Bsbsus501 Develop Workplace Policy And Procedures For

Bsbsus501 develop workplace policy and procedures for

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Before you begin vii
Topic 1: Develop workplace sustainability policy 1
1A Define scope of the sustainability policy 2
1B Gather information from a range of sources to plan and develop policy 16
1C Identify and consult stakeholders in the policy development process 20
1D Include appropriate strategies in sustainability policy 25
1E Make recommendations for policy options 29
1F Develop policy that reflects the organisation’s commitment to sustainability 33
1G Seek agreement on implementation methods, outcomes and performance indicators 38
Summary 41
Learning checkpoint 1: Develop workplace sustainability policy 42
Topic 2: Communicate workplace sustainability policy 53
2A Promote workplace sustainability policy to key stakeholders 54
2B Inform those involved in implementing the policy  60
Summary 64
Learning checkpoint 2: Communicate workplace sustainability policy 65
Topic 3: Implement workplace sustainability policy 73
3A Develop and communicate procedures to help implement workplace
sustainability policy 74
3B Implement strategies for continuous improvement in resource efficiency 79
3C Establish and assign responsibility for recording systems to track continuous
improvements in sustainability approaches 82
Summary 88
Learning checkpoint 3: Implement workplace sustainability policy 89
Topic 4: Review workplace sustainability policy implementation 99
4A Document outcomes and provide feedback to key personnel and stakeholders 100
4B Investigate successes and failures of policy 104
4C Monitor records to identify trends 107
4D Modify policy and procedures to ensure improvements are made 110
Summary 113
Learning checkpoint 4: Review workplace sustainability policy implementation 114
© Aspire Training & Consulting
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

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 & Consulting
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 & Consulting
Topic 1
Develop workplace sustainability policy
Relevant personnel
You should also consult with a range of people to obtain relevant and current information
that can guide you in developing the sustainability policy. Suitable avenues for consultation
are described below

Suitable avenues for consultation
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
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
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
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
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
Ensure that information about the policy is included in induction sessions for
new staff

Information sessions and presentations
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
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

Place articles on the intranet

Place articles in the company’s newsletter that is distributed to full-time and
casual staff, customers, contractors and suppliers, business associates and

Hold teleconferences to include those in remote locations

© Aspire Training & Consulting
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:
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

The implementation 1 2 3 4 5
will have little effect on

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

The option will benefit our 1 2 3 4 5
triple bottom line reporting
and is GRI (Global Reporting
Initiative) compliant

© Aspire Training & Consulting
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

•• 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)
Threats (external)
© Aspire Training & Consulting
Develop workplace policy and procedures for sustainability
Implementation approach and impact
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

Identify the resource requirements for implementation

Promotion and communication
Provide an overview of how the initiative will be promoted to stakeholder groups

Responsibility, monitoring and reporting
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

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
•• 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 & Consulting
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

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

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 & Consulting
Develop workplace policy and procedures for sustainability
… continued
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 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 & Consulting
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

•• 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 indicators
Key performance indicators must reflect the goals of the organisation and be quantifiable,
achievable and agreed on in advance of policy implementation. Ensure that employees
understand what they are expected to achieve, are capable of reaching the KPIs that
have been set and are in agreement with the expectation of their job description. Skill or
knowledge 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 requirements
Identify the activities to be undertaken
The type of activities an organisation will undertake depend on
the scale of its sustainability policy. In many cases, organisations
that are just starting out are likely to concentrate on small
but effective steps such as reducing energy and paper use
and introducing a recycling program. Others may embark
on a physical restructure, such as purchasing energy-efficient
equipment and machinery or changing production techniques
and materials to reduce environmental impact

© Aspire Training & Consulting
Topic 2
Communicate workplace sustainability policy
Allocate the responsibilities to the relevant areas and key personnel in your organisation
by determining who is responsible for each area. The information below outlines typical
responsibilities 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

•• 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 KPIs
Frank and Steph met with each of the managers and supervisors in the organisation to discuss
targets 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
this target, and the target may well be increased at some future date after
a review

© Aspire Training & Consulting

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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Frequently Asked Questions

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?