1. Designate a Program Coordinator
When designing a recycling program, whether it be for a single office or for an entire building, the process that needs to be followed is fundamentally the same. However, setting up a program for a single office will not be as complex and time-consuming as setting up a program for a multi-tenant facility. The following explains the process of implementing a paper recycling program. This process can be scaled up or down to meet your individual needs.

Assigning someone to oversee the development of your recycling program is very important. You will want to choose someone who is enthusiastic, capable, and organized. The program coordinator may be the director of building services, or anyone else who has a logistical knowledge of building operations.

The amount of time that has to be spent on developing the program depends on the size of the building or office and how elaborate the program is to be. This may not be a project that can be handled in someone's spare time. Although the job has many responsibilities, the rewards of organizing a program far outweigh the work involved. The program coordinator is responsible for:

• Conducting a waste audit
• Selecting a waste paper recycler
• Developing and implementing the collection and storage system
• Educating the employees
• Tracking recycling progress

In large companies or in multi-tenant buildings, program monitors may be needed to assist the program coordinator. Monitors can be selected from each office, department, or floor. One program monitor for every 25-50 employees works well. The program monitor is responsible for:

• Monitoring the recycling bins to make sure they are free of trash and non-recyclable paper.
• Encouraging employees to participate in the program and answering questions.
• Notifying the program coordinator of any problems.

2. Conduct a Waste Paper Audit
A key element in setting up your paper recycling program is finding out what type of paper is being thrown away and in what amounts. This information will help you determine the type of paper to recycle and the types of recycling containers and storage you will need.

This information will also help you when contacting a recycler since the quality and quantity of paper will determine the price you will receive for the paper and the frequency of paper pickups needed. In general, the more paper that is picked up, the higher the unit price will be for the paper.

The following formulas will help you estimate the amount of paper that can potentially be recovered through recycling. Figuring out your total refuse generation will give you a number with which to compare the success of your program.

Total Refuse Generation
____ (No. of employees) x 1.55 lbs. (Waste per employee/day) = ____ (Total lbs. waste generated/day)

____lbs. (Total lbs. waste generated/day) x 240 (working days/year) / 12 mos. / 2000 (Lbs/ton) = ____ (Total tons waste per month)

Recycled Paper Generation
____ (No. of employees) x 0.51 lbs. (Recyclable paper/employee/day) = ____ (Total lbs. recyclable paper/day)

____ (Lbs. recyclable paper/day) x 240 (working days/year) / 12 mos. / 2000 (Lbs/ton) = ____ (Total tons recyclable paper/mo.)

Potential Paper Recovery Rates
____ (Tons recyclable paper/month) x 65% (Estimated employee participation rate) = ____ (Tons/month recyclable paper recovered)

Once you have worked through these formulas, look through a random sample of trash cans in each department, including your shipping and receiving department if you have one. Then find the trash dumpster for your company and see what's being thrown away in there. You should consider recycling those materials which are being thrown away in the largest amounts. In addition to paper and cardboard, this may include aluminum cans, toner cartridges, pallets, and other packaging.

Note: If your company is responsible for paying the waste disposal bills, you should re-evaluate your waste disposal needs once your program is in place and your recyclable paper is no longer ending up in the trash dumpster. You may find that you could get by with less frequent service or smaller trash dumpsters, thus saving money in your trash pickup service. If this is the case, you may need to change the terms of your trash disposal service to obtain these savings.

3. Select a Waste Paper Dealer
Once you have determined the kinds of paper you would like to recycle and the quantities that you have available, you will need to select a recycler. It is best to call several recyclers to compare prices and levels of service. Most companies feel that service is more important than price when deciding who to select.

When calling recyclers, try to obtain the following information. This will help you compare services and pricing.

• Type of services and equipment the recycler can provide.
• Grades of paper handled and minimum amounts required for pickup.
• Will the recycler pay you for the paper? If so, what type of pricing structure does he use (i.e. flat fee, floating price, or periodic adjustment of price).
• Allowable levels of contamination.
• Pickup procedures and requirements, including frequency of pickup and location.
• Methods for ensuring confidential handling, if needed.
• A list of any charges that may be imposed.
• Terms of contracts awarded.
• References of current customers to assess the reliability and flexibility of the recycler, particularly regarding contaminated loads.

Once you have selected a recycler and you are ready to begin your program, you will need to develop a written contract using the information contained above. Important aspects of a contract are the pricing mechanism and the term of the contract. Long-term contracts are preferable but require more flexible pricing mechanisms such as a floating price tied to the market value of the paper or a periodic revision of the quoted price per ton. A guaranteed minimum price should be specified in each case. One year is considered to be the minimum term of a waste paper sales contract.

Services offered by paper recyclers vary. Some will contract just for paper pickup, while others may be able to help with program design, employee education, and can provide recycling containers. The expense of these added services is often deducted from the value of the paper, yielding a lower price per ton.

4. Design Your Collection and Storage System

Collecting the Paper
A successful recycling program depends on the development of a simple and reliable system to collect and store the paper. This system starts at each employee's desk, where each person is provided with a small, specially marked recycling container that can be used to store their recyclable paper. Employees accumulate paper at their desks and when full, deposit the paper into larger containers which have been centrally located throughout the office. Paper collected in these containers is then taken by the cleaning crew or other staff to your building loading dock or other location convenient for the recycler.

It is important to involve the cleaning crew as you plan your collection system so they can help target logistical problems and feel pride for a program they helped design. Once the recycling program is in place, the full crew needs to be trained in the new procedures. Let them know that your program should not require additional work because they will still be handling the same amount of waste, but in a different way. Remember that while employees can separate a hundred tons of paper, it is fruitless if the paper doesn't make it to the final storage area, properly separated, and contaminant-free.

Storing the Paper
When designing your collection and storage system, study the layout of the building or office, with attention to the kind of storage areas that are available, fire regulations that may affect where paper can be stored, and access for the recycler. Next, figure out what types of containers you will need and where you will put them. Suggestions are listed below.

• Individual Recycling Containers: These can be a plastic or cardboard container or wire basket for the desktop, or a special waste container for the deskside. Plan on one container per person plus an additional 10% to place in common areas such as lunch and mail rooms. Containers should be specially marked with the program's logo, motto, and/or instructions for use so they can be easily identified and used. Some recyclers provide cardboard recycling containers for this purpose.

• Central Collection Containers: Most companies use large 32-gallon plastic containers or hampers that are clearly marked for recycling so they are not used for trash. Choose sturdy containers which are easily emptied and moved (i.e. with wheels or a cart). You will need one central container for every fifteen to twenty employees. Containers should be placed on each floor in high traffic areas convenient for employees. Extra containers should be placed in photocopy or data processing areas where large volumes of paper are generated. Remember that placement of containers must adhere to fire codes.

• Final Storage Containers: You will require at least one collection bin, gaylord box, dumpster, compactor, or baler for your paper. Final storage decisions should be made with the recycler to accommodate their needs. To estimate storage space, each ton of paper stored will require approximately 75 sq. feet of space.

5. Launch Employee Education
Promotion is the key to all successful recycling programs. Employees will participate if they are well informed about the program and its benefits. Before your program begins, you need to launch an employee awareness campaign.

This campaign should be held well in advance so that employees anticipate the program and are certain of how to participate. Be creative with your promotion. You may want to make a video or have a start-up party. At the very least, hold informal meetings with all the employees to explain how the program works. To get your message across, you can use posters, memos, contests, newsletter articles, or special coffee mugs with your recycling logo. Whatever you decide, everyone who will be participating in the program will need to know:

• How the program works. Stress how easy it is to participate.
• Locations of recycling containers. A visual display of all containers will help.
• What paper is acceptable and what isn't.
• Conservation facts -- why recycling is important.

Your promotional program shouldn't stop once your program is up and running. To keep interest high, update participants on the progress of their recycling efforts. Translate tonnages of paper recycled into numbers of trees saved, etc. Utilize newsletters, fliers, bulletin boards, and posters to reinforce the need to recycle.

The program coordinator and program monitors should continue to be available to answer questions and keep participation high. In general, the more you can hype the program and reinforce its positive benefits, the more you can count on continuing participation and a successful and financially beneficial program!

6. Close The Loop; Buy Recycled Products
It is critical to remember that recycling has not yet occurred once paper is removed from your premises by a recycler. For recycling to occur, your paper must be made into a new product and that product must then be purchased. By purchasing recycled products you will be closing the recycling loop and ensuring that the paper you collect will continue to have end market. All kinds of high quality recycled paper and paper products are now available at prices competitive with virgin paper. Your paper supplier can provide samples of recycled copier paper, stationary, and writing papers that are comparable with what you are using now. Cast your vote for recycling with your purchasing decisions!