Partnerships and Communication Is Pursuing Greater Efficiency and Effectiveness

Dr. Keith McLaughlin says Partnerships and Communication is striving to do its part to reduce costs and to provide services more efficiently and effectively by implementing these practices:

Reduction in use of Ink and Paper
· Re-use printed paper for internal purposes/scratch sheets, etc.
· Use double-sided printing for all internal documents, grant and proposal application drafts—everything that is not going out to a funding organization
· For lengthy documents, print at least two pages to a sheet (and double-sided)
· Use the double-sided copier setting whenever possible
· Use “draft” mode on printers to save ink
· Try to print less by sending and saving documents electronically
· Email drafts of graphic design documents in pdf format rather than print

Lower Mailing Costs
· Take time-sensitive documents to City Copy Center for mailing to ensure postmark, return-receipt (if necessary) and reduce the need to send via Fed EX
· If Fed EX is necessary, use two-day instead of next day; it’s less expensive

Miscellaneous
· Turn out the office lights for the evening
· Share or borrow supplies from team members before placing new supply orders
· Use City cars and carpool to off-site meetings and events

Programs and Marketing
Rely more on grant and private funding to support programs and less on city general fund dollars
Whenever possible, include support for part-time project coordinators in grant-funded requests and budgets
Recruit volunteers to assist with program implementation, such as with the “How Can I Afford Retirement?”
Leverage program partners to help promote and market programs, thus reducing expenses associated with paid advertising
Utilizing email blasts, electronic newsletters, Facebook and Twitter to communicate with targeted constituents and the general public

Conference Center
Have improved efforts to apply the adage “a place for everything and everything in its place” with the storage and tracking of electronic equipment and accessories in the Conference Center. This has improved security and maintenance of the equipment.