BSBSUS501 – Develop workplace policy and procedure for sustainability
MacVille enterprises is Melbourne CBD café that was established in July 2009 by and managed by Seamus MacVille. Their mission is to provide a unique and compelling café experience that includes high quality, fair trade coffee, hot and cold gourmet food and beverages and consistent high level of fast, confident and friendly service. The business plan is developed to lead the organization to be one of the leader in sustainability coffee and café within five-year time.
However, Seamus MacVille, the business manager of MacVille enterprises has reviewed MacVille’s operations and has observed that resource use in the head office and the shops is not aligned with the sustainable work practices being promoted by the Sustainability team. Eventually, this report aims to analyse the company’s sustainability practices and implement strategies. It focuses on the triple bottom line of the sustainability spectrums that are environmental, economic and socio-political.
(Refer to chart in Appendix A for the MacVille’s sustainability practices)
MacVille’s existing policy and procedure documents do not reflect the current business sector requirements. The expenses are reported (Appendix B) and shows that water and electricity are low cost expenses. They may not need any attention but the business manager wants to implement some initiatives to sustain the environment by reducing the use of air-conditioning and use dual flush toilets. The expenses report also states the high cost areas that need to be reduced for sustainability. There are steps to take determine the shortfalls between required sustainable practices and documented approaches to the same.
The objectives of this document are:
Analyze the current policies and procedures
Compare the shortfalls
Propose new policies and procedure
Develop an implementation plan
Task 2 – Case study question
Review the case study information provided (attached), policy and procedure documents (in the Appendices of your Student Workbook) and legislative and regulatory documents that describe compliance requirements for the business sector.
Identify and describe required sustainability initiatives for MacVille.
A list of MacVille’s policies and procedures can be found in Appendix C.
There are policies and procedures that are relevant to sustainable practices. These policies and procedures are:
All these polices relate to the sustainable practices in term of environmental, economic and socio-political. Anti-discrimination and Workplace Health Management are some of the socio-political initiatives that have laws and legislation to be complied with by the organisation. Risk management indicates areas where the economic could be impacted by injury or ineffective performance. These risks must be resolved to prevent any loss or damage to the business. However, the manager also notices there is not enough environment control for conserving resources. Therefore, some recommendations have been provided to the team to implement these inanities. These are comprised of:
Reprogramming of all air-conditioning services
Switching off light at night
Better sorting of recycle paper from general rubbish
Encouraging staff use of dual flush capability toilets
Other documents that can be used to implement these process can be based on:
The business plan
The marketing plan
Strategic and operational plan
Risk management strategy
Research and describe best practice models relevant to the business sector, especially as it relates to this case study.
In this report, the most concern issue is to conserving the energy. The best practice of energy saving is provided by Bolton (Practical Sustainability, 2015):
Examine the equipment: For the purpose of energy saving, the firm must determine which equipment can be disconnected at certain times. Furthermore, MacVille can also install humidity control systems in refrigerators to reduce the temperatures by 2 to 4 degrees.
Lights setting: Replacing existing current light with more energy efficient ballasts to reduced energy use by 40 percent.
Turn up the thermostat: implement a dress code for warm weather that encourages employees to dress comfortably for warmer temperatures and set the thermostat in workspace 78 degrees Fahrenheit during work hours. Raise it to 82 degrees Fahrenheit when occupied. The energy savings are significant. Raising the thermostat, a single degree can save 2 percent of the air conditioning costs.
Regular maintenance: perform regular maintenance to keep heating, ventilation and air conditioning systems running more efficiently. Maintenance activities can save up to 30% of fan energy and up to 10% of space conditioning energy use.
These practices must be based on different programs such as fundamentals of sustainability and approaches to sustainability, business ready energy efficiency programs, or sustainable coffee programs.
Relevant legislation and by laws that must be met are Sustainable Planning Act 2009, Waste Reduction and Recycling Act 2011, and Work health and Safety Act 2011.
Identify and describe shortfalls in the existing policy and procedure documents, by comparing research and information supplied.
A review based on the current usage of resources are conducted to gain an insight of potential of changes to organizational performances. MacVille previously reviewed the operations and the result were the resource usage was not aligned with the sustainability practices. The expenses report shows the water and electricity usage are within the acceptable range. However, it is considerably high according to Seamus MacVille. It could cost the business in the long term. Therefore, new implementation is needed to minimize the cost at minimum allowance. This includes the air-conditioners and lighting system reconfiguration.
Furthermore, the rate of water, sewerage and electricity is low when compared to the Photocopier and Printer and wastage. The high wastage is the result of ineffective recycle system. More recyclable paper is used, less waste could be expected. MacVille is considered to be disadvantage on the waste removal service in both recycle and general rubbish. Therefore, enhance the photocopier or limit the use of normal toner and paper may be the solutions. Meanwhile, better waste system could be implemented within the firm to reuse the paper sources and maintain the expense economically and environmentally.
Reviewing the MacVille press release, the new policy to form the new work team is a great idea. However, there is missing of affirmative action. Eventually, the executive of problem solving and identify is difficult to proceed. Moreover, the training sections carried out by the team is insufficient. It leads to the unsuccessful achievement of energy saving. For example, one of the new team policies is to encouraging the last staff member leaving each day to turn the air-conditioning off. However, it is barely done since how the staffs know whenever he or she will be the last one exit the building. It must be a procedure for the staff to follow to prevent all conditioners is left running 24 hours per day. On the other hand, for the affirmative action policy, there is no section for the energy saving. It means the energy saving is the organizational responsibility not the employee’s.
Make recommendations for the existing policy options based on likely effectiveness, timeframes and budget.
– Air-conditioning is switched off automatically by digital devices after closing
– The air conditioners must be switched off manually by the store manager if continue running after hours
– Turning off unnecessary light is responsible for staff and store manager
– Store manager must check the light system and turn them off after hours
– Photocopier and printers only for organizational use
Clearly identify and summaries the scope of changes and new documents required that will need to be made to the MacVille policy and procedure set to ensure compliance with requirements of future sustainability initiatives.
MacVille should monitor and evaluate the effectiveness of the new policies and procedures through a monitoring plan.
Based on the policies and procedures that have been developed in the appendix, the effectiveness of its impact will be monitored. The performance of employees will be observed practically and supervise frequently. The plan is to reduce the usage of energy, water and waste. It can be achieved through minimizing the use of photocopying, air-conditioners, and dual toilet. These must follow the sustainable practices which are being promoted by the Sustainability team.
Identify and describe who could be consulted with to review and develop the revision and creation of policy documents. (This information should be included under the heading ‘Personnel Requirements.’ below).
Manager will be the important person that we would consult with because the manager have the authorization to access and analyze different respects of current policies. It requires the manager to check realistically to observe how the business performs. Complying with the local legislation, the manager could advise the team and discuss about the possibility of the new policy or revised one. On the other hand, the manager will announce the revised policy and plan different training section for staffs to comprehend with these policies.
Write an interim report, by providing two to three paragraphs of explanatory notes under each of the following headings:
MacVille sustainability initiatives
Best practice models
Shortfalls in existing policy
New policy requiring development
Personnel requirements for policy revisions
Develop a revised set of policy documents including:
completed changes to existing policy documents
outlines for recommended new policy documents.
MacVille Operations – usage of equipment and services
Air-conditioning is switched off automatically by digital devices after closing
The air conditioners must be switched off manually by the store manager if continue running after hours
iii. Turning off unnecessary light is responsible for staff and store manager
Store manager must check the light system and turn them off after hours
Photocopier and printers only for organisational use
All toilets are dual flush capability
Waste management – waste control management
A recycle bin is available for recycle items such coffee cups or drink cans
A separate recycle paper is available only for paper recycle and reuse
iii. General rubbish is available for costumers and staffs
Bins are coded with colour and label
Bins must be checked and empty when it is full by staffs
Dress code policy must be revised to ensure the staff to wear comfortably during work. It could reduce the use of air-conditioners. Higher degrees mean more energy saving. Another development is to reuse of all paper for printing. Double sided printer could be enhanced. The scope of these changes is to clearly identify and summaries the new documents that will help to develop the policies and procedures. This will ensure MacVille’s policies and procedures to be implemented for the future development. The propose documents including implementation plan and monitoring chart are available in the Appendix D.
Review the current resources usage for the organisation (as per the case study information attached).
An explanation of how you developed policy that reflects Macville’s commitment to sustainability and as a business opportunity.
The policy will be easy for everyone to implement and increase the business opportunity such as the saving of expenses on energy consumption.
Develop an implementation plan for the new and revised policy documents that includes:
a description of the sustainability initiatives being implemented
detail of how the new sustainability initiatives have been embedded in the new or revised policy documents
an evaluation of the likely effectiveness of the initiatives
implementation timelines and milestones
strategies to minimize resource use, reducing toxic material and hazardous chemical use and employing life cycle management approaches
sustainability or environmental targets and/or key performance indicators, compared to current resource usage
organizational costs for implementing the required changes
an outline of the monitoring approaches to gather reporting information throughout the implementation stage
a description of individual and team responsibilities throughout the implementation stage and procedures to help implement workplace sustainability policy
an ongoing method to identify and consult with a diverse range of stakeholders as a key component of the policy development process
a description of how continuous improvement for the process will be implemented and managed.
Weekly assessment and report
Report printing Paper cost
Store managers reported to Seamus MacVille
Minimizing the use of electricity Report on the use of printing services Report on who used the photocopier for which jobs Report on how new policies improve the use of air-conditioner, dual toilet, and lighting system.
Daily activities, Monthly report
Install colour and label coded bins
Separate waste into different bins Report the use of bins Posters for encouraging consumers and staffs to follow the policies Emptying bins every days Reuse the papers
Activity to define scope of sustainability policy, and gather information from a range of sources to plan and develop policy.
What is the scope of your sustainability policy?
What sources of information have you gathered to help you plan and develop your policy?
Activity to identify and consult stakeholders as a key component of the policy development process.
Who are your stakeholders?
Choose a stakeholder from your list above and describe through what means you would consult with them and what you would discuss.
Activity to include appropriate strategies in policy at all stages of work for minimising resource use, reducing toxic material and hazardous chemical use, and employing life cycle management approaches.
What strategies could you include to reduce toxic material and hazard chemical use and employ life cycle management approaches?
Activity to make recommendations for policy options based on likely effectiveness, timeframes and cost.
Demonstrate how you can make recommendations for a policy based on likely effectiveness, timeframes and cost.
Activity to develop policy that reflects the organisation’s commitment to sustainability as an integral part of business planning and as a business opportunity.
How do you propose to demonstrate your organisation’s commitment to sustainability?
Activity to agree to appropriate methods of implementation, outcomes and performance indicators.
Prepare for a meeting with your supervisors. Brainstorm ideas for appropriate methods of implementation.
Activity to promote workplace sustainability policy, including its expected outcome, to key stakeholders.
Why should you promote your workplace sustainability policy?
What do you have to think about when promoting the policy and its expected outcome to stakeholders?
In pairs, act out a situation where you have to convince your key stakeholders those sustainability policies will benefit them.
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?
Give an example of an activity or activities that you would like staff to undertake to help achieve a target (also specify the target).
Using your example from the previous answer, get in pairs, and tell your partner what responsibilities they should have as if they are the supervisor for implementing your target.
Activity to develop and communicate procedures to help implement workplace sustainability policy.
What is a procedure? Give an example below.
What different methods of communicating a procedure are you aware of?
Activity to implement strategies for continuous improvement in resource efficiency.
What is continuous improvement?
What qualities should staff have for this?
What qualities should supervisors have to help staff achieve this?
Activity to establish and assign responsibility for recording systems to track continuous improvements in sustainability approaches.
First, write a list of all the tasks that need to be done to track continuous improvements in sustainability approaches.
Next, explain how you propose to assign people to those tasks. Do you need a large team? Explain your answer.
Activity to document outcomes and provide feedback to key personnel and stakeholders.
What might you have to give feedback to stakeholders regarding?
Think about your stakeholders – who would be interested in each of the above examples? Assign at least two stakeholders for each.
Activity to investigate successes or otherwise of policy.
What should you research when investigating successes?
What should you research when investigating areas for improvement?
Activity to monitor records to identify trends that may require remedial action; and use to promote continuous improvement of performance; and modify policy and/or procedures as required to ensure improvements are made.
What is a trend? Give an example.
You have found a problem with a procedure. How could you find a solution?
Skills Activity considering your organisational requirements
Research two of the following and write a synopsis of useful information you found from each document:
Energy Efficiency Opportunities Bill 2005
Global Reporting Initiative
Green office program
Greenhouse challenge plus (Australian government initiative)
ISO 14001:1996 environmental management systems life cycle analyses
Life cycle analyses
Supply chain management
Triple bottom line reporting.
Create a five to ten-minute presentation to communicate your research with stakeholders. How can it help you to create your policy? Show how you will implement and review it. You should also consider stakeholder’s different opinions and positions when tailoring your presentation.
Ensure you prepare for questions from the audience.
Outline the environmental or sustainability legislation, regulations and codes of practice applicable to the organisation identify internal and external sources of information and explain how they can be used to plan and develop the organisation’s sustainability policy
Explain policy development processes and practices
Outline organisational systems and procedures that relate to sustainability
Outline typical barriers to implementing policies and procedures in an organisation and possible strategies to address them.
Identify internal and external sources of information that can be used to plan and develop a sustainability policy for the organisation.
What are policy development processes and practices?
What organisational systems and procedures relate to sustainability?
Identify typical barriers to implementing policies and procedures in an organisation and explain what strategies you would use to address them.
Scope and develop organisational policies and procedures that comply with legislative requirements and support the organisation’s sustainability goals covering at a minimum:
minimising resource use
reducing toxic material and hazardous chemical use
employing life cycle management approaches
Plan and implement sustainability policy and procedures including:
activities to be undertaken
record keeping, review and improvement processes
Consult and communicate with relevant stakeholders to generate engagement with sustainability policy development, implementation and continuous improvement
Review and improve sustainability policies.
While leading a group of at least three people, demonstrate your ability to plan, develop and implement workplace sustainability policy and procedures.
Use a range of sources
Write a sustainability report
Describe the benefits of global reporting initiatives (including their usefulness for providing guidelines)
Implement triple bottom line reporting
Are aware of the organisation’s stakeholders
Raise awareness of sustainability policies and procedures at work
Minimise resource usage at work
Demonstrate the organisation’s commitment to sustainability
Implement sustainability procedures
Show an awareness of legislative requirements relating to sustainability
Use key performance indicators.
Demonstrate your ability to communicate workplace sustainability policy to others.
Show an awareness of the various stakeholders involved in sustainability policy
Show an ability to use a variety of methods to promote sustainability policy
Show an ability to inform those involved in implementing the policy about expected outcomes and activities to be undertaken and assigned responsibilities
Show an awareness of the activities that can be undertaken to encourage sustainability.
Liaising with key stakeholders, demonstrate your ability to implement workplace sustainability.
Ensure you show:
An ability to consult and communicate with relevant stakeholders to generate engagement with sustainability policy development
An awareness of which questions to ask when communicating procedures (such as, ‘Who is the target audience?’ ‘What information am I trying to convey?’ and ‘What format will best suit the information?’
An ability to create the right culture for implementing sustainability procedures (by, for example: training staff appropriately, using constructive criticism, rewarding staff who develop ways to improve, and promoting staff progression).
Demonstrate an ability to review and improve sustainability policies.
Provide feedback regarding complaints or suggestions, audits, changes to procedures, and rewards/disciplinary action outcomes
Investigate successes or failures of a policy, as well as barriers to success