How to Transform your Office into one that’s Kinder to the Environment. Published by The Green Office Guide proudly supported by This guide is produced by the Auckland Environmental Business Network Inc. PO Box 147 263 Ponsonby Auckland New Zealand 09 817 2622 1A Scotland Street Freemans Bay Auckland New Zealand www.aebn.pl.net This guide is also available on-line at www.greenoffice.org.nz, along with a directory of suppliers of eco-products and services. The AEBN’s team, Rachel Brown, Caroline Peacock produced the information contained in the guide with editing support from:  Andrew Reeve – Sinclair Knight Merz  Lisa Martin – URS  Wendy Levi – Meritec  Simon Stockdale – Sustainability 21 The AEBN wishes to thank the following sponsoring organisations for their support in producing this guide:  Auckland City Council  Auckland Regional Council  BRANZ  EECA  Fuji Xerox  Interface Agencies  Ministry for the Environment We also wish to thank the great number of organisations and individuals, too numerous to mention, for their contribution to the guide. Important Note: While the AEBN has made reasonable endeavours to ensure the accuracy of the information in the Green Office Guide, it cannot be held responsible for any errors and omissions and under no circumstances shall be held liable for any injury, damage, costs or financial loss resulting from the use of this information. Version 1.02– 2 June 2002 © Auckland Environmental Business Network 2002 Contents Staff Café or Kitchen 1 Fitting Energy and Water Efficient Appliances & Fixtures .1 Choose Energy and Water Efficient Appliances . .1 Reduce the Volume of Water 2 Supplying Organic Foods 2 Buying Locally Made . 2 Reducing packaging .2 Recycling Kitchen Waste . .3 Guidelines for Caterers . 3 Office Equipment, Furniture & Stationery 4 Key Issues to Consider when Purchasing .4 Rules of Thumb for Purchasing Office Equipment .5 Choose Equipment that is Designed to Last .5 Pay only for the Features you Really Need . 5 Is Leasing a Better Option? 5 Choose the Right Equipment Mix .5 Buy New Zealand made . 5 Use Equipment Wisely .5 Have a Regular Maintenance Schedule for Equipment .5 Turn Equipment off when Not In Use . .6 Choosing a computer . .7 Specify What you Want . .7 Make sure you can UPGRADE your Computer 7 Check Warranties and Service Support 7 Which Manufacturer? . 7 Buying Second-hand computers 8 Reusing Disks and CDs .8 Choosing Photocopiers .8 Getting rid of your old Photocopier . .8 Choosing a Printer . .8 Choosing a Fax .9 Improve Indoor Air Quality & Reducing Electromagnetic Fields .9 Office Furniture . .10 Second hand dealers . 10 Issues for new furniture . 10 Desks .10 Solid Wood Desks .10 Particleboard Furniture .10 Chairs . 10 Stationery . .10 Paper . .10 Letterhead, Business cards and other printed materials .11 Reassess if you really need to print! .12 © Auckland Environmental Business Network 2002 Page i Design your Document to reduce waste: .12 Specify 'Green' Printing: . 12 Tell others about it! . .12 Paper Correction Fluid 12 Envelopes 12 Folders, file boxes, dividers etc . .13 Indices & post-its . 13 Pens & Pencils 13 Pen holders 13 Mobile phones . .13 Health . .13 Environment . .13 Cameras 14 Battery Powered Electrical Equipment .14 Diaries .14 Sticky Tape . 14 Stapler . 14 Rubber Stamps & Ink .14 Storage Boxes (or Gift boxes) . 14 Ten Simple Steps . 15 1- Measure how much you use & how much you waste! 15 2- Save paper ~ Think before you print. 15 3- Save toner . 16 4 - Save energy . .16 5- Recycle as much as you can! .16 6- Share Stationery 16 7- Re-use Office Supplies .16 8- Buy Recycled Products 17 9- Return to Sender 17 10 - Share Ideas and Keep Improving .17 Bathroom . .18 Upgrade Lighting . .18 Check for Leaks 18 Reduce volume of water in toilets .18 Reassess Urinals, Showers & Taps .18 Look for Efficient Ways of Drying Hands 19 Cotton Hand Towels . 19 Electric Hand Dryers 19 Disposable Paper Towels . .19 Cleaners and Cleaning Services 20 Maximise Personal Health and Safety 20 Minimise Environmental Impacts. 20 © Auckland Environmental Business Network 2002 Page ii Minimise Packaging 20 Avoid Synthetic Dyes & Fragrances .21 Environmental Label Accreditation 21 Look for Safe alternatives .21 Building, Surrounds & Fittings 22 Get the Location Right . .23 Design for the Sun . .23 Minimise Earthworks 23 Minimise Construction Waste 24 Design to Minimise Waste 24 Dealing With Waste 24 Choose Materials Carefully . .24 Timber . 24 Alternative Energy Sources 26 Sun Power .26 Lighting . .27 Conduct a Simple Audit . 27 Assess Lighting Requirements 27 Upgrade Fittings or Bulbs .27 Fit Timers or Sensors . .28 Encourage Energy Saving Behaviours 28 Heating, Ventilation and Cooling (HVAC) Systems 28 Maximise Natural Ventilation 28 Look after HVAC Systems . .28 Opt for Simple Heat Exchange Systems .29 Insulate your Office 29 Reduce Hot Water Demand .29 Assess Layout & Design 29 Don’t use it . .30 Use it wisely .30 Use Alternative Energy Sources 30 Conserve Water .30 Maintain your system .30 Paints and Oils . .30 Paints 30 Oils . .30 © Auckland Environmental Business Network 2002 Page iii Floors & Coverings . 31 Uncovered floors . .31 Timber Flooring . 31 Look For Forest Stewardship Council (FSC) Certification .31 Floor Coverings 32 Carpets . .32 About the material and the manufacturer 32 During its use . 32 Office Gardens .33 Composting or Worm-Farming . .33 Reduce Stormwater Runoff . 33 © Auckland Environmental Business Network 2002 Page iv Staff Café or Kitchen Greening the staff café or kitchen can involve using energy and water efficient fittings, selling locally produced organic food to composting and recycling wastes. For more detailed information: Fitting Energy and Water Efficient Appliances & Fixtures Supplying Organic Foods Buying Locally Made Reducing Packaging Recycling Kitchen Waste Guidelines for Caterers Fitting Energy and Water Efficient Appliances & Fixtures Choose Energy and Water Efficient Appliances Purchase AAA - ‘triple A’ and Energy Rating labelled appliances  Purchase highest possible ’A’ rating. .A dishwasher with the ‘triple A’ rating uses water efficiently.  Purchase highest possible Energy Rating e.g. a fridge or dishwasher with more stars uses less electricity  Buy new "Smart" appliances that use "fuzzy logic" to think ahead, e.g. refrigerators that adjust temperatures to suit individual opening habits, or dishwashers and washing machines that control water levels according to load.  Build in a range hood or extractor fan to eliminate cooking smells and moisture.  Install a switch that automatically turns storage cupboard lights on and off when door opens and closes.  Conduct regular maintenance check-ups, checking for leaks or faulty appliances. Make sure that staff knows who to report to if leaks are found. Special Note: EnergyStar features are part of the US EPA programme for office equipment (sleep mode, power down, etc). Equipment either has EnergyStar features, or it does not. There is no rating system as such. EECA are the NZ agents for the US EPA for the EnergyStar programme. The Energy Rating scheme is a different system to the EnergyStar. The Energy Rating scheme covers actual energy consumption. It is used mainly for white-ware and domestic appliances, but it is being expanded. It is a combined scheme between NZ and Australia. It will be compulsory in NZ from 1 April 2002 for shops to display the energy label all appliances covered by the scheme. © Auckland Environmental Business Network 2002 Page 1 Triple A - AAA is for water efficiency and does not cover energy (although it does indirectly for the Council pumping station). AAA is about to be upgraded to an AAAAA system. It is an Australian system for which there is no NZ agent. Avoid  Fridges that contain CFC’s of HCFC’s – which damage the ozone layer.  Unnecessary appliances – e.g. electric can openers.  A ‘waste disposal unit’ – they use water unnecessarily to get rid of valuable material, which should be composted, or worm farmed! Reduce the Volume of Water  Flow restrictions are cheap, easy to fit and reduce the water flow; not only do you use less water but you also save energy by using less hot water. Some companies can design packages tailored to your office requirements, ensuring that both the temperature and flow system are appropriately controlled.  Install low flow tap systems to reduce water consumption.  A pressure limiting value can be used to reduce the pressure at the point where the town supply enters the property, reducing the pressure to all outlets.  Aerators are another option to consider improving the quality of water stream. Aerators simply mix the water with air resulting in a lower flow from your tap.  Install water filters to deliver optimum quality drinking water. Supplying Organic Foods The Staff Café or kitchen is a great way of promoting healthy eating within your work environment. The production of food rates pretty highly as an activity that degrades our environment, but there are a number of things you can do to reduce that. Organic food is not only better for you, but it is produced without the use of toxic chemicals and pesticides, thereby protecting our environment and also providing tastier and more nutritious food. For further reading on diet and health www.nhf.org.nz Also consider:  Using natural pest deterrents e.g. a Bay Leaf and herbs in dry foods to deter weevils.  Using a food-safe to keep out insects Buying Locally Made Buy local fresh food that is in season. Transporting food across the country uses energy, decreases the food's vitality and increases the chances of food wastage. Reducing packaging Packaging can be handy for takeaways, and a good package will avoid food waste. However, much food is excessively packaged so consider the following: © Auckland Environmental Business Network 2002 Page 2  Buy your beverage supplies - sugar, milk, etc. - in bulk. Avoid single serves such as individually wrapped teabags and sugar sachets.  Bring your own! Have reusable containers and bags available for staff takeaways.  Insulated mugs with lids will last for hundreds of coffees - that's at least a week!  Strike a deal with a local café for staff discounts when they bring their own containers.  Plastics can leach chemicals into food - provide glass dishes especially for microwave heat-ups.  Choose recycled content packaging or packaging that you will be able to recycle.  Use mugs or glasses rather than disposable cups. Recycling Kitchen Waste It is important to make recycling systems easy to understand and use:  Install clearly labelled storage units with an easily operated lids to simplify waste separation of:  Food scraps  Paper/cardboard  Plastics  Aluminium or steel/tin containers.  Non recyclable waste  Make food scraps not too large  Choose a convenient, sunny place for your compost bin.  Integrate the recycling system into the kitchen design/layout.  Make sure al staff are aware of what is to be recycled and where the bins are located.  Clearly label recycling bins and put up plenty of posters encouraging people to recycle. Guidelines for Caterers If getting caterers in for a party or meeting make sure you give them clear environmental guidelines prior to accepting their quote for work:  Supply organic, locally or New Zealand grown produce  Buy local fresh and seasonal food whenever possible  Provide food packaging that is made from paper or card or potato starch, which are all compostable.  Separated recycling bins in café - food, paper, plastics, glass, aluminium cans and other © Auckland Environmental Business Network 2002 Page 3 Office Equipment, Furniture & Stationery Keeping your office supplied with machinery & stationary can be expensive. It also comes at a cost to the environment. Computers, copiers, printers, faxes consume a huge amount of energy and materials when they are manufactured and while they are used. They also create heat, which causes air conditioning systems to work harder. Click for more information Key Issues to Consider when Purchasing Rules of Thumb for Purchasing Office Equipment Choosing a Computer Reusing Diskettes & CDs Choosing Photocopiers Choose a Printer Choosing a Fax Indoor Air Quality & Reducing Electromagnetic Fields Office Furniture Stationery Mobile Phones Cameras Battery Powered Electrical Equipment Key Issues to Consider when Purchasing Greening your office challenges you to think about whether your organisations’ ‘needs’ can be met in different ways.  Can we lease, share or swap instead of purchasing?  Does the product have an environmental, energy rating or water-rating label?  Does the product have EnergyStar features or a ‘sleep’ mode for when it is not being used?  Does the supplier have good environmental credentials?  Is upgrading, reconditioning or extending the useful life of our current model a better option?  How long will this particular product last?  Will it be easily repaired or upgraded?  Are we paying for features we don't need and won't use?  How much energy or materials will it use?  Does the product contain recycled materials?  Can this product be recycled, sold or donated when we've finished with it?  Does it come with too much packaging? © Auckland Environmental Business Network 2002 Page 4 [...]... the use of fax cover sheets, when details are usually in the letter itself 10 - Share Ideas and Keep Improving  While greening your office you might find better ways of reducing waste, water or energy – share your ideas with others  Look at other green office initiatives in this guide to keep your programme going! © Auckland Environmental Business Network 2002 Page 17 Bathroom There are a number... used in your office each year and let your staff know how much they use  As you go through your green office programme you’ll be surprised how much paper you can save… and how much money you can save your office! 2- Save paper ~ Think before you print  Use your print preview software: in any Microsoft Office application select 'File - Print Preview'  Avoid making multiple copies of large documents... refurbishment services  Furniture leasing option You can also consider donating any surplus office equipment to schools (esp lowdecile schools), not for profit organisations, or pass onto second hand dealers Stationery There are plenty of opportunities to green your office stationery Paper "The paperless office is as far away as the paperless toilet"! © Auckland Environmental Business Network 2002... Network 2002 Page 9 Office Furniture When choosing furniture for your office consider the following:  Can you get it second-hand?  What are the life cycle issues associated your furniture?  Is it ergonomically designed thereby reducing the risk of OOS (occupational overuse syndrome) or posture or other health problems? Second hand dealers There are a huge number of second hand office suppliers You... if it has one All paper including used office paper, newspapers and cardboard  Plastics  Cans & glass  Compostable materials  Mobile phones & batteries  Office equipment 6- Share Stationery  Encourage staff to share and circulate copies of reports rather than issuing separate copies  Share staplers, hole punches etc rather than owning one each! 7- Re-use Office Supplies  Set-up a stationery...We’ve done some of this work for you and included suppliers in our Green Pages Rules of Thumb for Purchasing Office Equipment Actively purchasing 'greener' products or services is a complex task and can be time consuming for any purchaser making informed environmental choices Looking for third party accredited... roads etc For more information on urban design {link to councils and consultants} Design for the Sun The main idea with office building is to keep the heat out, i.e minimising solar gain! See Passive Solar Design (note that small office buildings act the same as large homes) The office equipment and lighting will generally make cooling a bigger requirement than heating Engage a professional designer... buildings or offices  Tenants don’t move existing lighting to suit their layout We recommend you do the following with your lighting: Conduct a Simple Audit Assess Lighting Requirements Upgrade Fitting or Bulbs Fit Timers or Sensors Conduct a Simple Audit Look for the following:  Opportunities to maximise natural light by placing offices in areas which get the most natural light (Placing open plan offices... maximises daylight Cellular offices block out the light to other areas Place cellular offices and meeting rooms near the core, or middle of the building so they don’t block light)  Avoid overheating in summer months look for summer shading ideas (e.g trees, climbers or blinds) (visit www.eeca.govt.nz for the energy audit publication) Assess Lighting Requirements Work out how the office is going to be used... for heating, ventilating and cooling offices If you work in an air-conditioned office, then over half the energy use will be used to heat, ventilate and cool the building We recommend you:  Maximise natural ventilation  Look after HVAC Systems  Zone for different levels of air conditioning in different areas  Opt for Simple Heat Exchange Systems  Insulate your office Maximise Natural Ventilation . How to Transform your Office into one that’s Kinder to the Environment. Published by The Green Office Guide proudly supported by This guide is produced by. contribution to the guide. Important Note: While the AEBN has made reasonable endeavours to ensure the accuracy of the information in the Green Office Guide, it