lawrence Flores, Founder and President of ProActive Network Consulting, which specializes in providing comprehensive IT solutions and support.   Lawrence has handled numerous IT relocations for his clients.   He has a passion for helping businesses succeed and has many years of experience helping organizations navigate the challenges of IT planning, management and security.   Lawrence is a Microsoft Certified Professional and a graduate of the University of Georgia in Athens, where he received his Bachelors Degree in Business Administration.