Bsbsus501 Develop Workplace Policy And Procedures For
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ContentsBefore you begin viiTopic 1: Develop workplace sustainability policy 11A Define 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 workplace sustainability policy 743B Implement strategies for continuous improvement in resource efficiency 793C Establish and assign responsibility for recording systems to track continuous improvements 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 114 © Aspire Training & Consulting v BSBSUS501 Develop workplace policy and procedures for sustainability 1A Define scope of the sustainability policy Sustainability focuses on the concept of interdependence, meaning that life on earth exists due to a delicate balance of ecosystems. If part of the system is disrupted, all life on earth experiences repercussions
In recent decades it has become clear that human beings are living beyond this natural balance, using up the planet’s resources at a rate that cannot be maintained. Sustainability in an organisational context is therefore about reducing water and energy use, reducing waste and pollution, and switching to renewable sources of energy, raw materials and products
A holistic approach requires that actions be considered on individual, organisational, national and global levels. The fundamental premise of sustainable thinking is that the future is not somewhere we are going, but something we are creating through our choices today
Components of sustainability Sustainability is often associated uniquely with environmental issues. However, there are three interlocking components associated with sustainability that are equally important
Actions today have ecological, economic and social consequences for the future, as shown here
Ecological sustainability └└ Ecological sustainability is based on our planet having a limited amount of non-renewable resources and ensuring we do not use these up
Financial (or economic) sustainability └└ Financial sustainability involves the fair distribution of wealth. Wealth is often needed to access essential services such as medical care and education, and ensure a good standard of living. The global economic crisis in late 2008 demonstrated how fragile our global economies can be. Economic growth is dependent on natural resources and energy supply — 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 and medical care or just general equality principles
© Aspire Training & Consulting2 BSBSUS501 Develop workplace policy and procedures for sustainability Identify reporting requirements There are a number of reporting requirements you may need to consider when developing your 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’s most widely used sustainability reporting framework and is committed to its continuous improvement and application worldwide. The framework sets out the principles and indicators that organisations can use to measure and report on their economic, environmental and social performance
National Greenhouse and Energy Reporting Act 2007 (Cth) └└ This Act introduced a single national framework for the reporting and dissemination of information about greenhouse gas emissions, greenhouse gas projects, and energy production and consumption
Triple bottom line reporting └└ Triple bottom line reporting is an approach to accounting that, in addition to reporting financial measures, reports on the total performance of a company including environmental and social activities
Your policy must stipulate the need to report on the strategies your organisation has in place to reduce its impact on the environment and its performance against targets through the mechanism of triple bottom line reporting
Life cycle analyses A life cycle analysis is a tool for identifying and measuring the environmental impact of resource and energy used in the entire life cycle of a product, including production, distribution, consumption and disposal. This allows a company to examine the full range of environmental and social impacts resulting from its products and services, and assists in choosing the least damaging route
An environmentally conscious organisation will incorporate life cycle analysis into decision- making processes, and manage materials and products across their life cycles. The procedures of life cycle assessments are a part of the ISO 14000 Environmental management standards. Software packages are available to aid in these complex calculations
© Aspire Training & Consulting10 Topic 1 Develop 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 consultation Staff 1 All staff can provide input for the development of a workplace sustainability policy as they can comment on the efficiency and effectiveness of current practices. It is vital that input from employees is encouraged and acknowledged, and combined with the input from all other sources
Consultants and environmental agencies 2 There 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 GRI standard. Information on emissions trading can be gained from the Australian Government’s Department of the Environment. Find out whether there are any agencies in your area that focus on sustainability programs
Environmental regulators and industry associations 3 Local, national and international environmental regulators provide advice on policy development and procedures; for example, the Environmental Protection Authority in Victoria provides advice and conducts environmental audits
Many recommend standards such as AS/NZS or ISO provide best practice guidelines on achieving those standards. Industry associations also provide guidelines and information on compliance with regulations, rules and standards
Companies and businesses 4 Many companies and businesses provide their sustainability policy, plans, targets and approaches as part of their annual reports, or as separate publications or announcements on their website. Such electronic documents can include policy statements and procedures that can be analysed and considered in terms of your own organisation. Triple bottom line reporting provides one type of standard reporting
© Aspire Training & Consulting 17 BSBSUS501 Develop workplace policy and procedures for sustainability Raise awareness The sustainability policy must include how the organisation is going to raise awareness of its sustainability aims. There must be a communication strategy that provides for information sessions 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 it has set
The following information provides an outline of some communication strategies
Communication strategies Induction sessions 1 Ensure that information about the policy is included in induction sessions for new staff
Information sessions and presentations 2 Arrange whole staff information sessions and presentations to discuss people’s responsibilities and provide the opportunity for feedback, making sure part-time employees are included
Explanatory steps 3 Explain the steps to be taken to minimise resource use, reduce toxic material and hazardous chemical use, and employ life cycle management. Present these steps using notices, posters, intranet articles, blogs, memos and flyers
Use pictures, photographs and graphics to ensure everyone understands the procedure
Intranet 4 Place articles on the intranet
Newsletters 5 Place articles in the company’s newsletter that is distributed to full-time and casual staff, customers, contractors and suppliers, business associates and shareholders
Teleconferencing 6 Hold teleconferences to include those in remote locations
© Aspire Training & Consulting26 BSBSUS501 Develop workplace policy and procedures for sustainability Qualitative questionnaire Use 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 provide an initial determination as to whether the option should be investigated further or, on comparison 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/initiative Policy 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 agree Provide any additional comments in the space at the bottom or overleaf
This option will yield 1 2 3 4 5 benefits that outweigh the costs
The implementation 1 2 3 4 5 will have little effect on production
The option will improve our 1 2 3 4 5 compliance performance
The option will reduce 1 2 3 4 5 resource consumption and the ecological footprint of the organisation
The organisation has 1 2 3 4 5 the capability to provide the support required to implement this option (e.g., human resources, training)
The option is in line with 1 2 3 4 5 the organisation’s strategic plan
The option will benefit our 1 2 3 4 5 triple bottom line reporting and is GRI (Global Reporting Initiative) compliant
Comments: © Aspire Training & Consulting30 BSBSUS501 Develop workplace policy and procedures for sustainability Example: options identified and recommended Frank and Steph undertake a cost-benefit analysis on the initiatives and options they are considering. The key difficulty they find is quantifying the benefits associated with the options. Assistance is sought from an expert at the local university in quantifying intangible benefits
A SWOT analysis provides information that enables them to understand the potential effects internally (strengths and weaknesses) and externally (opportunities and threats). Documenting the SWOT analysis identifies areas where they will need to take action to minimise risks associated with the weaknesses and threats
A report is generated with appropriate costs and time lines for consideration by their fellow directors, Chris and Anh
Practice task 5 The 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 plants grow
•• 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 would recommend that the initiatives are included
Creating a vegetable garden Asking families to bring in items to re-use for arts and crafts Strengths (internal) Weaknesses (internal) Opportunities (external) Threats (external) © Aspire Training & Consulting32 BSBSUS501 Develop workplace policy and procedures for sustainability Implementation approach and impact 3 Identify which areas will be affected and how this will be addressed. For example, down time for equipment changeover could offer an opportunity for staff training
Provide details on training that will be required and which employees will need to attend
Identify the resource requirements for implementation
Promotion and communication 4 Provide an overview of how the initiative will be promoted to stakeholder groups
Responsibility, monitoring and reporting 5 Detail who will be responsible for reporting on the implementation of the different aspects of the initiative. Outline the monitoring process and the reports that will be generated
Review 6 Provide a review time line and process
Example: further policy initiatives When the directors of Prestige Printing and Office Supplies (Frank, Steph, Chris and Anh) agreed to develop a workplace sustainability policy they also agreed to develop a statement outlining their commitment to sustainability and supporting the environment. This formal statement is issued to the local press (newspapers, radio and television). It explains the initiatives that they will be considering to promote sustainability in regards to their products and services
Frank and Steph draft a sustainability statement and policy that incorporates the following initiatives: •• A ‘green discount account’ for account clients who purchase environmentally friendly products and services •• A competition for local high school students to write an essay on a sustainability, with the winners to receive green products and discounts from Prestige Printing and Office Supplies •• A billboard displaying the company’s monthly energy use designed by local Grade 6 students © Aspire Training & Consulting36 BSBSUS501 Develop workplace policy and procedures for sustainability Internal newsletter The organisation’s regular newsletter for internal stakeholders is a useful medium to promote the new sustainability policy. Some organisations may decide to prepare a special issue of the newsletter that focuses on sustainability. It should contain a message from the CEO to emphasise the commitment of senior management, and explain the major initiatives that will be implemented in the first stage of the policy, along with the expected outcomes
Posters and notices Posters displayed around the office, workshop, factory and tearoom are useful as a promotional strategy, as they provide a constant reminder of what the organisation aims to do. This can help build momentum and encourage commitment to the goals of sustainability. Charts and graphs can be used to show the current situation, the activities planned and the goals the organisation expects to achieve
Meetings A meeting specifically held to introduce the policy will focus attention on the sustainability targets and give people the opportunity to ask questions. Meetings are a good medium for explaining the expected outcomes so people can see where they are heading
Logo or mascot Develop a name for your ‘green office’ program. Perhaps create a logo or mascot that will identify the program. This is a fun and visible way to increase its profile, although it will take time and money to create and promote
© Aspire Training & Consulting56 BSBSUS501 Develop workplace policy and procedures for sustainability … continued Correspondence Suppliers, contractors and business associates can be informed of the policy through written correspondence such as letters, memos and emails. Such documents should clearly detail the policy, the methods and approaches for implementation, targets and expected outcomes
Presentations Presentations can be used to inform external stakeholders and the general community of policy development and implementation. The size and scope of the presentation will vary according to the promotional budget from a roadshow travelling across the nation, to an open day or a display at a local shopping centre. Presentations are a chance to showcase the organisation’s strengths, and to inform those interested in attending what they are doing in relation to sustainability
Websites and newsletters The internet is a valuable tool to keep external stakeholders and the broader community informed. Many organisations have a webpage dedicated to sustainability and the environmental strategies they are introducing to reduce their impact. This is used to display policies and highlight achievements. Sustainability reports and the organisation’s newsletter can be made available online
Many websites also provide the opportunity for external parties to seek answers to questions in 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 emphasise commitment to the environment; for example, ‘Please consider the environment before printing this email’
Annual general meeting An organisation’s annual general meeting is an opportunity to communicate environmental performance to a wide range of stakeholders, in keeping with an organisation’s commitment to triple bottom line reporting
Information service Some organisations provide information services via dedicated phone lines and, when a new policy development is released, provide additional trained staff to handle calls
© Aspire Training & Consulting58 Topic 2 Communicate workplace sustainability policy Typical sustainability goals •• Implement a set of environmentally preferred selection criteria so purchasing strategies reflect sustainability practices by the end of the financial 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 one month
•• 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 refill 100 per cent of toner cartridges consumed by October 2016
•• Introduce special bins to take recyclable material and reduce the amount of recyclables going to landfill to nil within six months
Key performance indicatorsKey performance indicators must reflect the goals of the organisation and be quantifiable,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 deficiencies 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 five 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 requirementsIdentify the activities to be undertakenThe 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-efficientequipment and machinery or changing production techniquesand materials to reduce environmental impact
© Aspire Training & Consulting 61 Topic 2 Communicate workplace sustainability policyAllocate the responsibilities to the relevant areas and key personnel in your organisationby determining who is responsible for each area. The information below outlines typicalresponsibilities for managers and staff
Senior management General staff The responsibilities of senior management The responsibilities of general staff include: include: •• following all sustainability policies and •• raising awareness of the policy initiatives procedures such as: and encouraging environmental practices –– using recycling bins correctly •• providing information about roles and –– using once-used paper for printing responsibilities of employees, daily operational draft copies requirements, reporting mechanisms and consequences of noncompliance –– switching off lights when leaving •• preparing step-by-step procedures for –– handling and storing hazardous carrying out specific tasks material correctly •• reporting progress regularly to staff and •• participating in all environmental external stakeholders initiatives such as: •• dealing with media enquiries and business –– green team activities partners –– promotional initiatives •• implementing purchasing agreements –– planning days/brainstorming sessions •• ensuring compliance with legislative for new ideas
requirements •• organising sustainability audits and reviews •• managing and rectifying breaches •• approving budget expenditure to achieve targets; for example, approving a quote for installation of skylights •• arranging training for staff as needed
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 monthly progress 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 cent reduction per month on solid waste generated for the first four months, and a 10 per cent increase in recycling of materials in the same period. She will provide a monthly report to the directors
•• All staff are to comply with new procedures on energy use and a 15 per cent reduction in nonproduction energy is to be achieved in six months
Spot observation checks will be instigated. Frank and Steph have had a solar hot water system installed that will assist substantially in achieving v1495 this target, and the target may well be increased at some future date after a review
© Aspire Training & Consulting 63
Social sustainability refers to the needs of people and communities. This may include access to adequate housing, sanitation, food and A life cycle analysis is a tool for identifying and contractors and suppliers, business associates and shareholders. 6: Teleconferencing Hold teleconferences to include those in remote locations. 30
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How do you implement workplace sustainability policy?
3.1 Develop and communicate procedures to help implement workplace sustainability policy 3.3 Establish and assign responsibility for recording systems to track continuous improvements in sustainability approaches 4. Review workplace sustainability policy implementation 4.1 Document outcomes and provide feedback to key personnel and stakeholders
What is the companys policy to provide safety to the labors?
Company has the policy to provide safety to the labors with the help of safety materials, guards and after accident services at the factory site.
What is an activity to inform those involved in implementing the policy?
Activity to inform those involved in implementing the policy about expected outcomes, activities to be undertaken, and assigned responsibilities. When informing those involved in implementing the policy of the outcomes you expect, why is it important to be specific?