Melbourne Call Centre: Sustainability Policy and Procedure Report

This report details the development and implementation of a workplace sustainability policy for the Melbourne Call Centre. It begins with an assessment of current practices, identifying areas for improvement in environmental sustainability, including energy consumption, waste management, and employee behavior. The report outlines the required information for policy development, stakeholder consultation, and proposes a new policy with specific in-office and out-office actions. The finalized policy includes guidelines for reducing environmental impact, amending position descriptions, and promoting sustainable practices. A communication strategy, involving pamphlets, workshops, and new responsibilities, is proposed. The procedural document details changes, timelines, staff responsibilities, and monitoring methods. Finally, a report to the CEO summarizes the results of the policy's initial implementation, highlighting reductions in electricity consumption but also areas needing improvement, such as waste disposal and paper usage, with recommendations for stricter guidelines. The report concludes with a list of relevant references.

Running head: WORKPLACE POLICY AND PROCEDURE FOR SUSTAINABILITY
WORKPLACE POLICY AND PROCEDURE FOR SUSTAINABILITY
Name of the Student
Name of the University
Author note

1WORKPLACE POLICY AND PROCEDURE FOR SUSTAINABILITY
Assessment 1
Part A.
Scope of Workplace Sustainability Policy.
According to the review of the current workplace practices, it can be stated that the
Melbourne Call Centre has major scopes for a Sustainability Policy. First of all, both within
and off – office practices for the organisation show major discrepancies regarding their
sustainable practice. Some of the practices like turning off lights when they are not in use,
putting recyclable garbage in their appropriate bins, shifting from hard copy to soft copy etc.
can be made possible through smaller intervention programmes. Most of these practices are
highly behavioural in nature, meaning that the staff, by changing their workplace attitudes
and ethics would be able to contribute to environmental sustainability in significant ways.
Similarly, changing the existing workplace policies on environmental sustainability also
promotes sustainable practices amongst the staff.
Type of information required.
In order to develop the policy, the type of information that is required is the
information regarding sustainable organisational practices. Each corporation must adhere to
some aspect of Corporate Social Responsibility that highlights their role in protecting the
environment from harms inflicted by man.
National and State laws as well as relevant documentation regarding sustainable
environmental practices are needed to be checked in order to understand how the organisation
can adhere to the best practices policies and guidelines. The Australian government alongside
the state and territory governments as well as local administrations jointly promote
environmental protection as a key organisational requirement. Australian Government
Legislations govern the process of approving and assessing the required national

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environmental concerns in appropriate ways whereas the different state and territory
Environment Protection Legislation applies to specific corporate and business activities.
Nature and extent of stakeholder consultation.
Both internal and external stakeholder engagement becomes important in the current
context. Internal Stakeholders include the organisational head, head of the Human Resources
Department, Legal department, and staff members. External Stakeholders include business
partners, environmental law and best practice actions quality control team who are
responsible for evaluating and assessing the organisation’s actions in terms of environmental
best practice guidelines and sustainability laws.
Part B.
Sustainable functioning on an organisational level is crucial for the development of
environmentally appropriate practices (Norton, Zacher & Ashkanasy, 2014). The corporate
social responsibility guidelines adequately highlight the organisation’s adherence to the
aspect of environmental protection and sustainable practice (Pater & van Lierop, 2006). The
current proposal looks at Melbourne Call Centre’s (MCC) existing practices and based on the
identified aspects of non – compliance with appropriate environmental standards, proposes
the development and implementation of a workplace sustainability policy.
The current status of sustainable functioning in MCC shows that the staff are not in
compliance with the organisational best practice requirements for environmental concerns
(Norton, Zacher & Ashkanasy, 2014). Some of the identified aspects of non – compliance are
trifling enough to be solved through simple behavioural amendments, like disposing empty
printer cartridges for recycling or turning off lights and fans in areas that are not in use
(Colicchia et al., 2013). However, the most significant drawback with respect to the current
practice shows that the key proponent of detrimental environmental practices mostly arise

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from the lack of a well - structured environmental and best practice policy specific to MCC.
The MCC ethos and commitment to sustainable functioning is a crucial indicator that the
organisation support sustainable environmental practices. It identifies sustainable practice as
a key central element of its business proposition, thereby also making it a vital element for
business planning and opportunity.
The primary objective of the policy is to reduce the impact on environment inflicted
by the organisation’s malpractices, including but not restricted to energy overconsumption,
improper disposal of garbage and contribution to pollution. At the same time, the policy will
also note the key limitations of this organisation, primarily in terms of effectiveness,
timeframe and cost.
The following changes will be addressed in the new policy:
1. Specific in – office activities that promote sustainable environmental practices.
2. Amendment of existing Position Descriptions.
3. Out – office action proposal.
Similarly updates will also be made to the organisation’s existing policies and practice
guidelines, firstly highlighting the areas that are lacking evident support and
incorporating new practices into the areas required.

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Part C.
Finalised Workplace Sustainability Policy:
With respect to Sustainable Environmental Practices and Organisational Best Practice
Guidelines, the current policy is designed for the staff to adhere to the best practice guides.
1. Replace light bulbs with sources that consume low electricity, like LED or CFL.
2. Turn off lights and fans in your individual area while you are not in the place.
3. Turn off lights and fans as well as any other electrical equipment in places where they
are not in use.
4. Dispose garbage according to the biodegradable and non – biodegradable garbage
types.
5. Promote reduce, reuse and recycle amongst all office members.
6. Promote the use of soft copy for reports instead of a printed hard copy where
necessary.
7. Electrical equipment should be bought from registered sellers and in accordance with
their sustainability compliance.
8. Limit the use of paper made products and promote the use of products made out of
recycled materials.
9. Employees should be given the opportunity to work from home at least once a week.
10. Offer the employees with incentives to take public transport or join carpool.

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Memorandum
To: The CEO, Melbourne Call Centre.
From: (name), HR manager.
Date:
Subject: Communication Strategy for Sustainable Practice.
Sir,
I have attached the newly finalised draft of the sustainable environment practice policy
outlining ten specific policy steps that the organisation must take immediately in order to
comply with the required changes in the environmental sustainability practice.
However, this memorandum is to outline the communication strategies that is required in
order to address the new workplace sustainability policy and how it can be communicates
across the office demographic.
The primary strategy that I am implementing is distributing pamphlets and flyers to all
employees and other staff of the office wherein the new sustainable development policy is
highlighted. Furthermore, given that most of practices identified beforehand were individual
behavioural traits that did not promote sustainable workplace practices, distribution of
promotional flyers will not be sufficient and hence a few workshops and discussion sessions
are also required to be implemented in the first month of the introduction of this policy.
Lastly, I also suggest that assignment of new responsibilities be made possible. I am also
anticipating certain conflicts within the office with respect to the implementation of the new
policy. I suggest that a temporary leadership and conflict management team be developed in
order to deal with the anticipated problems if any arise.
Please revert back with concerns if you have any.
Best Regards
(name), manager, HR.

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Part D.
Procedural Document:
Title Details
Summary of
new policy.
The New MCC Workplace Sustainability Policy is directed
towards identification, evaluation and implementation of
specific changes within the office to promote sustainable
development practices. This includes reduction of use of paper
and paper made products in the office, reduction of
consumption of electricity, segregation of differential garbage
and promotion of carpooling and public transport.
Changes. The changes are significantly highlighted in the areas of in –
office practices with respect to use of resources. The misuse of
electricity, paper and paper made products as well as improper
disposal of garbage are the two key domains under
consideration.
Timeline of roll
out.
The new policy rollout will be effective from the next month
onwards.
Effectiveness of the policy will be tested on a two month period.
Staff
Responsibilities
The staff responsibilities with respect to the new policy include
strict adherence to the policy statements and understanding
personal roles that need to be played in order to successfully
promote healthy environmental habits.
In addition, each staff is specifically asked to reduce their
personal consumption of electricity and paper.
Recording and
monitoring.
In – office CCTV cameras can be additionally used to monitor
the employees’ adherence to the policy. No additional CCTV
cameras will be put up in the office under the context of
evaluation.
Besides that, recording and monitoring will also be done
through checklists provided to each employee where they will
highlight their adherence to the policy document.
Continuous
improvement.
Continuous improvement will be strong focus of the sustainable
practice at MCC. It will be done through rigorously testing the
effectiveness of the policy and the actions of the employees.
Based on the records and evaluations, timely amendments to the
policy will be made.

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Part E
Report to the CEO.
In lights of recent development with regards to the newly implemented workplace
sustainability policy, a general mixed result has been identified. This report outlines the
results and makes a few key considerations in that respect.
The results of the review indicate that the overall electricity consumption in the
timeline tested has been reduced by 20%. Some staff have also adopted sustainable practices
like bringing their own ceramic mugs and reducing the use of paper made products. However,
the overall majority of the aspects and the outcomes listed in the procedural document has
still not been met. An abundance of recyclable materials are still being found in normal
dustbins and there has not been any significant reduction in the use of paper within the office.
While the impact of the changes made are quite substantial, it can still be considered
progress. Most of the objectives are not being met, however the turnaround of employees
who have adopted the practice of sustainable workplace, show that the listed outcomes are
not outside the achievable limits. Furthermore, the employees also have mixed perceptions
regarding the new policy with respect to diversity. Overall, the use of resources have not
increased but they have not decreased significantly either. Based on the current status, some
minor changes to the policy are highlighted as follows:
1. Official documents ad report drafts should be mandatorily made available in the form
of soft copies unless some employee specifically requests for one without reason.
2. Stricter guidelines regarding disposal of waste is required with specific ‘recyclable’
bins present throughout the office.
3. Stricter no – plastic rule in the office can also be made present in the policy.

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References.
Colicchia, C., Marchet, G., Melacini, M., & Perotti, S. (2013). Building environmental
sustainability: empirical evidence from Logistics Service Providers. Journal of
Cleaner Production, 59, 197-209.
Norton, T. A., Zacher, H., & Ashkanasy, N. M. (2014). Organisational sustainability policies
and employee green behaviour: The mediating role of work climate
perceptions. Journal of Environmental Psychology, 38, 49-54.
Pater, A., & Van Lierop, K. (2006). Sense and sensitivity: the roles of organisation and
stakeholders in managing corporate social responsibility. Business Ethics: A
European Review, 15(4), 339-351.