Sustainability in Workplace Report for IBIS

This report discusses the development, communication, implementation, and review of a workplace sustainability policy for IBIS. It covers topics such as scope of sustainability policy, listing the type of information, meeting agendas and minutes, recommendations for policies, implementation of strategy, and more. The report aims to promote environmentally responsible practices and principles in the organization.

T-1.8.1
SUSTAINABILITY IN WORKPLACE REPORT FOR IBIS
SUBMITTED TO:
SUBMITTED BY:
SUSTAINABILITY MANAGER
DATE:
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T-1.8.1
Table of Contents
Task 1: Develop workplace sustainability policy..........................................................3
1. Scope of sustainability policy.........................................................................................3
2. Listing the type of information.....................................................................................10
3. Meeting agendas and minutes.......................................................................................11
1. Meeting Objective.........................................................................................................11
2. Attendees......................................................................................................................11
3. Meeting Agenda............................................................................................................12
4. Recommendations for policies for effectiveness, timeframes and cost........................12
5. Implementation of Strategy...........................................................................................13
Task 2: Communicate workplace sustainability policy...............................................14
1. Promoting the new workplace environmental sustainability policy.............................14
Task 3: Implementation of workplace sustainability Policy........................................15
1. Processes for Reduce, Reuse and Recycle environmental sustainability program.......15
2. Action (Strategy) Plan for Continuous Improvement for Resource Efficiency............16
3. Record Keeping for Sustainability Program.................................................................18
Task 4: Review Workplace Sustainability Implementation.........................................18
2. Modify Procedures........................................................................................................18
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Task 1: Develop a workplace sustainability policy
1. Scope of sustainability policy
Environmental Sustainability Policy
Policy number XXXXXXXXX Version XXX
Drafted XXXXXXXXX Approved by Board on XX/XX/XXXX
Responsible person XXXXXXXXX Scheduled review date XX/XX/XXXX
Purpose
IBIS need to strive towards the preservation of environmental sustainability for the entire
planet, through its various operation levels, practices, participating in the community of
practice and while participating in Australian social disclosure.
IBIS aims at maximization of resources utility by minimizing environmental negative impact.
They aim at enhancing awareness and communication of efforts according to a policy that
fosters environmentally responsible attitude in staffs, volunteers as well as amongst its users.
All IBIS staffs are obligated to conduct duties, limiting natural effect by encouraging staff
mindfulness, input and through support. With its aims on vitality, IBIS will reduce the level
of vitality measured.
IBIS conforms to laws and regulations applicable by reducing risks and developing
documented robust systems for implementing, monitoring, measuring and disseminating
environmental performance. It aims at applying it into operations and to a broader
community.
Scope
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The policy will be implemented to all activities of IBIS, to its XX/XX/XXXX
at XX/XX/XXXX. The policy is focussed upon high-risk environmental factors within the
department's Environmental Risk Assessment.
The policy will however not be for staff welfare such as health and safety related, as it is
undertaken by the Occupational Health and Safety (OHS) department’s program.
The Company will aim to provide programming to clients while maintaining an enhanced
social, ecological and economic parts. The core vision will be transformed into reality project
and practices which reduce heavy dependence of common assets, advances, advance vitality
effective items, initiate developments and innovations accommodating benefits for
customers, groups as well as the planet.
Definitions
Sustainability: Conducting operations in a matter taking into
consideration environmental responsibility
while striving for financial and social
responsibility. This would enable current
needs while carving a foundation for the
future.
Managing Performance The need for operations, social consideration
and environmental effect are undertaken
capable usage of benefits, such as control, gas,
water, advancement materials, transport, and
acquisitions, stimulating stewardship.
Making Ready for Sustainability Establishing a base for analysis of instructive
modules as well as administrative practices. It
is undertaken in a sensible manner over each
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operation within the organization in a
systematic manner
Biological sustainable Designs Reducing the natural impact of a building by
utilization of blueprint benchmarks and
processes.
Supporting Performance The operational performance will need to have
an ecological impact along with social duty.
This will incorporate efficient and successful
usage of various assets such as water, power,
gas, transport, developmental materials and
acquiring rehearses that initiates natural
stewardship.
Sustainability Training A relationship between educational modules,
research and regulatory practice with ground
administrators. The relationship has to be
focussed upon learning in a manageable
manner over the organization's operations.
Policy Statement
IBIS commitment in the enhancement of the organization's sustainability by instilling a
sustainable culture that promotes conducting operations that reduce environmental along with
social impact. It would enable the accommodation of sustainable practices and principles in
research and community engagement.
IBIS will achieve the statement by means of ;
o Guaranteeing maintainability through all key reports that are prepared by IBIS
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o Formation of an annual Sustainability Reporting procedure
o Progressing towards an environmentally sustainable awareness culture, that
adheres to responsible understanding
o Establishing standards for Ecologically Sustainable Design (ESD) in regards to
capital and framework activities.
o Initiating the process of research and development (R & D) that will instill an
ambiance for continued improvisation
o Forming an association with groups that respond to the community's needs for a
supportable future and providing administration
o Enabling a healthy and safe workplace for all staffs, employees, and volunteers
o Emerging as an environmentally responsible organization within the community
o Reusing and recycling of natural resources for their conservation
o Undertaking process within the organization that do not have an adverse impact
on the environment
o Making effective use of energy in the organization
o Undertaking efforts that encourage environmental protection understanding
o Improving environmental performance in a continuous manner
o Adopting processes of policy evaluation by adopting regular audits, self-
assessments, and implementations
Responsibility
In order to accomplish sustainability, the organizational goal and objectives laid down will be
followed. The goals and objectives will guide the maintainable processes in order to strive for
the organization. The organization will need to establish and express dedication towards
accomplishable goals while striving towards them by committing continuously towards the
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changed association. Statement: Company is striving to set up, improvise, continually
evaluate a culture of manageability along with the ecological commitment by its staffs,
through production network and exclusive partners.
It will undertake the Board’s responsibility in maintaining and application of regulations in
order to achieve its processes.
The CEO's responsibility will include the application of processes and policies.
Processes
 IBIS will need to create staff related guidelines, that can be followed by users and
volunteers towards appropriate environmental procedures. Appropriate training will
be imparted to ensure practices are applied,
 In the case of endangered safety, health or environmental issues, IBIS will act in a
manner to correct such a condition. Such incidents will be reported to authorities and
parties as deemed appropriate.
 All appropriate steps that are able to attain governmental and voluntary requirements
will be undertaken by IBIS. Stringent necessities of environmental policies will be
adhered to along with compliance with governmental procedures.
 IBIS will continually evaluate environmental management systems by undertaking
audits and self-assessments of compliance alongside policies.
 IBIS will undertake efforts for maintaining an honest and open dialogue with its
stakeholders, staffs and the public regarding health, environment and safety
performance for operations and services.
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 IBIS will make sure staffs, volunteers and contractors are informed and diligently
adhere to policies and report regarding health, environment and safety issues in
regards to the management such that immediate actions can be taken.
Legislative Context
o Protection of the Environment Operations Act 1997 (NSW)
Environmental protection goal implies;
(a) A goal which is connected to expected environmental outcomes, and
(b) A goal which enables the creation of strategies for human activities management
impacting the environment
The above enactment is approved by the Enforcement Officers from Protection
Authority. The core aim of this enactment is;
 Protect, re-enforce and improvise the planet’s nature
 Provide information to the community and society regarding the planet
 Provide open doors to communities for the purpose of natural insurance
 Reduce, recycle harmful wastes, measure non-recyclable materials, reuse or
recoup materials such that dangers to communities and society can be
reduced
 Work Health and Safety (WHS) Act 2011
The Work Health and Safety Act 2011 ensure wellbeing, welfare, and security for
all work specialists. It provides security and wellbeing of individuals, who are
engaged in work.
All workers are protected by the WHS Act along with;
 Laborers
 Workers on contract
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 Outworkers
 Subcontractors
 students and understudies
 Volunteers
 Work encounter understudies
 Managers at work
The WHS Act provides assurance for the existing populace by ensuring their
wellbeing and security, while performing hazardous work exercises.
Related Documents
 Purchasing Policy
 Risk Management Policy and Procedure
 Code of Ethics
 Employee Feedback Form
 Workplace Health and Safety – General Policy and Procedure
 Workplace Safety Checklist
Implementation
Example:
A Sustainability Policy will be adopted and communicated in an appropriate manner;
 Email memorandum to the staff and management for its review and feedback.
 Informing workshops to be hosted with Sustainability Champions.
 Meetings and introductions to appropriate partners to take place.
 Sanction on Sustainability @ ds site.
 On the website of MNMK Education updation of ‘Current News’ and the ‘What’s
New’ in the ‘Strategies and Processes pages.
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 IBIS will entail all communications to stakeholders and employees
2. Listing the type of information
 Referring to the IBIS sustainability initiatives on page 7
 Websites referred to;
o GRI Standards
https://www.globalreporting.org/standards
o Australian Government ICT Sustainability Plan
See Mandatory Environmental Standards section
o https://www.environment.gov.au/sustainability/government/ictplan/guidance-
materials
o Develop Workplace Policy and procedures for Sustainability Plan
http://www.regionalskillstraining.com/sites/default/files/content/WIP
%204%20AHCWRK511A.pdf
o Department of Environment and Energy
https://www.environment.gov.au/energy/efficiency
o Energy Efficiency Opportunities Bill 2017
https://www.legislation.gov.au/Details/C2005B00167
Source of information Information
Government departments Relevant laws, bylaws, regulations
pertaining to workplace
sustainability
Green office program Raise environmental awareness
Australian Government ICT
Sustainability Plan
Relevant laws, bylaws, regulations
pertaining to workplace
sustainability
Green purchasing Buying products and services that
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T-1.8.1
minimize negative environmental
impacts over their life cycle of
manufacturing, transportation, use,
and recycling or disposal.
ISO 14001:1996 Environmental
management systems life cycle
analyses
Gives requirements for an
environmental management system,
to enable an organization to develop
a policy and objectives taking into
account legislative requirements and
information.
Department of Environment and
Energy
Energy savings, electricity prices,
rating, business advice and
programs
3. Meeting agendas and minutes
MEETING AGENDA
Meeting/Project Name: Appropriate strategy study of sustainable workplace policy
Date of Meeting: XX/XX/XXXX Time: X:00 pm
Meeting Facilitator: Location: Meeting room
1. Meeting Objective
Minimize resource use, reduce toxic and hazardous chemical use, and adopt a lifecycle management
approach
2. Attendees
Name Department/Division E-mail Phone
A Project manager [e-mail] XXXXXXX
B HR team leader [e-mail] XXXXXXX
C Accounting team leader [e-mail] XXXXXXX
D Group manager [e-mail] XXXXXXX
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3. Meeting Agenda
Topic Owner Time
Study on effective management of in-house resource use Project manager
Reduced overall cost Accounting Manager
Strategy to minimize electricity consumption Group manager
Life cycle management method Accounting Manager
4. Recommendations for policies for effectiveness, timeframes, and cost
A policy for recommendation encompasses knowledge and practice for adhering to action for
sustainability. The policies include processes for employees that enable developing
knowledge to enhance sophistication levels as they initiate a reaction from the hotel into head
office. The sustainability action procedure includes;
 Initiating a case towards change – Analysing the case of sustainability by
assessment of the prevailing situation and then investigating into ideas and concepts,
by producing a case for change.
 Defining a scope for action – Analysing venues for applying the change through
evaluation of resources available and constraints, taking consent, and then developing
a statement for the agreed process for the action.
 Development of a proposal for action – Initiating and then selection of ideas, then
developing or molding them to ready them for action. Formulating, communication
and then supporting the proposal.
 Implementation of the proposal – Re-directing the change proposal into the course
of action.
 Evaluation and reflection – Addressing a successful endeavor into the actionable
course through an effectively applied procedure, then figuring of a future direction
along with learning that has been assimilated form it.
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Timeline: Achieve over the next 5 years (20XX-20XX)
Probability of the profit that might be gain is estimated to be:
Budget:
IBIS Hardware and network devices
Devices Ground Floor 1st Floor
Printing and copying
equipment
2 8
Desktop PCs 10 10
Laptops 30 20
Audiovisual equipment 4 1
Networking equipment
Switches with dual power
supply
Access points
4 1
Total number of devices 50 40
Number of staff 40 40
Total Assumption of Cost $150,000
All transactions must be well documented for future references
5. Implementation of Strategy
In order to have an appropriate implementation strategy, all information regarding
performance needs to be designed and aligned. For an organization’s sustainability reporting,
it needs to be figured ways in which the organization contributes or aims at doing so in the
future for improvisation or deterioration of environmental, economic and social conditions at
the community, social and global parameters.
Reports for sustainability need to address the broader concept of performance and operations
beyond individual performances. A discussion regarding the organization's performance by
limiting demands on the environmental or social resources has to be placed at the local,
regional, sectoral and global level. Communication to the staffs regarding expected changes
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T-1.8.1
and then to the greater population by means of poster and signs have to be undertaken. Once
the internal stakeholders (i.e. staffs) are informed then replacement of old systems needs to be
initiated. In order to manage performance agencies will need to manage the ICT
Sustainability Plan such that they can evaluate and monitor ICT sustainability initiatives. The
factsheet below aligns ICT Sustainability Plan with terminology, as the scorecard will be
referred to as the ICT Sustainability scorecard.
May 2016 May 2017 External Reporting
Mechanism
Power usage effectiveness (PUE) in data
centers and server rooms
- 1.9 OSCAR, CIOC one
term review
Desktop energy per end user (kWh) 400 250 OSCAR, one term
review
Desktop computers off after hours (applies
from May 2016 to 90% of fleet)
90% 90% OSCAR, one term
review
Desktop computers to printer ratio 14:1 20:1 Evaluated in 2017-18
as part of one term
review of the plan.
Desktop devices (inc. laptops) per end user 1.4 1.2
Internal copy paper per end user (reams per
year)
13 9
e-Waste reused or recycled - 75%
Task 2: Communicate workplace sustainability policy
1. Promoting the new workplace environmental sustainability policy
IBIS environmental sustainability strategy department will provide long-term changes
required for accommodation of environmental achievements into business operations. The
company’s need will need to be placed at the focus of the service system, infrastructure
management, and resources along with strategic initiatives enhancing energy performance.
Management of environmental with financial risks will need to aim at the reduction of office
waste, cost reduction and improving employee and stakeholder comfort.
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Environmental projects with initiatives will be applied in four diverse areas;
 Enhancing customer welfare by means of sustainability
 Sustainability asset and infrastructure management
 Corporate Social Responsibility
 Sustainable leadership and culture
The department will provide environmental protection for continuous improvisation in
operation management and reducing impact. The policy will link the wellbeing and health of
the environment along with the wellbeing and health of Australians.
Task 3: Implementation of workplace sustainability Policy
1. Processes for Reduce, Reuse and Recycle environmental
sustainability program
Reduce
In order to reduce waste and help the environment, before it becomes rubbish, the following
needs to be undertaken;
 Environmental impacts of various products need to be analyzed, alongside searching
for alternatives
 Purchasing in bulk and not wasting is essential
 Selecting products with minimum packaging, that can be recycled or re-used need to
 Reusable boxes or shopping bags should be carried and plastic bags, as well as plastic
containers, need to be avoided
 While printing both sides of the paper should be used
 Usage of electronic mail needs to be enhanced
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Re-Use
 Papers for printing need to be re-used
 Glass bottles, plastic bags, aluminum foil and jars for food take away need to be
repeatedly undertaken prior to disposing or disposing
 Lunch needs to be carried in reusable containers against plastic wrapping
Recycle
Recycling of materials by recovering things in offices will be the next important factor after
post reusing and reducing.
Why do we need to recycle?
 Recycling of economic, social advantage and environment creates civic pride and
environmental awareness, assisting environmental pollution
 Recycling enables conserving raw materials in the industry to be the preservation of
natural resources
 Manufacturing products from recycled materials by making use of less energy by
producing a similar product in a cost-efficient manner
 Recycling also reduces landfills preventing rubbish
2. Action (Strategy) Plan for Continuous Improvement for Resource
Efficiency
Types of desk systems
Waste
stream
material
Desk side
Central Advantage
s Disadvantages
Rubbish
from the
Rubbish SimpleLow contamination Employees will go
to central bin
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Desk side
only
Rubbish: Provide waste
bins near every desk, and at
a various recycling station
Paper: Near each printer
keeping a bin
Recyclables: Central bins at
the recycling station
station to recycle,
by a reduction in
recycling efforts
Paper
Recyclables
Desk side rubbish and
paper only
Rubbish: Bin at every desk
and at the recycling station
Paper: At every desk
keeping a small paper bin
and a central bin near the
photocopier
Recyclables
: Central
bins at the
recycling
station
Rubbish
Enhanced convenience for
desk workers
Increase in paper recycling
Cleaners will have
increased
workload by the
collection of extra
bins for recycling
Staff will go to
central bin station
for recycling,
possibly reducing
recycling
Paper
Recyclables
Deskside paper only
Rubbish: Central bin at the
recycling station
Paper: Small paper bin at
every desk and central bin
near the photocopier
Recyclables: Central bins at
the recycling station
Rubbish Will increase paper
recycling (the biggest
waste issue in offices)
Paper bins can be left
longer between
collections, thus reducing
costs
Possibility of
paper bins
contamination
Staff needs to
have a high level
of awareness
Paper
Recyclables
Desk side paper and
recyclables only
Rubbish: Central bin
provided at the recycling
station
Paper: Central bin near the
photocopier
Recyclables: Central bin at
the recycling station
Recyclables and paper:
Small combined
recycling/paper bin at every
Rubbish Staff to familiarise lower
contamination
In order to dispose of
rubbish, staff will need to
reduce waste
Desk bins will
sort off-site to
access processing
facility
High level of
awareness and
support from staff
members is
needed
Paper only
Recyclables
& Paper
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T-1.8.1
desk
3. Record Keeping for Sustainability Program
An Excel spreadsheet template for the recording of expenses for purchasing toners and
maintenance of photocopiers and printers over 6 months period.
Sample template Item Jan Feb Mar Apr May Jun
Photocopier pages 150 414 120 552 130 520
Laser printer pages 1100 1220 857 1165 1275 1382
MFD Pages 110 76 50 45 123 82
Total reams paper 4 3 2 6 3 6
Ream of paper $30 $19 $13 $22 $20 $26
Cost of paper 5 4 4 2 4 6
Laser printer toners $125 $85 $65 $120 $131 $123
Printer toner cost 4 4 3 4 3 5
Photocopier toners $85 $55 $60 $65 $70 $90
Photocopier toner costs $70 $230 - - $45 --
MFD Toners 5 7 12 10 4 11
MFD Toner Costs $92 $85 $75 $84 $92 $80
Cost p.p. for servicing $7 $7 $7 $7 $7 $7
Cost of servicing $55 $35 $35 $40 $60 $42
Total print costs 457 $256 $1672 $377 $402 $360
Task 4: Review Workplace Sustainability Implementation
2. Modify Procedures
Some procedures that need to be modified for workplace sustainable implementation are;
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1. Re-thinking prior to printing
Unnecessary printing single line emails or copies of documents goes onto wasting a large
number of papers. Every department needs to carefully assess printing needs prior to bulk
orders, such as brochures or annual reports. In various cases most copies end up in storage
rooms, therefore a formal method of evaluating a number of print out needed has to be
undertaken.
How to reduce paper waste:
a) Posting an in-house reminder near to the printing machine or at every desktop.
Slogans or popular quotes for saving paper can be used, such as “Save paper, Save
trees”.
b) Tracing printing footprint, by instilling a system which enables staffs to quantify a
number of prints that every individual is responsible for. This direction will enable
reducing individual paper wastages.
c) Conducting paper-free meetings by having a soft copy of sheets might prove to be
more effective. sharing materials of meeting in USB gadgets for participants would
provide further assistance.
2. Using paper in an efficient manner
By copying of image on both sides of the paper which can assist paper cost up to 50%. It
enables money savings on mailing as well as storage. It enables ease of stapling and folding.
3. Using fewer papers by effective technology mechanism
Internet, Intranets, Emails and document scanners allow rapidly reducing of paper usage
along with time and money. It allows up to 25% reducing in paper wastage.
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