The official magazine of the Canadian Office Products Association
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Flash Forward: The Office of 2020 Also Inside: Finances for the Future Telecommuting Changing the Environment And More!
Greetings 11 Finances for the 5 A message from the Future Chair of the Board, 12 Changing the
Edouard Pahud Environment 5 A message from the President of COPA, COPA News & Views Sam Moncada 13 COPA Stars Gala & Fundraiser Cover Story 13 The office* Canada 6 Flash Forward: The Trade Show Office of 2020 13 2012 COPA Golf Tournament: Save Features the Date! 8 Telecommuting: 14 COPA’s 2012 Coming Soon to a Environmental Home Near You Symposium 9 Clouds, Cool 14 COPA Membership Phones and Benefits Customer Service 10 Training for a New Age 15 Buyer’s Guide
COMMUNICATIONS Arlene Allen Editor, Membership Communications
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MEMBERSHIP SERVICES Sam Moncada President
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The official magazine of the Canadian Office Products Association 3
A Message from COPA’s Chair of the Board When asked to write a message for this issue of Your Office, the theme of which is “the Office in the Future,” I began with a basic Google search on the topic and was fascinated by one of the first items listed, a Businessweek reprint of their original 1975 article titled The Office of the Future. A most interesting article focusing on “…how the wave of new hardware... can help to improve…office productivity.” And the head of the Xerox Research Center said “…that there will be a revolution in the office over the next 20 years.” Isn’t this interesting, that 36 years later, we are still focusing on improving office productivity with new devices,
systems and software. And, no change; the revolution remains strong! New technologies and devices are rolling out daily, bringing offices into the future at a furious pace. As in the past, today’s office transformation is being driven by the never ending need to control costs, particularly with new mobile and remote computing technologies. The recession forced business and office managers to do more with less office space, less office supplies and less personnel. These managers have needs beyond basic productivity issues and require new efficiency tools and services from non-traditional vendors if they are to deliver. Mobile and remote computing are also changing the office landscape, forcing offices of all types to reorganize their physical spaces and sizes.
A simple question related to all of this change: what is COPA’s role in the revolution? We believe that its traditional core membership has to be expanded to include representation from all types of services and products that contribute to office productivity. The association will continue to strive to deliver programs and services that are fresh, unique and highly valued by its current and future members. We hope that this issue of Your Office, our official magazine, delivers worthwhile information and insight for today’s offices and the offices of the future. Edouard Pahud President and General Manager Kerr Norton Chair of the Board Canadian Office Products Association
A Message from the President of COPA One word may define the office of the future: less. Employees can expect to see less usage, less reliance on wired technology, fewer people in the office, less waste and generally a more streamlined and productive space. Not only will it help reduce costs, but it may also make employees more productive, which can do wonders for morale. The main driver of change will be the younger workers who are highly adept at
using the latest information technology, are accustomed to working anywhere, anytime, and tend to shun workspaces that feel formal, rigid and isolated. With the emergence of new technologies, how we do business has changed rapidly over the past decade. New technology will continue to make our environmental footprint smaller and give us greater flexibility. I have only played with an iPad a few times but I have no doubt that in a couple of years we will be working on a device like it—continuously connected with a device small enough to take anywhere. We are getting to the
point that not only is your office where you are, your office is at your fingertips and in your pocket. The economy, environment and technology continue to bring dramatic changes that impact stability for business and the daily routine. The future is now. For successful results, we must learn to collaborate and accept change as part of the new direction today and tomorrow. Sam Moncada President Canadian Office Products Association
The official magazine of the Canadian Office Products Association 5
Flash Forward: The Office of 2020
Where the office is headed and how employees, finances and the environment will be affected by technological advances. By Your Office Staff
hile flying cars, colonies on the moon and robot nannies never quite panned out, it is fun to speculate on what the future is going to look like. Will life become easier as we invent new things that will help us to do our work? When you try to imagine what the office of the future holds, how do you even know where to start? The best idea is to ask the experts. John Mahaffie and Jennifer Jarratt are futurists; people who speculate on what the future may be like. No, futurists are not mystics who gaze into a crystal ball looking for the answers; instead they analyze how society is changing, what trends are emerging and come up with possibilities of how
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these changes might affect the future. Mahaffie and Jarratt are members of Leading Futurists LLC, a consultancy established in 2002. They prepare their clients, government and the non-profit sector for future changes. When you think of the future, you think of technology. What new gadgets will come out and how are they going to make our lives easier. In the office of 2020, you will see a lot of familiar technology we have right now but we will be using it in new ways. Jarratt says the technology we have right now should enable us to do more but we are not pushing it to its potential. “Interestingly, greater mobility has been a potential work life changer for years, yet people have stayed tied to offices, probably for the benefit of line-ofsight management, and the serendipity of having face-to-face colleagues,” says Jarratt. “Plus, the idea of work in most people’s minds implies going someplace
and doing work there, even though the technology exists to make that less necessary.” By using mobile technology with the cloud (backing up our files, preferences and contacts into a virtual space to pull down and edit anywhere, anytime), Jarratt and Mahaffie believe we may begin to see work and the office as two separate ideas. “We are moving computing and communications capabilities into our hands,” says Mahaffie. “The cloud, combined with tablets/mobile/handheld devices, means a true decoupling of work from location. We ought to be able to realize the longheld vision of working anywhere and collaborating with anyone.”
Meetings and collaboration If the office of 2020 embraces the full possibilities of mobile technology, meetings (which can take up a lot of time in the average work week) might look a lot different. Jarratt sees employees attending meetings virtually, using their device from the comfort of their work station (be that in the office, home or on the road), whether the meeting is across the world or even just down the hall. If we have a conflict where we have to attend two meetings at the same time, we might be able to send a digital avatar to one of these meetings who can communicate our point of view and record highlights from the meeting for later viewing.
The way employees and management collaborate on projects may be completely revolutionized. Rather than several meetings, reports, e-mails and phone calls between teammates on an elaborate project, Mahaffie suggests we can synchronize our information with technology in the office of the future so that collaborators can share and access all information related to the project at any time. “‘Management’ in this new realm becomes especially enabled by awareness of what the team is doing,” says Mahaffie. “I see there being management/team dashboards—displays that give anyone on a team (bosses, in the more hierarchical situations) instant, intuitive, visual understanding of what’s being done, who is where, progress, etc.”
“It’s long overdue that work stops being measured in hours present at a particular location and begins to be measured by accomplishment,” says Mahaffie. “That social change is proving hard for traditional management and is hard for people orchestrating ‘blue collar’ work to see working well. But it is a direct outcome of decoupling work and location, along with the decoupling of work and time.” If the office of the future can measure the work an employee does by their accomplishments rather than the time they
spend behind a desk, this will completely change our work/life balance. Employees can organize their day based on the tasks they have to accomplish, rather than the hours they need to be in the office. Combining this way of thinking with the accessibility of work files using the cloud, and up-to-the-minute project status updates using the management/team dashboard, employees may find they have a lot more flexibility in how they plan their personal and professional day in the office of 2020.
“It’s long overdue that work stops being measured in hours present at a particular location and begins to be measured by accomplishment.” By using these team dashboards, an employee’s work schedule does not have to synchronize with their co-workers’ schedules because all team members can access the same, up-to-date information from anywhere, whenever they need it. Management can see what an employee has done so far and what they are currently working on. This means the physical office space may serve as a hub for collaborators to access resources and touch base when it is time to discuss major projects, but that the specific work for a project is done from whatever location best suits the work they are doing. Mahaffie believes in order for this shift to be successful, the office of the future has to change the way it evaluates work accomplishments.
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Telecommuting: Coming Soon to a Home Near You
Finding the work/life balance. By Kirsten Mangin
magine wearing pyjamas to work without consequence and having a daily commute that consists of walking from your bedroom, down the hall, to your home office. For many, this is a day-to-day reality and for others, it’s simply a dream. According to InnoVisions Canada, a Canadian telework consulting organization, this dream could soon become reality for many Canadians. Telecommuting is growing significantly in North America and is particularly on the rise in Canada. Telecommuting, or telework, is the concept of working outside the office, usually from a home setting. Telework typically occurs two or three days per week but could also be a full-time arrangement. As of late, if companies don’t offer a telecommuting program, many employees will quit and new prospects will turn down job offers. A 2008-2009 WorldatWork survey showed that 40 per cent of Canadian companies offered employees a telecommuting option and according to the latest
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Statistics Canada data, 1.4 million employees work at home at least part-time. The benefits of telework are numerous. The economic and environmental factors include reduction of cars on the road and lower gas consumption. In some cases, businesses can rent less building space, since staff members are not in the office all at once. It’s the work/life balance telework provides that is truly the highlight of the program. Employees are significantly happier and experience far less anxiety. They avoid stressful driving conditions and log less time on the road, freeing up more time for personal life. Coffee breaks can be used to accomplish quick household chores, as opposed to wasting time in long coffee shop lineups. Most importantly for employers, productivity levels increase. There are fewer interruptions, more time for employees to catch up on work and fewer risks of employee burnout. InnoVisions Canada states that telework cuts absenteeism by 20 per cent. This could be the result of increased
job satisfaction or the fact that a sick employee is still able to accomplish small tasks from home. However, there are obstacles associated with telecommuting, management resistance being the biggest challenge. Managing teleworkers remotely can bring up trust issues, which can lead to employee stress and a low morale. If a manager agrees to let an employee work from home, it’s crucial that the employee deliver on what’s promised and not take advantage of the system. When it comes to career and promotional opportunities, there are significantly fewer since there is a decreased office influence. As for interaction with coworkers, there is a considerable reduction, which could lead to social and professional isolation. Also, if a teleworker becomes a work addict, family life can become strained. As with anything, you take the good with the bad. Telecommuting lays the foundation for an ideal work/life balance. In the end, it’s what the teleworker does with that framework that really makes the difference.
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Clouds, Cool Phones and Customer Service New tech toys for the office of the future. By Joel Mangin
rom laptops and smartphones to apps and clouds, the options are endless when it comes to new technology. Over the next decade, the office will encounter numerous tech toys that will impact the way people communicate and do business. The increasing need for mobility has companies investing in laptops, rendering desktop computers obsolete. The Ultrabook series PC hit stores in fall 2011 in a continuing trend towards smaller laptops. At only 20 millimetres in thickness, the Ultrabook does not compromise performance or battery life. Recently released Chromebooks utilize web apps for word processing and business transactions but have limited use when offline. Users save and access data on virtual space such as Dropbox or Google Docs, commonly known as cloud technology. Cloud technologies are virtual storage spaces as opposed to traditional methods of keeping data on hard drives or USB drives. Eric Boisjoli, owner of The C.I. Team, a custom software company in Winnipeg, is a strong proponent of cloud technology. “In a way, cloud notebooks are more secure than traditional computers because there are no files on the computer,” he says. “Also, the user’s mobility is greatly enhanced since access to documents is no longer limited to one PC.” Smartphones enhance productivity in the mobile office and new processors such as
Qualcomm’s Snapdragon S4, released in midNovember, will vastly improve performance and battery life of the next generation of smartphones. “People are realizing that it is far less expensive to buy a smartphone than a computer. Smartphones can now do almost everything a computer does and fits in your pocket,” says Boisjoli. “If voice technology continues to evolve, there will eventually be no need for computers with keyboards.” Voice technology still has a long way to go but Boisjoli believes it is the key to eliminating the archaic part of the computer: the keyboard. Once this technology is sufficiently developed, tablet PCs and smartphones may gain even more momentum and become the utlimate office tech toy.
Embracing change Predicting tools of the future can be a tricky task. Communication is so vital to any strong business that new tech toys can be
intimidating because they change the way the user communicates. Isabel Machado, owner and manager of Thomas Cook Algonquin Travel and Cruises in Winnipeg, explains that an enhanced website helps her interact with clients. “Customers can now shop online, book their trip with up-to-the-minute availability like they would on any travel website,” explains Machado. “However, with Algonquin Travel and Cruises, an agent will contact the client to finalize the trip, offer insurance, peace of mind regarding accommodations and suggest activities at the destination.” Although new toys may enhance communications in the office, many people are reluctant to completely remove the human aspect of business. “There will always be clients that prefer one-on-one service and don’t trust the Internet,” says Machado. “I can sell them a product with confidence rather than something that clients don’t know what they are getting.”
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Training for a New Age Ensure employees aren’t left behind as technology changes the workplace. By Kirsten Mangin
usinesses today deal with continuously-evolving technology and ever-changing office cultures. Bridging the generation gap and staying up to speed with the latest trends can be a tough assignment, leaving many companies gasping for air. Fusion Group, a Winnipeg advertising agency, has a good grip on this assignment. Placing high importance on new trends and having a mixture of generations working under their roof is their secret to success. “Young, fresh people bring in the new ideas and the latest technology but it’s important that there is balance,” says Account Director, Barrett Peitsch. “Just because it’s new, doesn’t mean it’s necessarily going to work.”
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For Peitsch, age is just a number. It’s how Fusion Group—and other offices—work with individual abilities that is key. “You see a difference with old school charm, magic and experience; something someone coming out of school doesn’t always know about. We choose different people to work on different projects, depending on their strengths.” When it comes to technology, Fusion Group is continually updating computer software and hardware and most employees have all upgraded to smartphones. WiFi pumps through the entire building and Skype is often used. “We have one employee working in Hawaii. There was a time when no one would have thought of using Skype. Now it’s something we are comfortable using every day.”
Another important element for offices to keep in mind is self education. Employees at Fusion Group attend conferences and follow blogs and Twitter to stay on top of the trends. Peitsch explains that it’s not the company’s goals that are changing; it’s simply a new way of reaching them. A statement that holds true for numerous other businesses. It’s crucial to keep in mind that not every employee is going to instantly adapt to these new ways just because they are being implemented. Guidance and patience are needed. “We invest time in letting people be on Facebook and Twitter because it’s an important part of our business,” states Peitsch. “It’s an allotment of human resources…if you want people to apply the technology you have to give them the time to understand it.”
Finances for the Future Save money, reduce costs and increase productivity in the workplace.
By Your Office Staff
here are lots of ways to be green in the office. You can update old equipment with more efficient models, reduce the amount of travelling for work and even choose to buy products from more environmentallyfriendly manufacturers. Not only are these green practices good for the environment, but by adopting them now, it may result in big financial savings in the office of the future. To get a glimpse at what the future of office work might look like, we can turn to futurists. A futurist explores how society is changing and develops ideas for how these changes could affect the future. Futurists help people understand the possibilities and implications for the future and offer advice on what actions they can take to prepare for it. Jennifer Jarratt and John B. Mahaffie are futurists who are part of a consultancy called Leading Futurists LLC, which was established in 2002. Mahaffie comes to the field with a social sciences background and a degree in Anthropology and International Affairs. Jarratt has a degree in Future Studies and has been working as an author and speaker on the subject since 1984. They believe we can start planning today to save money for the office of tomorrow, beginning with greening up our office environment.
“Green office practices will be the norm in 2020,” says Mahaffie. “Green pressures and cost pressures will align. You don’t have to care about the Earth to want workplace conservation—it saves money.” Mahaffie sees savings in digitizing standard office forms such as invoicing, agendas, memos and timesheets to help offices become more environmentally-friendly. The savings of digitizing these records not only uses less supplies and helps clean up office clutter but it also reduces the need for offsite records storage, saving business owners money. “Sustainability will be critical,” says Jarratt. “There are many immediate cost-saving opportunities in greening the office. Reducing materials use and recycling are important. If most countries adopt producer takeback responsibility, it will influence what happens to equipment and office furniture, for example.” If significant environmental levies are placed on overseas manufacturers, it could mean an increased cost to buy and ship from international suppliers. Because of this, Jarratt says, green offices may shift practices to depend on local suppliers in the future. “Local sourcing has been more of a home-based trend than an office one,” she says, “but it could become important to offices if long-term use, sustainability and quality become more important.”
Jarratt also anticipates the duality of saving money and being green to come into effect with business travel. She sees employers and employees reducing the amount of international and long-distance travel by embracing technology to simulate faceto-face meetings as the norm. Less travel means a smaller carbon footprint for the company and significant savings related to travel expenses.
The savings of digitizing these records not only uses less supplies and helps clean up office clutter but it also reduces the need for offsite records storage, saving business owners money. Although the office environment will shift as future needs change and companies experiment with reduced space, shared workstations and part-time/contract work to reduce overhead expenses, utilizing green practices may help get offices on the right path to prepare for the office of the future. Integrating environmentally-friendly work methods into day-to-day operations means there is one less change companies will have to worry about as they prepare their workforce for the office of the future.
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Changing the Environment
How corporate social responsibility can reduce your carbon footprint. By Your Office Staff
orporate social responsibility (CSR) has become the expected code of conduct for businesses operating in Canada and around the world. The idea behind CSR is to find a way to deliver the products and services that clients and stakeholders expect in an environmentally-conscious and socially-responsible way. This goes beyond simply following the three Rs; it is an ideology that sets up the parameters to guide all of a company’s decisions, from corporate operations to shipping and delivery methods to finding like-minded suppliers and more. Grand & Toy is one company that has developed a superior CSR model. Recently, they helped one of their largest clients switch to an online billing system, which helped the company reduce paper consumption and ultimately streamline their invoice system to a more effective and efficient one. Natasha Renaud is the director of corporate communications and social responsibility for Grand & Toy. She ensures that Grand & Toy’s CSR efforts are communicated to customers and that the company remains on target with their own sustainability program. Renaud says
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while CSR models are meant to benefit the global environment, the task can seem daunting, so it is best to start small and expand up from there. “A great way of making CSR an important aspect of office operations is integrating the principles of environmental, economic and social sustainability into your supply chain,” says Renaud. “Setting goals and targets for paper consumption, the number of deliveries you receive—or how you receive them—and working with your supply chain partners to understand how and where your products are made all contribute to the overall sustainability of an organization and can have positive bottom line benefits.” Companies like Grand & Toy, which are not only demonstrating leadership in the area of CSR but are also working with clients to help them adopt CSR models that work for their own companies, have made a powerful and lasting commitment to minimize their carbon footprint. Small changes toward a greener office environment are an easy and important place to start; adopting a CSR plan is good business for your company, your clients and the environment.
COPA News & Views
COPA Stars Gala & Fundraiser The 2011 Stars Gala, sponsored by 3M Canada Company and Purolator, was an exquisite evening of networking, philanthropy and laughter! Themed Mardi Gras, the evening started with cocktails as guests mingled, nibbled on hors d’oeuvres, donned colourful beads, enjoyed a lively jazz quintet and placed silent auction bids. Camaraderie continued as emcees Norm MacLeod and Harry Wanless delighted guests with “industry” humour. After a delicious three-course dinner, comedian Evan Carter had guests laughing to tears!
COPA Awards Program winners were given tribute; a list of winners can be seen at www.copa.ca. Community Leadership recognitions were presented to Lyreco and Staples Advantage Canada. Longstanding Service Recognition candidates were honoured, including Brian Henderson, Staedtler-Mars Ltd.; Gerry Reid, Staples Advantage Canada; Gerry Oleksiuk, 3M Canada Company; and Diane Kane, Dicks and Company Basics. The evening closed with the Individual Award of Excellence, presented to Doug Davis, founder,
CEO and chair of the Davis Group of Companies. Silent auction and bead sales raised proceeds for the COPA Scholarship Fund, which supports students connected to COPA member companies. Thank you to the 170+ industry guests who made this event a great success!
Stars Gala Winners
Category Development Award of Excellence ACCO Brands Canada – Swingline Stack and Shred Automatic Shredder Eco-Friendly Product Award of Excellence ACCO Brands Canada – Wilson Jones ENVI Binders Eco-Friendly Program Award of Excellence Hilroy – Spread the Word Marketing Award of Excellence Monk Office – Island Grown Most Innovative Office Product ACCO Brands Canada – Quartet Kapture Most Innovative School Product Fellowes – Bankers Box® Classroom Assortment Most Innovative Technology Product Cobra Electronics – Cobra PhoneLynx People’s Choice: Best New Office Product of the Year Swingline Stack and Shred Automatic Shredder
The office* Canada Trade Show Office* is the most important opportunity of the year. From office equipment and business travel to facilities management and recycling, buyers will be there for one-stop shopping and information gathering! The event will be held April 23-24, 2012 and offers networking opportunities, is colocated with Administrative Professionals Conference Canada and features hundreds of products and services from Canadian and international manufacturers and suppliers. Demonstrations and mini-workshops will be available at technology and
sustainability pavilions, keynote speakers Ross Shafer and Arlene Dickinson will address attendees and there are many prizes to be won. If your target market includes office, facilities, purchasing or training managers; administrative professionals; executive assistants or corporate events planners, this is a must-attend event! COPA members receive a 10 per cent discount on exhibition, sponsorship and registration; branding online and in print; office* VIP program; and a COPA member office* press release.
For more information, contact Nate Bright at (289) 789-2214 and email@example.com or Sam Moncada at (905) 624-9462, ext. 228 and firstname.lastname@example.org.
2012 COPA Golf Tournament: Save the Date! COPA’s annual golf tournament will be held Thursday, June 21, 2012, at The Club at Bond Head and will feature a hole-in-one contest, par 3 contests and more! The game will be a four person scramble; each team must use a minimum of two drives from each player. Club services include green fees, a golf cart, driving range, locker room access, shower facilities, lunch and dinner. To view a map with directions to the course, go to www.theclubatbondhead.com/map.html. A portion of the funds raised will benefit the COPA Scholarship Fund. To learn more about sponsorship opportunities or to reserve tickets for the event, send an e-mail to email@example.com.
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COPA’s 2012 Environmental Symposium Theme: Profitable Sustainability Date: Tuesday, September 18, 2012 Time: 7:30 a.m. – 3:30 p.m. Location: BMO Institute for Learning, Toronto, ON Description: Top speakers will address aspects of sustainable products, packaging and best practices that can positively impact the bottom line. Learn from and get inspired by case studies from key organizations. Advertising packages are available; contact Sam Moncada at firstname.lastname@example.org or (905) 624-9462, ext. 228. To reserve your tickets, contact email@example.com.
COPA Membership Benefits
COPA is the voice of the office products industry within Canada. With nearly 500 members across the country, we serve retailers, manufacturers, wholesalers, distributors, sales agents, as well as those providing services to this industry. Your COPA membership provides: • Company listing in the new COPA online industry directory; • Banner ads in the Industry Update electronic newsletter and on the COPA website; • Industry white papers highlighting market trends; • A 10% discount on booths at the Office Canada Show at the Metro Toronto Convention Centre, April 23-24, 2012; • TOPIKSource – COPA’s online training resource with access to free courses; • Market research and data reports; • Savings on a variety of key business services (courier, freight, HR consulting, banking, extended health benefits, etc.); • Programs to directly benefit your employees (Scholarship Fund, gas savings, car and home insurance, etc.); • Access to exclusive industry events for key networking opportunities; and • And much more – visit www.copa.ca to learn more about member programs, services and events.
Contact us We are eager to help you, your business and your employees succeed: Your success is our first priority. Canadian Office Products Association Tel: (905) 624-9462, ext. 223 E-mail: firstname.lastname@example.org Web: www.copa.ca
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BUYER’S GUIDE Ballpoint Pens, Pencils and Promotional Items Great Lakes Design........................................12 Custom Planning and Schedule Boards Marshall Visual Products..............................14 Imaging Products – MICR Security Toner Prime Imaging Products................................ 7 Importor / Distributor of Commercial Office and School Products Geocan Imports Inc...................................OBC Member Discount Group Home and Auto Insurance Insuranceland Inc...........................................14 Name Badge Specialists Permark Inc.......................................................10 Office Products Distribution Esselte Canada Inc..........................................15 Post-it® Brand Products 3M Canada...................................................... IFC Presentation Products (Smart Sheets) GH Manufacturing Inc..................................11 Printing and Technology Solutions Kerr Norton......................................................... 9 Stamps, Stencils, Name Tags and Plates London Rubber Stamp Co. Ltd..................12 Stationary Products and Office Supplies (Ontario & Québec) Office Pro Kapuskasing.................................. 8 Sustainable Paper Products Domtar................................................................. 4 Tablet Accessories and Office Innovations Next Success Inc.............................................10
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