As a wise frog once said, “It ain’t easy being green.” Well, that is not necessary the case for John Daugherty Realtors Global Relocation Services Division. Going green certainly poses a unique set of challenges for a real estate company. There are voluminous files, which contain copious amounts of paper, and several copies that must be made and distributed and so on and so on. I found much the same when I took over our Global Relocation Services Division at the end of 2008. I saw that so much of what had previously been stored in paper files and boxes, could easily be saved electronically as PDF files. Gone are the days of saying, “Just put a copy in my box.” This phrase has been replaced with “Just send it to me via email.”
My approach was to set up an electronically organized filing system for my entire department to share. And the advantages, beside being “green,” are numerous. For starters, I have access to everything via my computer, without having to lug files home every night and every weekend. This is a huge advantage when I travel as well. All I have to do is connect to our server from anywhere my laptop can take me.
Additional Advantages of Paperless Filing:
- Saves time, money and filing space
- Shared access to information without fear of loss of original documents
- Increased security of sensitive documents and information through restricted access
- Instant access to files; because the system I developed is so organized, any single sheet of paper can be instantly accessed, much quicker than anything could be by sifting through a paper file to find something
- Easier to archive closed files and information because everything is in one place
While it is impossible to go completely paperless, I can tell you that I have significantly cut down on the paper usage of my department. I still use notebooks and pads to help me with my day-to-day organization, but I have also incorporated paperless notebooks into the mix. The best tool that I can share with you for accomplishing this is Microsoft Office OneNote. It is a wonderful program that allows the user to set up multiple notebooks on the computer for use with other Microsoft Office applications such as Outlook. As a self-professed organization junky, OneNote enables me to have a centralized source for managing important information, projects, ideas, you name it! If you are not familiar with this amazing product, I hope that you will have a look at it. If you are already a fan, please share with me the ways in which it has transformed your life!
OK, so back to being green…
John Daugherty, Realtors has also recently started promoting these great reusable bags. Our agents and using them instead of gift-wrap for housewarming gifts, and taking them to the grocery store, keeping them in their cars, giving them away to clients, and so much more. The uses are enumerable, and there is nothing to throw away!
The relocation industry is also focused on green initiatives. I spent a good deal of time last night reading the July issue of Mobility magazine, the monthly publication of the Worldwide ERC. The cover says it all: “It’s Good to be Green.” Much of the issue is dedicated to articles and information about being green. As a member of Mobility’s Editorial Advisory Committee, I always read each edition cover-to-cover, but I found this issue to be of particular interest due to my own commitment to running a more green, paperless Relocation Department. According to the cover story ”It’s Good to be Green” written by Stephen McGarry, “The Worldwide ERC Green Initiatives Committee spent the last year examining the sustainability practices and eco-friendly programs of Worldwide ERC members.” The Worldwide ERC has certainly made great strides in bringing information on green inititatives to the forefront for its members. This is exemplified in this socially responsible issue of Mobility magazine, as well as with the Green Forem on its web site, which enables member to share information about various green initiatives.
As for this Director of Global Relocation Services for John Daughterty Realtors in Houston, I am proud to say that I am focused on running a department that is as green as possible. I hope that other members of the Houston Relocation community adopt similar practices. Hats off to everyone out there who is already running a paperless department. If you need any additional pointers, or have pointers of your own that you would like to share, I always encourage you to comment on my blog posts and/or contact me directly. I am always happy to share!
