Upgrade Office Equipment

Affordability

More manufacturers are creating products to meet ENERGY STAR standards for energy efficiency and quality. Increased consumer demand also helps to reduce the costs relative to less efficient equipment.

Cost savings

When considering the cost of new equipment, think about “lifetime cost.” If one item costs less, but the more expensive item will operate with one-third of the power cost (or cost for supplies such as toner, or maintenance), consider how much you’ll save on energy over the lifespan of the item. The lowest up-front price may not be the best buy, especially as energy costs rise over time.

Environmental considerations

In general, buying less of anything is a better environmental option than buying more. Reducing what you consume saves on manufacturing and transportation impacts all along the supply chain. When you do need to buy, choose items that are energy efficient; look for the ENERGY STAR label.

What you need to know

• Each machine in your office increases your energy costs in three ways:
  • when it is working and when it is sitting idle (but still drawing power)
  • by operating primarily during peak daytime hours, when utilities charge a premium for higher demand
  • by increasing heat in the office, driving up summertime cooling costs. (By some estimates, energy consumption by cooling systems may increase by as much as 40% to counteract the heat generated by office equipment.)
• Look for the ENERGY STAR® symbol on all your new office equipment. That symbol identifies the most energy efficient models. Saving energy also means your equipment will run cooler, which can make it last longer and adds less unwanted heat to your office. The ENERGY STAR website has lists of products, along with energy consumption data.
• Ask if vendors have a take-back program for used equipment. When replacing equipment, seek refurbishing and recycling options for equipment that no longer meets your needs – recycling helps keep heavy metals and other toxic components out of the ecosystem and refurbishing helps provide equipment to schools and organizations with limited budgets. Office equipment should never be sent to landfill. Natural Resources Canada has some great information on recycling end of life electronics.
• Remember to couple energy-efficient machines with strategies to ensure equipment is shut off entirely when not needed, such as nights and weekends, or when activity is low. ENERGY STAR office machines include sleep modes and partial power shut-downs, but only shutting equipment off will yield maximum energy savings. Read more.

Computers
Monitors
Printers
Fax machines
Copiers and scanners
 

Computers

• Buy laptops instead of desktop computers. A typical laptop computer has a maximum power consumption of 15 watts and extensive power management capabilities. A typical desktop PC, with display, consumes about 10 times that or 150 watts, and has limited power management features. The potential energy savings from substituting PCs with portable laptops are large, up to 90% or more.
• When ordering computers, specify 80 PLUS power supply. That means your computer power supply is at least 80 % efficient or greater at various load thresholds and is power factor corrected. On average, an 80 PLUS certified power supply saves 88 kWh per year in a computer and 280 kWh per year in a server.
• Buy power management software to ensure your equipment is only on when needed.

Monitors

• Know the options for different types of monitors.
• ENERGY STAR software can be used to enable "sleep mode" on PC monitors and save $10/year per monitor -approximately 170 kWh/year/monitor.
• A large monitor uses more energy. Buy only the size you need.

Printers

• Select a printer with power management capabilities – and make sure you use them. ENERGY STAR Printers with automatic "power down" or "sleep" features can reduce electricity use by more than 65%.
• Purchase necessary equipment only and share printers wherever possible. Consider purchasing a combination printer/fax machine/copier, as using one machine instead of three will reduce energy usage and reduces the "embodied energy" (total energy consumed in manufacturing and transport) represented by your office overall.
• Laser printers consume a great deal of energy. Ink-jets use less energy and cost less to buy. Although they generally have lower print quality, recent advances in ink-jet technology have substantially improved print quality and speed. However, they are not designed for high volumes and the cost of ink/toner cartridges can mean higher operating costs per page than for laser printers. Examine the needs of your office and consider what your best conservation choice is.
• Place printers on a smart power strip – on a timer, or an occupancy sensor so that they power down when people are not present.

Fax machines

• ENERGY STAR labeled fax machines have a power-management feature to cut their energy usage by almost 40%.
• Choose a plain paper fax machine instead of one that uses thermal paper. People often copy faxes received on thermal paper onto plain paper, increasing the energy demand of copiers and adding to paper costs. In addition, thermal paper costs about five times more per 8.5" x 11" sheet than plain paper. This price difference can more than make up for the increased cost of a plain paper fax machine in less than a year. Thermal paper is also not recyclable.
• Select a fax machine with power management capabilities. Fax machines are generally turned on 24 hours a day to receive incoming messages. However, they are actually in use for only about 5% of the total time they are turned on. Fax machines with power management features can reduce energy costs by almost 50%.

Copiers and scanners

• Choose a copier that is correctly sized. The amount of energy use of a copier is directly related to copy volume capacity. Choosing a copier that is properly sized for your needs will improve energy and cost savings. Outsourcing occasional large jobs to a copy shop may be more cost-effective than extra capacity you rarely use.
• When your new copier arrives, be sure to switch on its energy-saving feature. Because copier speeds are tested with this feature off, copiers are often shipped with the energy-saving mode disabled.
• ENERGY STAR labeled scanners can cut electricity use by up to 50% and yet do not cost any more than standard scanners. Entering "sleep mode" when idle may also extend the life of the light source.
• Copiers do not need to be on during nights and weekends (or whatever times the office is closed). Use a smart power strip with a timer to ensure they are never left on.

FAQ

Who developed ENERGY STAR and how does the program work?
ENERGY STAR is a joint program of the U.S. Environmental Protection Agency and the U.S. Department of Energy. To qualify to carry the ENERGY STAR symbol, products must meet strict technical specifications designed to ensure that they are among the most energy-efficient on the market. Choosing an ENERGY STAR-labelled product over a conventional model can save hundreds of dollars in energy costs. In Canada, the Office of Energy Efficiency of Natural Resources Canada promotes the international ENERGY STAR symbol.

What if my only option for an energy-efficient office machine is one that will cost significantly more?
Consider how long you expect the machine to operate before you next replace it and calculate how much less energy the efficient machine will use over that time frame than the cheaper model will use. You may be surprised to find that paying more up front will save you money in the long term – especially as energy costs go up. Calculate the “lifecycle cost” or “whole-life cost” for all purchases that impact your energy bills.

How much more efficient are ENERGY STAR-labelled machines?
This depends on the type of equipment – computer, copier, fax, monitor. In general, ENERGY STAR office machines help save energy in two ways: they use less energy to perform regular tasks, and when not in use, they automatically enter a low-power mode. The savings can be significant – in the range of 40-65 % less energy used than conventional equivalents.

Where can I learn more about buying energy efficient office equipment?
Consult our Power Smart Buyer's Guide, our e.Catalog of energy efficient products and our Buying Green tips. Some products qualify for rebates under the Power Smart Product Incentive Program. Watch for limited-time special coupons and promotions on electronics.