Office Equipment

An office of 200 employees equipped with ENERGY STAR® machines can save about $3,500 a year in energy costs (at 10 cents per kilowatt hour).	Periodically upgrading office equipment is a routine business practice. Adjusting ENERGY STAR equipment's power-saving features usually takes just minutes.	An office of 200 employees equipped with ENERGY STAR machines can reduce its carbon dioxide equivalent emissions by about 16 tonnes per year.

Two decades ago, office equipment accounted for one per cent of business energy use. Today, it's up to nearly 20 per cent - the fastest-growing use of electricity in offices. The reason is the proliferation of personal computers, printers, fax machines, photocopiers, scanners and the like - plus the amount of time they're all turned on. The good news is prudent purchasing and management decisions can substantially cut the energy use, and greenhouse gas emissions, of office equipment, whether it's in a large company or home-based business.

What's the most important thing we can do to cut the energy use of our office equipment?

In a typical office, computers far outweigh all other office equipment in terms of energy consumption. When buying new computers, look for ENERGY STAR-qualified models, which use up to 75 per cent less electricity than nonqualified ones, while costing about the same amount to buy. Check Natural Resources Canada's Office of Energy Efficiency website for lists of qualified models:

Under new, 2007 regulations, qualified products must meet even stricter energy-use guidelines in three modes: operating, standby and sleep. These computers must also include a more efficient internal power supply.

Where practical, consider buying laptop computers, which each use roughly 220 kilowatt hours (or $22) less electricity per year than desktops, while also requiring less energy and material to manufacture. Laptops can also be hooked up to desktop keyboards and monitors.

Is it enough to just buy energy-efficient office computers?

No. The way you manage the energy use of your computers when they're not in use is just as important as the model you buy. Fortunately, all ENERGY STAR models must have their power-management capabilities activated before leaving the factory. This allows the computer to automatically switch into low-power standby and hibernating modes when it is inactive. In these so-called "sleep" modes, the computer can consume up to 90 per cent less electricity than when fully operational. To maximize energy savings, set these sleep modes to the shortest time period of inactivity that is feasible for the work you do. In Windows XP Professional, for example, you can adjust the standby and hibernating times by going to Control Panel and then clicking on Power Options.

Are there other things we can do to reduce the energy use of our computers?

The monitor can account for more than half of a computer system's energy use, although modern flat screen (LCD) monitors use significantly less energy than conventional CRT monitors. When a computer is not in use for more than a few minutes, don't rely on the screensaver, which is not an energy saver. Instead, turn the monitor off, either manually or through the computer's power management program.

When the computer itself is not in use for, say, half an hour or longer, it's best to turn it off, rather than rely on standby power, which still consumes a surprising amount of energy. Turning a computer on and off does not damage its hardware; most hard disks are now rated for 20,000 on/off cycles, which is a lot longer than you'll own the computer, even if you turn it on and off several times a day. Certainly, don't leave computers on overnight. If you need remote access to computers during non-office hours, consider installing intelligent switching devices, which can turn computers on and off remotely.

Can we save comparable amounts of energy with our other office equipment?

Yes. Look for ENERGY STAR models when you buy printers, photocopiers, fax machines, scanners and even water coolers. Check Natural Resources Canada's Office of Energy Efficiency website for lists of qualified models: As with computers, the power use of these ENERGY STAR-qualified machines can be minimized by taking full advantage of the automatic sleep mode programs.

Note: ENERGY STAR equipment, including computers, produces less heat by powering down when not in use. This contributes to a cooler, more comfortable workspace and can save on air-conditioning costs.

Should we consider getting all-in-one machines for our office?

Yes. All-in-ones (also known as multi-function devices, or MFDs) typically combine printers, photocopiers, scanners and sometimes faxing capability in a single machine. They are a good way to save energy, capital costs and office space. Again, look for ENERGY STAR-qualified models (see the NRCan link above for a list). One disadvantage of all-in-ones is that if one function, say the printer, breaks down, you lose all functions while the machine is being repaired. Also, if you have high simultaneous demand for printing and photocopying, separate machines might be a more practical option.

Other office equipment energy-saving tips:

• A good way to optimize energy savings is to plug as many pieces of office equipment as possible into modern power strips, which also provide surge protection. By turning the power strip off at the end of the workday, you automatically turn off a number of machines.
• Reduce your office printing and photocopying. In this electronic age, producing hard copies is often a needless waste of paper, ink cartridges and energy; if done to excess, it will often shorten the life of your equipment.