27 May 2008

Employers and employees have a key role to play in reducing CO2 emissions that are responsible for climate change. A greener workplace will not only benefit the environment, by leaving a lighter footprint, it can also improve a company’s reputation and profit margins. In readiness for World Environment Day on 5th June, we have come up with practical steps you can take towards becoming more environmentally friendly.

Step 1 - Turn over a new leaf
Make a real commitment to go green. Once a decision is taken, this needs to be visibly supported at a senior level in the organisation and backed up by a written environmental policy. The policy should clearly state the company’s aims and objectives regarding the impact of its activities on the environment. Ideally, this will involve assessing the actual impact and the setting of realistic targets against which performance can be measured. Responsibility for the policy may be shared but HR’s involvement is crucial as its effectiveness will largely rely on employee engagement and other complimentary employment practices. 

In the longer term, consider achieving recognised standards on environmental management and compliance. The EMAS (Eco-management and audit scheme) is a European Standard or ISO 14001 is an International Standard.

Step 2 – Don’t use a lot where a little will do
A key objective of the policy should be the education and training of employees in environmental issues and the effects of their activities. Workplaces are major users of energy, generating over 66 million tonnes of carbon emissions each year, yet on average businesses waste 30% of the energy they buy. For example, did you know that: 

• Two photocopiers and three printers switched off saves around five tonnes of carbon dioxide per year.
• Switching off all non-essential equipment in an office for one night will save enough energy to travel over 100 miles.
• A screen saver does not save energy. It is more efficient to set a computer to go to sleep mode.

There are a lot of energy saving devices which employers can introduce but for employees the message is simple; turn all computer equipment, machinery or other mechanical appliances off when not in use and, please, turn the lights out when you leave!

Step 3 – Waste not, want not
As well as making energy savings, the policy should look at ways to limit other waste products. It has been estimated that UK businesses lose up to 4.5% of annual turnover every year through avoidable waste. Encouraging employees to reduce, re-use or recycle resources is an essential part of creating a sustainable workplace.  Paper, including newspapers and magazines, accounts for 46% of the office and commercial waste making it an obvious starting point. Effective measures include buying recycled stationery products, double-sided printing and using scrap paper instead of note pads. You need to implant the message “think before you print” although, of course, the ultimate goal is to move to paperless files.

Unfortunately, old habits die hard so it can be beneficial at this time for HR to look at reward strategies. Consider implementing schemes that will act as an incentive for employees to change their behaviour. 

Step 4 – Every little helps
Think about every aspect of your business and what changes you can make. Reducing travel, either through commuting to work or for business purposes, should be a priority. This can be done by developing car sharing schemes, utilising video conference facilities and/or introducing more flexible working practices, especially home working.  

If you look closely there can be countless ways in which the organisation impacts the environment. Facilities for staff lunches and catering for functions, for example, can rely heavily on disposal containers and utensils, processed goods or vending machines with high “food miles” and generate a large amount of food waste.

A practical approach that encourages employee involvement and engagement is to set up environmental teams and/or champions to consider the wider implications, make suggestions and gain the support of all employees.

Step 5 - Spread the word!
Communication to stakeholders is vital and beneficial. Employees need to be made aware of the policy, so you will need to update your employee handbooks or intranet sites accordingly, and review your recruitment and induction processes to include environmental awareness. Wherever possible, include environmental responsibilities as specific duties on job descriptions. Consider covering corporate social responsibility in appraisals and as a measurement of performance. You must also ensure you keep up the good work, so use newsletters, notice boards, team briefings etc. to report on progress and encourage new ideas that will keep the momentum going.

Communication outside the organisation is also important. Making a commitment to an environmental policy can be a valuable recruitment tool.  Individuals are becoming increasing conscious of corporate social responsibly and want to work in an organisation that shares the same values. Similarly, making customers aware of your actions in response to green issues and collaborating with companies who share the same philosophy can give you a competitive edge.

Finally, remember, a problem shared is a problem halved! Climate change is a global problem and everyone has a part to play. Involve the trade union or your employee consultative forum, if you have one, and work with external organisations, such as the Government funded Carbon Trust or our own Forbury Environmental, which was established by Clarkslegal LLP to deliver a multi-disciplinary approach to the provision of specialist environmental and waste management advice.

Coming soon to Buddy:  A new HR Environmental Policy covering the above issues.  Watch this space!