Develop workplace sustainability policy | My Assignment Tutor

© Aspire Training & ConsultingvContentsBefore you begin viiTopic 1: Develop workplace sustainability policy 11A Defne scope of the sustainability policy 21B Gather information from a range of sources to plan and develop policy 161C Identify and consult stakeholders in the policy development process 201D Include appropriate strategies in sustainability policy 251E Make recommendations for policy options 291F Develop policy that reflects the organisation’s commitment to sustainability 331G Seek agreement on implementation methods, outcomes and performance indicators 38Summary 41Learning checkpoint 1: Develop workplace sustainability policy 42Topic 2: Communicate workplace sustainability policy 532A Promote workplace sustainability policy to key stakeholders 542B Inform those involved in implementing the policy 60Summary 64Learning checkpoint 2: Communicate workplace sustainability policy 65Topic 3: Implement workplace sustainability policy 733A Develop and communicate procedures to help implement workplacesustainability policy 743B Implement strategies for continuous improvement in resource efciency 793C Establish and assign responsibility for recording systems to track continuousimprovements in sustainability approaches 82Summary 88Learning checkpoint 3: Implement workplace sustainability policy 89Topic 4: Review workplace sustainability policy implementation 994A Document outcomes and provide feedback to key personnel and stakeholders 1004B Investigate successes and failures of policy 1044C Monitor records to identify trends 1074D Modify policy and procedures to ensure improvements are made 110Summary 113Learning checkpoint 4: Review workplace sustainability policy implementation 1142 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilitySustainability focuses on the concept of interdependence, meaning that life on earth existsdue to a delicate balance of ecosystems. If part of the system is disrupted, all life on earthexperiences repercussions.In recent decades it has become clear that humanbeings are living beyond this natural balance, usingup the planet’s resources at a rate that cannot bemaintained. Sustainability in an organisationalcontext is therefore about reducing water and energyuse, reducing waste and pollution, and switchingto renewable sources of energy, raw materials andproducts.A holistic approach requires that actions beconsidered on individual, organisational, nationaland global levels. Te fundamental premise ofsustainable thinking is that the future is notsomewhere we are going, but something we arecreating through our choices today.Components of sustainabilitySustainability is ofen associated uniquely with environmental issues. However, there arethree interlocking components associated with sustainability that are equally important.Actions today have ecological, economic and social consequences for the future, asshown here. Ecological sustainability└ Ecological sustainability is based on our planet having a limited amountof non-renewable resources and ensuring we do not use these up.Financial (or economic) sustainability└ Financial sustainability involves the fair distribution of wealth. Wealthis often needed to access essential services such as medical care andeducation, and ensure a good standard of living. The global economiccrisis in late 2008 demonstrated how fragile our global economies canbe. Economic growth is dependent on natural resources and energysupply — without these, there is nothing to trade.Social sustainability└ Social sustainability refers to the needs of people and communities.This may include access to adequate housing, sanitation, food andmedical care or just general equality principles. 1A Defne scope of the sustainability policy10 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityIdentify reporting requirementsTere are a number of reporting requirements you may need to consider when developingyour policy. Some of these are outlined in the following information. Global Reporting Initiative (GRI)└ The GRI is a network-based organisation that has developed the world’smost widely used sustainability reporting framework and is committed to itscontinuous improvement and application worldwide. The framework sets outthe principles and indicators that organisations can use to measure and reporton their economic, environmental and social performance.National Greenhouse and Energy Reporting Act 2007 (Cth)└ This Act introduced a single national framework for the reporting anddissemination of information about greenhouse gas emissions, greenhouse gasprojects, and energy production and consumption.Triple bottom line reporting└ Triple bottom line reporting is an approach to accounting that, in addition toreporting fnancial measures, reports on the total performance of a companyincluding environmental and social activities.Your policy must stipulate the need to report on the strategies your organisationhas in place to reduce its impact on the environment and its performanceagainst targets through the mechanism of triple bottom line reporting. Life cycle analysesA life cycle analysis is a tool for identifying andmeasuring the environmental impact of resourceand energy used in the entire life cycle of a product,including production, distribution, consumptionand disposal. Tis allows a company to examinethe full range of environmental and social impactsresulting from its products and services, and assistsin choosing the least damaging route.An environmentally conscious organisationwill incorporate life cycle analysis into decisionmaking processes, and manage materials andproducts across their life cycles. Te procedures oflife cycle assessments are a part of the ISO 14000Environmental management standards. Sofware packages are available to aid in thesecomplex calculations.© Aspire Training & Consulting17Topic 1Develop workplace sustainability policyRelevant personnelYou should also consult with a range of people to obtain relevant and current informationthat can guide you in developing the sustainability policy. Suitable avenues for consultationare described below.Suitable avenues for consultation1 StaffAll staff can provide input for the development of a workplace sustainabilitypolicy as they can comment on the effciency and effectiveness of currentpractices. It is vital that input from employees is encouraged and acknowledged,and combined with the input from all other sources.2 Consultants and environmental agenciesThere is a range of organisations that provide reporting systems and advice;for example, the Global Reporting Initiative. The GRI produces e-newsletters.There are members of the GRI whose advice and systems will meet the GRIstandard. Information on emissions trading can be gained from the AustralianGovernment’s Department of the Environment. Find out whether there are anyagencies in your area that focus on sustainability programs.3 Environmental regulators and industry associationsLocal, national and international environmental regulators provide advice onpolicy development and procedures; for example, the Environmental ProtectionAuthority in Victoria provides advice and conducts environmental audits.Many recommend standards such as AS/NZS or ISO provide best practiceguidelines on achieving those standards. Industry associations also provideguidelines and information on compliance with regulations, rules and standards.4 Companies and businessesMany companies and businesses provide their sustainability policy, plans,targets and approaches as part of their annual reports, or as separatepublications or announcements on their website. Such electronic documentscan include policy statements and procedures that can be analysed andconsidered in terms of your own organisation. Triple bottom line reportingprovides one type of standard reporting.26 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityRaise awarenessTe sustainability policy must include how the organisation is going to raise awareness of itssustainability aims. Tere must be a communication strategy that provides for informationsessions to ensure that all employees and relevant parties, such as contractors and suppliers,are aware of the policy and the commitment of the organisation to achieving the targets ithas set.Te following information provides an outline of some communication strategies.Communication strategies1 Induction sessionsEnsure that information about the policy is included in induction sessions fornew staff.2 Information sessions and presentationsArrange whole staff information sessions and presentations to discuss people’sresponsibilities and provide the opportunity for feedback, making sure part-timeemployees are included.3 Explanatory stepsExplain the steps to be taken to minimise resource use, reduce toxic materialand hazardous chemical use, and employ life cycle management. Presentthese steps using notices, posters, intranet articles, blogs, memos and flyers.Use pictures, photographs and graphics to ensure everyone understands theprocedure.4 IntranetPlace articles on the intranet.5 NewslettersPlace articles in the company’s newsletter that is distributed to full-time andcasual staff, customers, contractors and suppliers, business associates andshareholders.6 TeleconferencingHold teleconferences to include those in remote locations.30 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityQualitative questionnaireUse a questionnaire to survey key people to rate their view using a Likert scale from‘strongly agree’ to ‘strongly disagree’.A template can be used to gather the responses, and then an analysis should providean initial determination as to whether the option should be investigated further or, oncomparison with other options, that it be ranked above or below alternatives.Here is an example of a qualitative questionnaire template. Initial response questionnaire on policy option/initiativePolicy option/initiative:Description of option/initiative:Person completing:Name:Date:Respond to each statement by circling the appropriate number:1 = strongly disagree, 2 = disagree, 3 = undecided, 4 = agree, 5 = strongly agreeProvide any additional comments in the space at the bottom or overleaf.This option will yieldbenefts that outweigh thecosts.1 2 3 4 5The implementationwill have little effect onproduction.1 2 3 4 5The option will improve ourcompliance performance.1 2 3 4 5The option will reduceresource consumption andthe ecological footprint ofthe organisation.1 2 3 4 5The organisation hasthe capability to providethe support required toimplement this option (e.g.,human resources, training).1 2 3 4 5The option is in line withthe organisation’s strategicplan.1 2 3 4 5The option will beneft ourtriple bottom line reportingand is GRI (Global ReportingInitiative) compliant.1 2 3 4 5Comments: 32 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainability Example: options identifed and recommendedFrank and Steph undertake a cost-beneft analysis on the initiatives and options they areconsidering. The key diffculty they fnd is quantifying the beneftsassociated with the options. Assistance is sought from an expert at thelocal university in quantifying intangible benefts.A SWOT analysis provides information that enables them to understandthe potential effects internally (strengths and weaknesses) andexternally (opportunities and threats). Documenting the SWOT analysisidentifes areas where they will need to take action to minimise risksassociated with the weaknesses and threats.A report is generated with appropriate costs and time lines forconsideration by their fellow directors, Chris and Anh. Practice task 5The Kare 4 Kidz centre director has approved two initiatives to include in the sustainability policy:• Creating a vegetable garden so the children can be involved in planting, watering, weeding,spraying, picking, eating and composting (food scraps and weeds) and learn about how plantsgrow.• Asking families to bring in items to re-use for arts and craft.Using this SWOT analysis table, evaluate each initiative and determine whether you wouldrecommend that the initiatives are included.Creating a vegetable garden Asking families to bring in itemsto re-use for arts and craftsStrengths (internal)Weaknesses (internal)Opportunities(external)Threats (external) 36 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainability3 Implementation approach and impactIdentify which areas will be affected and how this will be addressed. Forexample, down time for equipment changeover could offer an opportunity forstaff training.Provide details on training that will be required and which employees will need toattend.Identify the resource requirements for implementation.4 Promotion and communicationProvide an overview of how the initiative will be promoted to stakeholder groups.5 Responsibility, monitoring and reportingDetail who will be responsible for reporting on the implementation of thedifferent aspects of the initiative. Outline the monitoring process and the reportsthat will be generated.6 ReviewProvide a review time line and process. Example: further policy initiativesWhen the directors of Prestige Printing and Offce Supplies (Frank, Steph, Chris and Anh) agreedto develop a workplace sustainability policy they also agreed to develop a statement outlining theircommitment to sustainability and supporting the environment. This formal statement is issued to thelocal press (newspapers, radio and television). It explains the initiatives that they will be consideringto promote sustainability in regards to their products and services.Frank and Steph draft a sustainability statement and policy that incorporates the followinginitiatives:• A ‘green discount account’ for account clients who purchase environmentally friendly productsand services• A competition for local high school students to write an essay on a sustainability, with thewinners to receive green products and discounts from Prestige Printing and Offce Supplies• A billboard displaying the company’s monthly energy use designed by local Grade 6 students 56 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityInternal newsletterThe organisation’s regular newsletter for internalstakeholders is a useful medium to promote the newsustainability policy. Some organisations may decide toprepare a special issue of the newsletter that focuses onsustainability. It should contain a message from the CEOto emphasise the commitment of senior management,and explain the major initiatives that will be implementedin the frst stage of the policy, along with the expectedoutcomes.Posters and noticesPosters displayed around the offce, workshop, factoryand tearoom are useful as a promotional strategy, as theyprovide a constant reminder of what the organisationaims to do. This can help build momentum and encouragecommitment to the goals of sustainability. Charts andgraphs can be used to show the current situation, theactivities planned and the goals the organisation expectsto achieve.MeetingsA meeting specifcally held to introduce the policy willfocus attention on the sustainability targets and givepeople the opportunity to ask questions. Meetings are agood medium for explaining the expected outcomes sopeople can see where they are heading.Logo or mascotDevelop a name for your ‘green offce’ program. Perhapscreate a logo or mascot that will identify the program. Thisis a fun and visible way to increase its profle, although itwill take time and money to create and promote.58 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainability… continued CorrespondenceSuppliers, contractors and business associates can be informed of the policy through writtencorrespondence such as letters, memos and emails. Such documents should clearly detail thepolicy, the methods and approaches for implementation, targets and expected outcomes. PresentationsPresentations can be used to inform external stakeholders and the general community ofpolicy development and implementation. The size and scope of the presentation will varyaccording to the promotional budget from a roadshow travelling across the nation, to anopen day or a display at a local shopping centre. Presentations are a chance to showcase theorganisation’s strengths, and to inform those interested in attending what they are doing inrelation to sustainability. Websites and newslettersThe internet is a valuable tool to keep external stakeholders and the broader communityinformed. Many organisations have a webpage dedicated to sustainability and theenvironmental strategies they are introducing to reduce their impact. This is used to displaypolicies and highlight achievements. Sustainability reports and the organisation’s newslettercan be made available online.Many websites also provide the opportunity for external parties to seek answers to questionsin relation to policy matters, where the organisation welcomes comments and feedback.Organisations may include a logo on documents or a footer on their email to emphasisecommitment to the environment; for example, ‘Please consider the environment beforeprinting this email’.Annual general meetingAn organisation’s annual general meeting is an opportunity to communicate environmentalperformance to a wide range of stakeholders, in keeping with an organisation’s commitment totriple bottom line reporting. Information serviceSome organisations provide information services via dedicated phone lines and, when a newpolicy development is released, provide additional trained staff to handle calls. © Aspire Training & Consulting61Topic 2Communicate workplace sustainability policy Typical sustainability goals• Implement a set of environmentally preferred selection criteria so purchasing strategies reflectsustainability practices by the end of the fnancial year.• Reduce overall energy use by 5 per cent within one year.• Reduce monthly printing costs by 15 per cent.• Achieve 100 per cent compliance with hazardous materials storage regulations within onemonth.• Reduce vehicle emissions by 10 per cent.• Reduce packaging waste by 30 per cent within six months.• Fit all workstations with a purpose-built stand for LCD monitors within 12 months.• Recycle or refll 100 per cent of toner cartridges consumed by October 2016.• Introduce special bins to take recyclable material and reduce the amount of recyclables goingto landfll to nil within six months. Key performance indicatorsKey performance indicators must reflect the goals of the organisation and be quantifable,achievable and agreed on in advance of policy implementation. Ensure that employeesunderstand what they are expected to achieve, are capable of reaching the KPIs thathave been set and are in agreement with the expectation of their job description. Skill orknowledge defciencies will need to be addressed with training. Example KPIs• One hundred per cent compliance with sustainability policy• Compliance with ISO 14001:2004 environmental management systems life cycle analyses• Zero breaches of regulatory requirements• A fve per cent reduction per month for the next six months in solid waste generated• A 25 per cent reduction in greenhouse gas emissions• A monthly report on waste management• One hundred per cent compliance with green purchasing guidelines• Compliance with triple bottom line reporting• 100 per cent safety record• All staff have completed training in compliance requirements Identify the activities to be undertakenTe type of activities an organisation will undertake depend onthe scale of its sustainability policy. In many cases, organisationsthat are just starting out are likely to concentrate on smallbut effective steps such as reducing energy and paper useand introducing a recycling program. Others may embarkon a physical restructure, such as purchasing energy-efcientequipment and machinery or changing production techniquesand materials to reduce environmental impact.© Aspire Training & Consulting63Topic 2Communicate workplace sustainability policyAllocate the responsibilities to the relevant areas and key personnel in your organisationby determining who is responsible for each area. Te information below outlines typicalresponsibilities for managers and staff. Senior managementThe responsibilities of senior managementinclude:• raising awareness of the policy initiativesand encouraging environmental practices• providing information about roles andresponsibilities of employees, daily operationalrequirements, reporting mechanisms andconsequences of noncompliance• preparing step-by-step procedures forcarrying out specifc tasks• reporting progress regularly to staff andexternal stakeholders• dealing with media enquiries and businesspartners• implementing purchasing agreements• ensuring compliance with legislativerequirements• organising sustainability audits and reviews• managing and rectifying breaches• approving budget expenditure to achievetargets; for example, approving a quote forinstallation of skylights• arranging training for staff as needed. General staffThe responsibilities of general staff include:• following all sustainability policies andprocedures such as:– using recycling bins correctly– using once-used paper for printingdraft copies– switching off lights when leaving– handling and storing hazardousmaterial correctly• participating in all environmentalinitiatives such as:– green team activities– promotional initiatives– planning days/brainstorming sessionsfor new ideas. Example: set KPIsFrank and Steph met with each of the managers and supervisors in the organisation to discusstargets and KPIs:• Ahmed, who is their main purchaser, has a target of 80 per cent green purchasing within a year,with quarterly targets at 20, 40, 60 and 80 per cent. The purchasing team will provide a monthlyprogress report to Frank and Steph, and a quarterly report to the directors.• Gillian, who is in charge of the printing area, has a target of a 5 per centreduction per month on solid waste generated for the frst four months, anda 10 per cent increase in recycling of materials in the same period. She willprovide a monthly report to the directors.• All staff are to comply with new procedures on energy use and a 15 percent reduction in nonproduction energy is to be achieved in six months.Spot observation checks will be instigated. Frank and Steph have had asolar hot water system installed that will assist substantially in achievingthis target, and the target may well be increased at some future date aftera review.v1495 74 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityTo ensure sustainability initiatives are successful, anorganisation needs effective procedures that staff andothers can follow to make sure everyone involvedknows what they have to do.While most people will generally agree with theidea of sustainability and the need to monitor theorganisation’s environmental performance, theymay be concerned about their own responsibilitiesand the impact of the policy on their day-to-daytasks. Provide people with checklists or proceduresto show what is required in order to meet policyrequirements, and make sure they understandwhat they need to do in addition to their currentresponsibilities.Identify key people to develop proceduresFor each strategy or initiative, you need to determine who is involved, and therefore whocan contribute to developing a procedure.To identify the key people for each strategy or policy initiative, consider drawing up a tablelike the example following. Strategy/policyTargetCompliancePersons responsible/affectedReducenonproductionenergy useDecreasenonproductionenergy use by 15%by December 2016NationalGreenhouse andEnergy ReportingAct 2007 (Cth)Employees who work in theoffce, use the tearoom or usethe change room facilities andshowersDecreasegreenhouse gasemissionsReduce companyemissions by 25%by 2018NationalGreenhouse andEnergy ReportingAct 2007 (Cth)Senior executives, productiondepartment and operationalarea, and quality controlpersonnelSwitch to ‘green’purchasing65% of allsuppliers to be‘green’ by 2016NilPurchasing department andall employees authorised topurchase or procure goods andservicesConvert reports toGRI compliantGRI compliant by2017Global ReportingInitiativeSenior executives, managers,supervisors and all employeeswriting reports on fnance, socialor environmental issuesIntroducewaste reductioninitiatives90% of kitchenwaste is recycledor composted byDecember 2016OrganisationalpolicyAll staff 3A Develop and communicate procedures to help implement workplace sustainability policy76 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainability Example: checklist used as a reminder of procedures toadhere toBelow is a sample checklist that could be used as a reminder of the procedures that should befollowed. Resource checklistEmployee name: Date:Position: Time:Dept:Have you turned off all equipment in your area (computer, printer, etc.)? Yes  No Has all your recycling material been placed in the main bin? Yes  No Was all ordering done according to the green purchasing policy? Yes  No Are you the last to leave? If yes: Yes  No Have the main lights been turned off Yes  No Have the taps in the kitchen been checked? Yes  No Has all non-essential equipment been powered down? Yes  No Communicate the proceduresBefore circulating procedures, you should ensure that all employees expected to followthe procedure have the knowledge and skills required to do so. In the event that they donot, training will be needed – this usually needs to occur in advance of implementing theprocedures.Te following information outlines procedures that should be communicated to all relevantstakeholders using the same mechanisms that were used to explain the policy.TrainingCan be used as a way of introducing the new procedures, either in a formaltraining environment or on the job with appropriate support materials beingprovided for participantsMeetingsHeld in appropriate groups and used to inform staff of the procedures and howto implement them© Aspire Training & Consulting79Topic 3Implement workplace sustainability policyContinuous improvement is required in all aspects of an organisation’s operations. Teorganisation needs to continually increase efciency and effectiveness across all areas inorder to maintain a competitive position in the market.In an environmental context, continuous improvement is defned in ISO 14001: 2004 as ‘theprocess of enhancing the environmental management system to achieve improvements inoverall environmental performance in line with the organisation’s environmental policy’.Long-term, continuous improvement should be a key factor in all environmental policies.For a sustainability policy to be effective, it needs to be monitored regularly, withopportunities for stakeholders to generate ideas and suggestions for improvement and aprocedure to discuss and implement options for improvement.Continuous improvementContinuous improvement is not about fxing problems as they arise, but creating anenvironment in which improvement is always encouraged; adopting this mindset canbeneft all areas of the workplace.The fve steps of continuous improvement1 Commitment and policyCommitment must come from senior management. This is a prerequisite forthe organisation as a whole to commit to achieving sustainability goals. Thedevelopment of the sustainability policy needs to incorporate general researchon sustainability, an organisation audit, advice from experts and input fromstakeholders. There should be a process in place to regularly revise the policy inlight of the organisation’s environmental achievements.2 PlanningEvaluate how well your planning processes worked, and areas that could beimproved in future planning activities.• Was there suffcient consultation?• Were more physical resources needed?• Was more time needed?• Did you have access to all relevant legislation, codes of practice and industrystandards?• Did you do suffcient research on the current impact of the organisation onthe environment?• Did you collect information and data from internal and external sources, andanalyse it to determine the strategies to be considered?• Did you obtain agreement from stakeholders and set realistic targets?• Was the implementation time frame realistic?3B Implement strategies for continuous improvement in resource efciency82 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityWhen assigning responsibilities, it is important to indicate who is responsible for trackingsustainability improvements and recording achievements and other outcomes.Capturing data is an essential aspect of the monitoring and review process for continuousimprovement.Records will show:• compliance with legislation and adherence to voluntary codes of practice, industrystandards, other standards (AS/NZS or ISO) and other voluntary initiatives such as theGlobal Reporting Initiative and triple bottom line reporting• achievement of organisational goals and targets, including the overall reduction inthe ecological footprint and how this was achieved (e.g. reduction in greenhouse gasemissions)• achievement of targets or KPIs by departments, work groups and individuals.Environmental recordsBe aware of the type of environmental records that your organisation needs to keep.Examples of environmental records that need to be kept by some organisations are shown inthe following information.Measures of environmental performance; e.g. kilowatt hours of energy consumed,expenditure on waste disposal, reams of paper purchasedDetails of environmental hazards; e.g. material safety data sheets on the storageof chemicals, incident reports, disposal of toxic wasteDetails of environmental policies and strategiesAssessment of environmental policies and strategiesPotential and existing environmental risk assessment and identifcationComments and responses, including complaints, from internal and externalsources3C Establish and assign responsibility for recording systems to track continuousimprovements in sustainability approaches84 © Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainability Example: internal compliance review reportThe table below is a sample compliance review report on offce waste procedures. Compliance review on offce waste proceduresconducted on 20/9/2015 by S GardenerPolicy target Priority(H/M/L)Progress Analysis ActionsrequiredPerson/sresponsibleRemoval ofrubbish binsfrom cubicleareaMedium Completed Has led to animmediatereductionin plasticrubbish bagusage –estimated at120 tonnesp/aMonitoroffce areato ensure norubbish binsare usedOffcemanager(W Peters)Recycledumpsterordered andinstalledHigh Completed Recyclecompanyissued ‘Greenworkplace’certifcateto theorganisation;dumpsteradequate foremployees’useNo actionrequiredAdmin.assistant(J Chang)Paperrecycling binsinstalled incubicle areaHigh Completed 100%of offcepaper beingrecycled;employeesare placingcorrect papertype in binsNo actionrequiredOffcemanager(W Peters)Glass andplasticsrecycling bininstalled intearoomHigh Completed Incorrectitems ( scraps,plastic bags)are beingplaced inrecyclablesbin; recyclableitems arebeing placedin landfll binAgenda itemfor Octobersustainabilitycommitteemeeting –how can weget peopleto sort theirkitchenwaste?Offcemanager(W Peters)100© Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityDocumenting the outcomes of sustainability initiatives is a crucial part of the continuousimprovement cycle. Te analysis of data collected will enable the organisation to assesspolicy performance based on qualitative and quantitative evidence.Outcomes can be documented in specifc sustainability reports, in fnancial reports, anannual report that includes triple bottom line reporting, a shareholders report, or a reportfor an external body such as a regulatory authority. Common report types are outlined inthe following information.Formal compliance reports└ Formal compliance reports are required by regulatory authorities andcan be developed from internal compliance reviews and audits, or otherinternal recording systems that are set up to generate the informationrequired. The data collected and the format of the report are prescribedby the external authority.General compliance reports└ Reports may be generated internally and targeted for specifc areas ofthe organisation. These are generated from a range of internal recordssuch as workplace inspections and audits, reviews and breach reports.Regular target achievement reports└ Reports may be generated from regular reviews and analyses conductedto assess progress towards targets and compliance. These reports areused to consider the overall progress and effciency of the organisationas a whole, and for each of the relevant departments or operationalareas.Board reports└ Reports may be provided by senior management to the board ofdirectors. Such reports are created from a range of records anddocumentation generated throughout the organisation. These reportswill show legislative compliance, as well as fnancial savings orexpenditure arising from the sustainability policy.4A Document outcomes and provide feedback to key personnel and stakeholders102© Aspire Training & ConsultingBSBSUS501Develop workplace policy and procedures for sustainabilityProvide feedbackSenior managers and shareholders will receive regular formal reports, but other alsostakeholders need to know how the organisation is progressing towards achieving itsenvironmental targets. Regular updates and successful achievement of targets can be usedto provide encouragement and support to maintain the momentum and commitment of allinvolved. Feedback can also identify targets that have not been met, areas of weakness andrisks; thus showing where improvements need to be made.Tere are a number of ways you can provide feedback, as shown in the followinginformation.NewslettersNewsletters can be targeted at internal personnel only, or produced toprovide information to external groups through publication of a companynewsletter or a sustainability newsletter.Memos, emails and lettersTailor correspondence to particular key personnel or groups, highlightingprogress and providing specifc feedback.Website – intranetUse an internal website (intranet) to provide key feedback and information,and act as a repository for reports, reviews, audits and analyses ofoutcomes and issues relating to the implementation of the workplacesustainability policy and procedures. The intranet can be used to announceachievements or highlight staff who have demonstrated a commitment.MeetingsHold specifc focus meetings to provide feedback and addressperformance against targets. These meetings can also be used to obtaininput from people to address issues. Such meetings may be documentedand can result in an action list.PresentationsRelevant senior management can also hold presentation sessions for keypersonnel and provide feedback. Such sessions can be used to highlightprogress, and boost the confdence of people involved or charged withresponsibilities under the implementation of the policy.Visual methodsUse visual methods to share achievements, such as a huge thermometeron the factory wall for communicating long-term targets and showingcurrent progress or posters thanking people for their contributions.© Aspire Training & Consulting 111Topic 4Review workplace sustainability policy implementationProcedure modifcationWhen a procedure needs to be modifed it is important that the relevant stakeholdersare consulted in the development phase. Ten, once the new procedures have beenimplemented, the continuous improvement cycle begins again to monitor and review theimprovement.Procedure modifcation may be needed for a variety of reasons, as shown in the followinginformation.1 Changes in legislation or regulationsThere may be changes in legislation that require changes in compliance; forexample, a class of chemicals is to be phased out over a one-year period, with2 Changes in targetsA new or amended policy has changed targets; for example, cardboardpackaging must be reduced by 60 per cent within 12 months.3 Monitoring and evaluationsMonitoring and evaluations have shown that:• targets can’t be achieved with the current procedures so they must beadjusted; for example, introduce new procedures that ensure only recycledpaper is used• the reporting system is inadequate; for example, introduce a system in whichstaff must record when paper is ordered by their department and the type ofpaper requested• there needs to be a new awareness campaign to motivate staff; for example,form a green team to specifcally work towards supporting green initiatives• the system for tracking changes needs to be improved; for example,introduce procedures for staff to report on achievements at a monthly staffmeeting.4 New initiativesInternal proposals for improved effciency and reduction of the ecologicalfootprint have prompted new initiatives; for example, an incentive program forteam successes.


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