Understanding the Issuesand Business Case for the

Transformation of your Office

Published by

The Green Office Guide proudly supported by

This guide is produced by the

Auckland Environmental Business Network Inc.

PO Box 147 263PonsonbyAucklandNew Zealand

09 817 2622

1A Scotland StreetFreemans BayAucklandNew Zealand

www.aebn.pl.net

This guide is also available on-line at www.greenoffice.org.nz, along with a directory of suppliers of eco-products and services.

The AEBN’s team, Rachel Brown, Caroline Peacock produced the information contained in the guide with editing support from:

Andrew Reeve – Sinclair Knight Merz

Lisa Martin – URS

Wendy Levi – Meritec

Simon Stockdale – Sustainability 21

The AEBN wishes to thank the following sponsoring organisations for their support in producing this guide:

Auckland City Council

Auckland Regional Council

BRANZ

EECA

Fuji Xerox

Interface Agencies

Ministry for the Environment

We also wish to thank the great number of organisations and individuals, too numerous to mention, for their contribution to the guide.

Important Note:

While the AEBN has made reasonable endeavours to ensure the accuracy of the information in the Green Office Guide, it cannot be held responsible for any errors and omissions and under no circumstances shall be held liable for any injury, damage, costs or financial loss resulting from the use of this information.

Version 1.01– 21 May 2002© Auckland Environmental Business Network 2002

Contents

GETTING STARTED.....................................................................................................1

UNDERSTANDING THE ISSUES.................................................................................2

Why is Sustainability so Important?.....................................................2

Global Warming........................................................ ..........................3

Ozone Layer Depletion........................................... .............................3

Deforestation................................................... ..................................3

Increasing Pressure from Ethical Consumers........................................3

Population Growth & Resource Limits..................................................4

Threats to New Zealand’s Uniqueness.......................................... ........4Land Use.............................................................................................. ...........................4Biodiversity......................................................................................... ............................4Air Pollution................................................................................................. ....................4Greenhouse Gas Emissions............................................................... ..............................5Water Pollution........................................................................................... .....................5Solid Waste................................................................................................................... ...5Hazardous Waste........................................................................................................ .....5Energy Use..................................................................................................... .................6

THE BUSINESS CASE.................................................................................................7

Adding to the Bottom-line through Resource Efficiency.........................7

Being a Responsible Employer and Member of the Community .............7

Raising Competitiveness Through Innovation.......................................8

Gaining Market Share........................................................................ ..8

Helping to Develop Positive Solutions..................................................8Environmental Management Systems....................................................... ......................8Non-accredited Systems ........................................................................................... ......8Environmental Labels...................................................................................... ................9NZ Sustainability Related Organisations................................................................... .......9

Staying Ahead OF Legislation & Adding Value to National & Local Policy.......................................................................................... ..............10

Legislation Protecting the Environment and Health and Safety of People......................10Health & Safety Legislation.................................................................. .........................10Hazardous Substances Legislation.................................................. ..............................10Environmental Legislation ..................................................................... .......................10

GET MANAGEMENT SUPPORT...............................................................................12

GET STAFF SUPPORT..............................................................................................14

CONDUCT AN ENVIRONMENTAL REVIEW.............................................................15

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DEVELOP A POLICY FRAMEWORK........................................................................16

Where to Start................................................................. .................16

DEVELOP AND LAUNCH THE PLAN.......................................................................18

REVIEW PROGRESS.................................................................................................19

ANALYSE AND REPORT FINDINGS.........................................................................20

GREEN OFFICE SCORECARD.................................................................................21

Example Sustainability Policy............................................................24

Example Supplier Questionnaire........................................................25Supplier Policy ............................................................................................... ...............25Sourcing Materials or Products................................................................. .....................25About the Product........................................................................................................ ..25Production Process.............................................................................. ..........................25

Example Green Office Plan................................................................ .27

Example Green Office Survey................................................... ..........28

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Getting StartedA step-by-step approach is the easiest way to progress any green office programme. You can start by gaining an understanding of the issues and developing 'the business case' for greening your office. With this information in mind we recommend you follow a systematic approach, using these steps:

1. Get Management Support

2. Get Staff Support

3. Conduct an Environmental Review

4. Develop a Policy Framework

5. Develop and Launch the Plan

6. Review Progress

7. Analyse and Report Findings

The final step is to assess your office using the green office ‘scorecard’.

If you have already taken some of these steps, then check out the Green Office Guide for tips, examples and contacts.

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Understanding the Issues

Why is Sustainability so Important?As New Zealanders we pride ourselves on our natural environment and our underlying belief in equality and fairness. For most of us our country provides a good standard of living, potential prosperity and a sense of identity. Our key industries, e.g. agriculture, fisheries, forestry and tourism, rely on our natural environment to meet the world market demands for healthy, sustainably derived products and services.

On a global level we extract resources, manufacture products and deliver services in a way that is threatening our unique environment and our personal health. Responsible businesses have taken on these challenges and have discovered “the business case” for responding positively to these issues.

The key challenges facing us include:

GETTING STARTED

UNDERSTANDING THE ISSUES

Why is Sustainability so Important?

Global Warming

Ozone Layer Depletion

Deforestation

Increasing Pressure from Ethical Consumers

Population Growth & Resource Limits

Threats to New Zealand’s Uniqueness

THE BUSINESS CASE

Adding to the Bottom-line through Resource Efficiency

Being a Responsible Employer and Member of the Community

Raising Competitiveness Through Innovation

Gaining Market Share

Helping to Develop Positive Solutions

Staying Ahead OF Legislation & Adding Value to National & Local Policy

GET MANAGEMENT SUPPORT

GET STAFF SUPPORT

CONDUCT AN ENVIRONMENTAL REVIEW

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DEVELOP A POLICY FRAMEWORK

Where to Start

DEVELOP AND LAUNCH THE PLAN

REVIEW PROGRESS

ANALYSE AND REPORT FINDINGS

GREEN OFFICE SCORECARD

Example Sustainability Policy

Example Supplier Questionnaire

Example Green Office Plan

Example Green Office Survey

Visit the Ministry for the Environment site at www.mfe.govt.nz for more information on the state of New Zealand’s environment.

Global WarmingThe impact of burning fossil fuels (e.g. coal, oil, petrol, gas), intensive agricultural practices, designing products and services poorly, creating waste or using energy inefficiently is influencing our global climate. The finer points are still being debated, however it is clear that our actions are altering the world climate. Governments around the world are now looking at how to remedy this and to commit to reductions of greenhouse gases (e.g. CO2 and commitments to energy efficiency and renewable energies). Even so, it is expected to take around 50 years for the ozone layer to recover to its natural state before CFCs were used.

Ozone Layer DepletionThe use of CFC’s in fridges, cooling systems, aerosols, etc has damaged the ozone layer, a protective thin screen of ozone gas about 25 kilometres above the earth. This has meant more of the suns harmful ultra violet rays are causing increased cancers, cataracts and restricting plant growth. Governments around the globe have banned, to varying degrees, the use of CFCs and other ozone depleting chemicals.

DeforestationThe purchase of wood, or wood products, derived from unmanaged tropical forest (e.g. kwila, mahogany or teak) and temperate forests in countries such as Canada, Russia and Poland, is helping destroy the world’s forests. Forests are essential for a healthy planet in regulating the climate, preventing soil erosion, flooding and maintaining biodiversity.

Increasing Pressure from Ethical ConsumersA growing number of corporates (e.g. Mobil, Gap, Nike…) have, and are experiencing pressure from consumer activist groups demanding better

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environmental and social performance. Increasingly these issues are becoming mainstream and the public are asking questions about the overall social, ethical and environmental performance of the products and services they purchase. This is prompting change amongst the more enlightened businesses that see opportunities in integrating social and environmental concerns throughout their business operations.

Each year we create more wastes, pollute our air, streams and beaches and use more non-renewable resources. The cost associated with treating wastes or pollution is growing and we are threatening our health and that of our economy. As consumers we have a huge influence over our environment through our role as purchasers.

Population Growth & Resource LimitsEvery year resources are used inefficiently creating vast quantities of waste and wasting precious resources. At the same time almost 90 million people are being added to the planet every year to compete for these resources. Two thirds of these people will be living in cities creating more demand on urban services. Additionally the planet’s capacity to absorb waste or pollutants and to provide some critical resources (e.g. food, fuel, water etc) is limited.

Threats to New Zealand’s UniquenessIn 1997 the Ministry for the Environment released a State of the Environment Report. For many this was a shocking report, which clearly spread mud on our clean green image.

Land UseNearly two thirds of New Zealand’s land is used for farming and forestry or for our towns, cities and roads. Poor land use, soil erosion, unwanted plants and animals are negatively impacting on the health of our land.

There is a growing awareness in New Zealand of the problems that can occur when land is contaminated with hazardous substances from the manufacture, use, or storage of chemicals, industrial residues or waste products. This poses an immediate and, or long-term risk to human health and the environment.

BiodiversityOnce New Zealand was covered mainly in forest. Approximately 73% of New Zealand’s native land cover has been completely changed. Native forest and wetlands gave way to pasture for farming and forestry. Dams, drains and irrigation systems have altered lakes, and urban areas continue to expand. Maintaining biodiversity is critical for our survival as well as the survival of animals and plants.

Air PollutionGenerally New Zealand’s air is safe and clean, but in major cities, like Auckland, air pollution breaches World Health Organisation guidelines. Motor vehicles are the largest single source of air pollution in the Auckland region especially older or poorly maintained cars in areas with heavy congestion.

The transport system has a significant impact upon the environment. . In addition to vehicle emissions, road-related deposits are washed into streams and

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harbours, which causes water quality degradation. In some areas, the transport network is associated with severe noise pollution and community dislocation.

The air quality in some inner-city Auckland streets regularly exceeds World Health Organisation standards. With nitrogen dioxide (NO2) pollution levels in Auckland comparable with London, and carbon monoxide (CO) levels higher than in London. Additionally the amount of fine particulate pollution above Auckland amounts to the equivalent of 500 bags of cement being shaken out in the air every day

Greenhouse Gas EmissionsOur increasing use of coal, oil and natural gas from heating, energy and transportation has caused a large increase in greenhouse gas emissions. These greenhouse gases are resulting in a global warming.

Water PollutionPollutants such as rubbish, heavy metals, pesticides and fertilisers are carried off roads and other hard surfaces into streams and harbours. These pollutants are affecting fish, shellfish, plants and human health.

Solid WasteNew Zealanders are producing more solid waste than ever. In the Auckland Region the amount of solid waste has almost doubled in the last 15 years. In the 2000/2001 year 969,000 tonnes were disposed of at landfills in the region. Approximately 3.2 million tonnes of waste is disposed of in NZ’s landfills annually, which means we are running out of landfills and the associated costs disposal are increasing.

Composition of New Zealand's landfill waste

organic matter

paper

construction & demolition

potentially hazardous

plastic

metal

glass

other

Hazardous WasteThe scale of hazardous waste generation in New Zealand is only now beginning to be understood. The past disposal and careless handling of hazardous waste has left a residual problem of potentially contaminated sites in many parts of the country. The sites are now being investigated and, where necessary. The Resource Management Act 1991 and the Hazardous Substances and New

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Organisms Act 1996 were developed to help prevent future problems of this nature.

Energy UseA recent study found that New Zealand is the seventh worst of 23 International Energy Agency countries (mostly OECD countries) for energy use per dollar of GDP (IEA Energy Economist Lee Schipper, June 2000).

Two thirds of New Zealand’s energy comes from fossil fuels, the remaining one third comes from hydropower and geothermal power, with a little from wind. Clean, safe water is vital for human survival yet each day we are polluting our waters through poor farming and agricultural practices, the introduction of waterborne diseases, and from road runoff.

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The Business CaseBy adopting a Green Office programme and by providing environmentally or socially responsible products or services businesses can benefit in the following ways:

Adding to the bottom-line through resource efficiency

Being a responsible employer and member of the community

Raising competitiveness through innovation

Gaining market share

Helping to develop positive solutions

Staying ahead of legislation and adding value to national and local policy

Reducing risks of compliance with environmental and Health &Safety legislation, and protection of brand (from bad publicity)

Adding to the Bottom-line through Resource EfficiencyBy conserving resources in the following ways you reduce costs.

Reducing energy use – improvements in energy and manufacturing efficiency go straight to the bottom-line because there are no direct cost factors

Reducing emissions, discharges and wastes – many manufacturing companies benefit through return on assets, sales and equity through reducing emissions.

Recycling or reusing waste – ‘closing the loop’ in terms of resource use (e.g. transforming waste into raw materials) saves waste bills as well as the purchase of new raw materials.

Being a Responsible Employer and Member of the Community By adopting socially responsible practices business is able to provide a much more positive role in society by:

Offering products or services with integrity,

Avoiding waste and pollution,

Supporting local businesses that are ‘doing the right thing’ (e.g. operating their own environmental or social programmes)

Offering your staff a better work environment

Developing respectful and supportive relationships with suppliers

Avoid supporting socially unacceptable activities (e.g. child labour, exploitation of resources and cultures, cruelty to animals, promotion of alcohol, gambling, pornography or cigarettes etc)

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Raising Competitiveness Through InnovationWith globalisation NZ business is having to compete with low cost inputs made from many parts of the world. Innovative design and technology are critical to avoid the competition with low labour costs or mass production around the world. NZ companies need to innovate rapidly and regularly. The terms used here are:

Eco Efficiency

Eco Design

Design for Environment or Sustainability

Gaining Market ShareBy maximising the environmental attributes of products (e.g. energy efficient, fuel efficient, organically produced etc) companies can benefit from increased sales in a market that is looking for additional benefits from their purchases.

Helping to Develop Positive SolutionsThere are a number of organisations and programmes running in New Zealand to address the issues associated with the design, manufacture and disposal of products. These can be useful when implementing your green office programme. There are many different sustainability programmes and certification/labelling systems. Some of the key ones are described below.

Environmental Management SystemsEMS’s are a set of procedures implemented by businesses or agencies to reduce environmental risk. In April 2001 there were 65 NZ companies ISO 14000 accredited. A number of Environmental Management Systems have been developed by agencies around the world. These include:

ISO Environmental Management series

Global Reporting Initiative – (GRI) was established in late 1997 with the mission of developing globally applicable guidelines for reporting on the economic, environmental, and social performance, initially for corporations and eventually for any business, governmental, or non-governmental organisation (NGO).

EMAS (Environmental Management & Auditing System)

Green Globe 21 – a standard for sustainable travel and tourism operations, endorsed and managed in New Zealand by the Tourism Industry Association of NZ.

Enviromark

Forest Stewardship Council (FSC) - The Forest Stewardship Council is introducing an international labelling scheme for forest products, which provides a credible guarantee that the product comes from a well-managed forest.

Non-accredited Systems Initiatives, programmes or systems that are self-assessed and may be implemented with support from government staff or trained consultants.

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GreenFleet - is a simple, sustainable 3-step programme run by the AEBN to helpbusinesses and individuals to reduce vehicle pollution.

Cleaner Production – Business Care’s, aim is to work with, support, assist and encourage local businesses around New Zealand to use more sustainable practices and minimise their waste.

The Natural Step - TNS offers a planning framework that is grounded in rigorous scientific principles and serves as a compass for businesses, communities, government organisations and individuals undertaking the path of sustainable development.

Environmental LabelsEnvironmental product labelling scheme provide businesses with standards to achieve in order to provide consumers with clear guidance about the environmental effects of products they purchase

Environmental Choice product label is a NZ eco-labelling standard endorsed by the Minister for the Environment.

The NZ Energy Rating Label for appliances has recently been implemented and is managed by EECA

BIO-GRO , Demeter, AgriQuality and Ifoam are organic product labelling accreditation agencies.

Energy Star rating is an energy efficiency programme for office equipment developed by the US Environmental Protection Agency and promoted in NZ by EECA.

The AAA Rating Scheme identifies the water efficiency of appliances, and is managed by the Water Services Association of Australia.

NZ Sustainability Related OrganisationsThere are a growing number of organisations in New Zealand whose role is to support and encourage businesses to adopt better environmental or social practices. The following is a short and by no mean complete list of these

Auckland Environmental Business Network

Businesses for Social Responsibility

Business for Better Bays

Waikato Environmental Business Network

Business Council for Sustainable Development

Zero Waste NZ Trust

Target Zero

The Natural Step Foundation

BusinessCare

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Staying Ahead OF Legislation & Adding Value to National & Local PolicyWith government committing to Sustainable Development more legislation is around the corner. The latest policy developments in this area include:

National Sustainable Development Strategy

Waste Minimisation Strategy

National Energy Efficiency and Conservation Strategy

Local Government Amendment Act no. 4 .

Legislation Protecting the Environment and Health and Safety of PeopleThere are a number of Acts in place in New Zealand, which aim to protect the health & safety of people as well as that of the environment. The good news is that most of the legislation is inter-related.

The main pieces of legislation to be aware of are:

Health & Safety LegislationHealth & Safety in Employment (HSE) Act is administered by the Department of Labour (see www.osh.govt.nz for more information on the HSE Act)

The Health & Safety in Employment Act places a general responsibility on employers to provide a safe working environment for employees (and other people in the work environment such as visitors and contractors) including the development of procedures for dealing with emergencies.

Hazardous Substances Legislation

The Dangerous Goods & Toxic Substances Act

The Dangerous Goods Act classifies substances according to their physical properties, such as their flash point (flammability) and vapour pressure (volatility).

The Toxic Substances legislation classifies substances according to their toxic properties that is, generally according to their effects on human health.

Visit www.hsno.govt.nz for more information.

The Hazardous Substances and New Organisms (HSNO) Act

HSNO is the major legislation controlling the import, manufacture, use, handling and storage of hazardous substances in New Zealand. This Act effectively replaces the Dangerous Good and Toxic Substances Regulations remain in force.

Visit www.ermanz.govt.nz for more information.

Environmental Legislation

The Resource Management Act (RMA)

The RMA is the main piece of legislation addressing the environment in New Zealand. The key purpose of the Act is to promote sustainable management of natural and physical resources, and it does so by controlling the effects of activities rather than the activities themselves. (see www.mfe.govt.nz for more information)

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The RMA is implemented by Regional and District Plans. These contain local policies and rules that affect your business.

Trade waste may be covered by a separate by-law; contact your local Council or drainage authority to find out about requirements for discharging to the sewer.

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Get Management SupportManagement support will make an enormous difference to successfully introducing a green office programme to any organisation. So as a first step, you will need to gain the support of top management or company owners. Every organisation is a bit different so you will need to modify these ideas to make them work for you.

Determine which Decision-makers need to support your program

Who has the ability to make decisions about operations, purchasing, products, packaging, and services? Usually it's the Chief Executive Officer, Managing Director, owner or other senior managers.

Collect information and ideas to present to management to demonstrate the issues.

1. Gather together NZ relevant information, there is plenty of support material to validate your aim to reduce waste and pollution, to conserve resources and to improve your social responsiveness. Point out that if these issues aren’t addressed voluntarily today, they may have to be regulated for in the future. [See the Business Case ].

2. Show how your organisation is contributing to these problems. For example, gather the facts on how much waste you generate and what it costs to dispose of it, find out how much paper you use each year or note down what equipment is left on overnight unnecessarily. Make a short video or take photographs, e.g. waste generated, lights left on, dirty stormwater drains, smoky vehicles etc from around your premises. Show the video or pictures to management and employees. [Select images that represent problems, but do not come across too negatively toward any individual or department]

Highlight potential savings from green office initiative.

In almost every field some organisations or businesses have active green office initiatives already underway. The most common benefits cited from operational improvements is savings in purchasing and. You may also benefit from:

Reduced operational costs (e.g. energy bills or in reduced waste disposal costs).

Reduced purchasing costs (e.g. stationary costs printing costs, postage etc.)

Improved staff morale & public image.

Better relationships with suppliers and the local community.

Emphasise the economic benefits, morale improvements, marketing advantages or public profile gains that your competitors may be realizing through their efforts. Don't let your company be a laggard!

Indicate likely reactions by Customers, Board of Directors, and Stakeholders.

Determine how key groups will respond to changes in your products, packaging, and improved internal operations. Today’s public is concerned about environmental as well as human rights issues. Your efforts to green your office may translate into positive public relations and better sales. You certainly can’t afford to risk the bad press associated with not addressing these issues.

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Have Persistence and Patience

Remember everyone who starts up a successful programme has to face obstacles. Sometimes an idea is presented at a time when it must compete with more urgent matters. Look for initiatives that will offer the biggest benefit for the smallest effort. And there will always be a few people who will object to any change, but don’t let them deter you. Be patient and keep trying. If in doubt suggest a pilot programme for starters!

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Get Staff SupportOnce you have management approval you’re next mission is to get staff buy-in. Staff will be asked to change the way they currently work, so their support is vital.

Generating support shouldn’t be too difficult if you:

1. Distribute information to potentially interested or influential staff about the state of the environment and the general impacts their work practices are having on the environment;

2. Organise a fun and informative presentation to your staff (there are plenty of useful resources including videos [Prepare for Tomorrow/ GreenFleet], booklets, posters etc) that can be used to educate and motivate others.

3. Introduce staff to some good starter ‘green office options’ and set up a ‘suggestions scheme’ to allow staff to put ideas forward.

4. Clearly communicate what you want them to do and why.

Look around for environmental or sustainability models (e.g. The Natural Step, Cleaner production, ISO 14000 etc) that might be of interest to you and your organisation.

Join your local business network to find out what others are doing in this area.

Once you have your supporters you should formalise a ‘Green Office Team’ (GO Team) to further participation and action within your organisation.

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Conduct an Environmental ReviewAn environmental review or audit is a good starting point for the ‘Go team’. The process involves examining your current situation and assessing what you want to improve and how you might go about doing it. This provides a baseline against which any improvement can be measured. Some organisations choose to employ a contractor or consultant to help with this (for a list of consultants who can help, visit the Green Pages section of the Green Office web-site)

The following stages are recommended:

1. Set objectives

2. Gather information (use the first section of the Example Survey to measure staff behaviour)

3. Focus on priority areas (e.g. significance, risk or cost)

4. Select a team to work on the priority areas

5. Develop a plan and work to it

6. Conduct a review to see how well you have done. (Site inspections, reduced waste, reduced costs, appealed to staff etc)

7. Analyse and report your findings to staff and management.

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Develop a Policy FrameworkEvery day more organisations are adopting policies to show their concern for our natural resources, human rights, the environment, staff, local communities and for future generations.

Policies set out guiding principles for the entire organisation and guide a business and its employees in their daily activities. They also demonstrate to customers, neighbours, and investors that your organisation has taken a first step toward using good environmental and social practices. You may need a policy framework that covers both operational management issues as well as one for working with suppliers.

Environmental policies can be incorporated into health and safety polices, as the two issues are interrelated, and form a sustainability policy. Many companies are adopting environmental policies and are striving for sustainable development, zero waste or for zero pollution because it is part of good business.

Contact the Businesses for Social Responsibility for information on socially responsibility in business, or for a copy of their Triple Bottom Line Guides.

If a systematic approach is good for your organisation we suggest you investigate the benefits of adopting a formal sustainability or environmental programme.

Where to StartWhat is the environmental or social position of your organisation at present? How could you respond to the challenges of the future?

By choosing to operate in a more environmentally and socially responsible way you can:

Offer products or services with integrity

Avoid waste and pollution

Save money through efficiencies

Improve your organisations image

Support other businesses that are ‘doing the right thing’ (e.g. operating their own environmental or social programmes)

Offer your staff a better work environment

Develop respectful and supportive relationships with suppliers

Avoid supporting socially unacceptable organisations (e.g. child labour, exploitation of resources and cultures, cruelty to animals, promotion of alcohol, gambling, pornography or cigarettes etc).

The best way for any organisation to respond to these is through the formation of a series of rules, values or policies. You can develop any number of policies; in this case we recommend you consider developing an overarching Sustainability Policy with a Purchasing Policy, which sits under this.

Before you decide on your policy framework make sure you understand

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Why Green your Office (e.g. What is at stake? What is legally required?)

The Business Case (e.g. What are the costs and benefits? What are others doing? - What standards could you achieve?)

Communicate the policies and plans internally and make sure staff are aware of the responsibilities they hold prior to informing stakeholders, customers and the community.

Continuously monitor and review your policies, plans and performance in the light of the new information on legislation, advances in science, market changes etc.

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Develop and Launch the PlanThe Plan

Once you have a policy in place you must develop a plan that links to your policy objectives. Your plan should cover the following:

Activity (e.g. printing, photocopying etc)

Action required to improve the activity

Who is responsible

The target

The date that the action should be done by

The resources required to complete the activity

How success will be measured

It can take a few weeks, even months of planning to get to the stage of launching your programme, but good preparation is vital. A successful launch is a great way to inspire the rest of the organisation, your suppliers or stakeholders, with your enthusiasm and commitment.

Hint: start with programmes to reduce waste or electricity use –‘these are the best bangs for your bucks’

The Launch

This is an excuse for a party! Make sure that it is informative as well as enjoyable

1. Outline objectives of the programme – why you are doing it and who is responsible

2. Cover financial aspects and the actions expected from others

3. Display examples of logos and equipment you will use

4. Introduce the working group and staff involved

5. Finally don’t be afraid to ask for feedback!

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Review ProgressMonitoring is a vital part of an ongoing review. Try to track resource use (paper, energy, water etc) in a consistent manner. Is it working?

This question is vital to sustaining your office's waste reduction efforts. Use the second staff survey to gauge your co-worker’s response to any changes.

As well as conducting this survey, revisit your bins and check out spending, for example, has your paper budget decreased.

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Analyse and Report FindingsThe process of analysing and reporting results of any programme tends to be done on a regular, monthly, six-monthly or yearly basis (depending on what you are measuring). Refer to the plan you developed in your early stage and assess how often reporting should be done based on the target date set.

This is the time when you might find areas that need improving. If things aren't going so well, find out what the problems are and fix them!

Do staff really know what to do or do they need reminding?

Is the system too complex?

Do people want more feedback about how their efforts are making a difference?

Can you use your savings to reward staff in some way?

Do people feel like they are working in isolation?

If things are going superbly, how can you improve?

Network with other people who are making headway with environmental practices in their business. Join your local business network and share ideas, stumbling blocks with others.

Report progress in the same manner that other projects or issues are reported in your organisation. Share results with all staff through information presented at meetings or placing information on websites/ notice boards /newsletters etc.

Some businesses are reporting annually to social, environmental and economic criteria. This is termed with Triple Bottom Line Reporting of Sustainable Development Reporting.

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Green Office ScorecardGo through each step and assess how well your organisation has adopted a Green Office.

(Understanding Rating: 1=Poor, 5 = Excellent)

How well do you understand the issues associated with the need for change?

Rating 1-5

Population Growth & Resource Limits

Pollution

Global Warming

Ozone Layer depletion

Deforestation

Increasing pressure from ethical consumers

Threats to New Zealand’s uniqueness

How well do you understand how businesses are addressing these issues?

Rating 1-5

Resource efficiency (do you count energy as a resource?)

Responsible employer and member of the community

Innovation

Gaining market share

Helping to develop positive solutions

Staying ahead of legislation & adding value to national & local policy

Total

How much Management Support do you have? Answer 1-5

1. Management are not aware of the programme

2. Management have agreed to address it at a later date

3. Management have agreed to some of the programme

4. Management are supportive of a trial project

5. Management are fully supportive

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How much Staff Support do you have? Answer 1-5

1. Staff are not aware of the programme

2. Only a small number are aware and supportive

3. Staff have agreed to participate

4. Staff are supportive

5. Staff are actively involved and driving the programme

Have you conducted Environmental review? Answer 1-5

1. No one has conducted an environmental review.

2. Yes, someone conducted a basic environmental review, but not many people know the results.

3. Yes, a basic review has been conducted and the results communicated to some staff.

4. Yes, someone has conducted a thorough environmental review and the results have been reported to some staff.

5. Yes, someone has conducted a thorough environmental review and the results have been displayed and reported to all staff.

6.

Do you have a Policy Framework in place? Answer 1-5

1. No, we have no policies in place

2. Yes, we have a basic draft policy

3. Yes, we have a policy covering some sustainability areas

4. Yes, we have a full policy, but its not up to date

5. Yes, we have a full range of environmental, sustainability and purchasing policies and its regularly reviewed and updated

Have you developed a plan and how well is it going? Answer 1-5

1. No we have no plan in place

2. Yes, someone has developed a plan but very few people have seen it

3. Yes, we have a published plan, but not much has been achieved yet

4. Yes, someone has developed a plan and staff & management support it, with significant progress having been made.

5. Yes, we have a plan that’s well publicised and support by management and its largely implemented

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How well are you assessing and reviewing progress? Answer 1-5

1. The programme hasn’t started

2. The programme has started, but no assessment has been made on progress.

3. The programme is being assessed, but not formally reported

4. The programme has been assessed, but formally reported to only a few people

5. The programme is being formally assessed and reported and reported to all stakeholders

How are you reporting progress internally and externally?

Answer 1-5

1. There is no internal or external reporting done at this stage

2. Staff are informed of progress at an informal session

3. Staff are formally updated on progress on a regular basis

4. Staff, suppliers and other stakeholders are updated on an ad hoc basis

5. Staff and stakeholders are formally informed through regular updates and an annual environmental or sustainability report

Total Score: How well you rate overall

How did you rate?

20 – 40 Time to get started!

41 – 60 Could do better

61 – 80 Going well

81 – 100 A Green Office icon!

© Auckland Environmental Business Network 2002 Page 23

Example Sustainability PolicyFollowing are a list of principles that may help to prepare a sustainability policy for your business or office. Some are ‘must haves’; others are ideals. Supporting each of these statements is a plan of how and when it will be achieved.

We will:

1. Run our business with a long-term vision so that it meets the needs of the present, without compromising the abilities of future generations to meet their own needs

2. Adopt the highest available environmental & social standards in all countries of our operations

3. Adopt a life cycle assessment approach and take responsibility for our products and services from the “cradle-to-grave”

4. Assess on a continuous basis the environmental & social impact of all our operations and be efficient with all materials, supplies and energy

5. Wherever possible we will re-use or use renewable or recyclable materials and components.

6. Minimise waste produced in all parts of the business, and aim for “zero waste” processes.

7. Monitor and manage our energy inputs and projects in the same way as our other materials.

8. Expect similar environmental standard to our own from all third parties involved with our business - suppliers, retailers or contractors.

9. Adopt a GreenFleet programme to reduce the impact our vehicles (staff travel & distribution) has on people’s health and that of the planet.

10.Encourage employees to get involved in environmental and community action

11.Liase on a regular basis with the local community and encourage staff to become actively involved in community programmes

12.Aim to include environmental and social considerations in investment decisions. To help with this there are organisations such as Ethical Investors who provide advice on ethical investments and related issues.

13.Assist in developing solutions to environmental problems, and support the development of environmentally and socially responsible public policy (e.g. Sustainable Development Strategy, Waste Management or Energy Efficiency Strategy)

© Auckland Environmental Business Network 2002 Page 24

Example Supplier QuestionnaireFollowing are a list of questions that may help to prepare a purchasing policy that will support your sustainability policy. Involving suppliers is critical.

Supplier Policy Do they have environmental and social policies?

Do they operate environmental management systems?

Do they undertake environmental and social reporting?

Sourcing Materials or Products Where are the main materials (state or country) sourced?

Are international human rights (e.g. no child labour), and worker health & safety practices followed?

Are visits to manufacturing / processing / distribution plants allowed?

Have you visited your suppliers to verify this information?

Is any environmental management undertaken at source of materials? If so give details.

How are materials transported to you?

Are packaging materials minimised, made of recycled materials, reusable or returnable?

Are any ingredients or materials tested on animals?

About the Product Ask the supplier to explain all environmental attributes of their product? And

how they differ from their competitors.

Does the supplier have any reuse or recovery programs? E.g. can the product be taken back for recycling or remanufacturing? (If no recovery scheme exists, is information provided for safe disposal at end of useful life?)

What is the material’s composition of the products?

How much is made from recycled materials?

How much are made from renewable materials?

For plants (food/ fibre), is it certified as organic?

For wood/ timber, has its source been certified as from a sustainable forest?

Does the product contain any chemicals classified as hazardous or toxic? Give details.

Are Material Safety Data Sheets (MSDS) available and are they willingly provided?

Production Process Has the company been involved in any external environmental improvement

schemes like the Local government Cleaner Production, The Natural Step or

© Auckland Environmental Business Network 2002 Page 25

other Green Business program etc? (Pollution emission controls, Energy conservation, Water conservation…)

Does the product carry any ecolabelling: (i.e. Environmental Choice, AAA rating, Energy Star, Rugmark, Biogro, Demeter, Green Home Scheme, Forest Stewardship Council? Or any standards or safety tests i.e. insulation R rating, fire rating?)

© Auckland Environmental Business Network 2002 Page 26

Example Green Office Plan

Example Green Office Plan for: date: _______

Item Activity Action Responsible Target Date Resources required

Planning Environmental Policy

Develop EP for organisation

Communications manager

Drafted & signed by management

Apr 02

Staff support Publicise policy and programme.

Establish GO Team

Communications manager

Operations manager

Post on all notice boards, newsletter

All depts represented on GO Team

May 02

Product Design

Review product Conduct a Life Cycle Assessment

Operations manager

To list all impacts Jun 02

Reduce packaging sent out

Review packaging Operations manager

Reduce packaging by 20%

Dec 02

Implement green printing procedures

Talk to communications team

Communications manager

Have all materials green printed

Dec 02 Green printers

Operations Assess purchasing requirements

Change criteria for printer etc

Purchasing manager

Have purchasing policy in place

Jun 02

Toner recycling Set up toner recycling bins

Office manager All toner recycled Jun 02 Bins for collection

Purchase recycled paper

Contact suppliers Office manager All paper has 50% recycled content

Jun 02

Resource Efficiency

Reuse paper waste

Make reuse pads Receptionist All one sided paper reused

Jun 02 Glue

Waste Assessment

Waste audit Conduct waste audit

Office Manager Complete by Apr 02 Scales, gloves

Set-up paper collection & reuse system

Provide paper trays with labels & train staff on paper reuse

Office manager Reuse 20% of copy paper

Jun 02 Paper tray label, deskside and copierside poster:

Contractors & Suppliers

Survey Suppliers

Develop questionnaire

Purchasing officer

50% suppliers respond to survey

Dec 02

Prepared by: ___________________ To review by date: _______

© Auckland Environmental Business Network 2002 Page 27

Example Green Office SurveyIntroduction (Please answer and give details where appropriate.)

1- How often have you undertaken the following activities recently? Please tick or highlight.

Always Often

Sometimes

Rarely or

Never

Was it easy to

do?

Reusing paper for taking notes

Reusing single sided paper in a copier or printer

Double sided copying and printing

Using products or packaging made from recycled materials

Buying products or packaging that are designed to last

Repairing or upgrading equipment or refilling products

Using email rather than sending printed material

Previewing documents on the computer before printing

Designing documents to reduce paper

Other (please give details)

1a - Was it easy to do? Please circle or highlight. Yes / No

1b - How could things be improved? ___________________________________________

_____________________________________________________________________

1c - Who should be responsible for coordinating ongoing green office efforts? _____________________________________________________________________

© Auckland Environmental Business Network 2002 Page 28

2 - How important is each of the following to the success of our green office efforts?

ImportantNot very

importantNot at all important

Can’t say

More commitment from management

Simplified systems that all staff can use

Better labelling of recycling facilities

A policy and/or procedure to guide us

Rewards for ‘doing the right thing’ - not just ‘feel good’ feedback

One person to motivate and drive changes

Better control and ordering of office supplies

Knowing what the costs and savings are to the business

3 - How strongly do you agree or disagree with each of the following statements?

AgreeNeither agree nor disagree

DisagreeNot

Applicable

Green Office programme is working

Everyone in the office knows about it

Everyone in the office knows how to duplex documents/reuse single sided paper in the copier & printer/ edit onscreen

Recycling is easier than reducing

Most staff are aware of and supportive of it

I’ve tried, but it takes too much time

I would like to use more recycled products.

I would like regular feedback on our efforts

Any suggestions I may make will be valued by others

I’m ready to do more!

THANK YOU FOR YOUR TIME

© Auckland Environmental Business Network 2002 Page 29