Complete Working Office Recycling Model
Approvals/Agreements
Before proceeding with plans to implement program, it is important to:
- Ensure there is available money to cover equipment, communications, etc.
- Decide in which financial year purchase of equipment will take place
- Discuss how savings from the program can be used for future expansion of the program
- Seek approval from senior management
- Develop, write, and distribute greening policy once approval is received
- Get buy-in from cleaners/janitorial staff
- Get approval to create a short-term Building Program Implementation Team - consisting of Waste Reduction/Recycling Officer, Health & Safety Rep., Union Rep., Communications Branch Rep., etc.
Program Details
- Conduct the initial waste audit (establish baseline)
- Agree on a launch date for the program
- Set waste diversion targets for the program
Contracts
- Look for a recycling contractor who will accept the full range of materials
- Discuss possible changes to existing cleaning, garbage removal and disposal contracts
Equipment
- Determine the type and design of containers
- Determine the number of containers to be ordered
- Determine where containers will be placed
- Select the following:
- central recycling container type - square, round plastic or steel, determined by space restrictions
- deskside paper recycling bin
- desktop garbage Mini Bin
- liners and dispensers for Mini Bins
- color - ensuring the deskside paper recycling bin and central paper recycling bin are same color, the same follows for the desktop garbage Mini Bin/central garbage bin
- appropriate bags for lining central containers - reusable bags are preferred, ie. burlap
Communications/Green Structure
- Set up grassroots Green Teams to help get the word out on the program
- Create interest in the program by using local newsletters, etc. to inform staff about the arrival of the program
- Prepare special communications pieces for cleaners/janitors to inform them about the program
Implementation
- Remove waste paper baskets from under each desk
- Arrange to have them reused or donated (or sold if metal)
- Ensure that all new equipment has arrived, is labeled, and is ready for placement
- Arrange for distribution of equipment
- Ensure that the Green Teams are prepared and ready
- Launch the program with special launch event
After Launch
- Monitor progress of the program
- Give feedback to senior management and staff
- Do the after-program waste audit
- Have regular meetings with the Green Teams
- Do a waste audit three months after the program starts to ensure that the program is still on track
You've done what with my waste paper basket?
Staff need to be informed about a program that is going to make changes in their work habits. They need to understand why you're doing the program, what difference it will make to them personally and globally, and how it's going to work. Knowledge is power and when staff know what's going on, they will feel a part of it and contribute to its success.
That's a silly name for a recycling program!
It is important to give your recycling program a name that makes sense in the context of your company activities. The name and logo have to be easily recognized.
Because the pilot building is the first out of the gate for office recycling at your facility, it should be given the opportunity to pick the name for the greening program. It can then be rolled out to your company at a high-profile communications event arranged to launch the program (after the first building pilot is seen to be successful). Allowing the pilot building's staff to pick the name will give them pride in the program and give them a sense of ownership for it.
How come I haven't heard anything about this?
Getting the message out to all the staff will present certain challenges, depending on the communication channels used in each building. The following communications tools can help to inform staff. Most can be done in-house for little cost.
Internal
- Brochures
- Fact Sheets
- Posters, Flyers, Newsletters
- Electronic Mail (need to discuss with Information Technology staff to work out the best way to do this - it can't be too intrusive or staff won't read messages they perceive to be bothersome)
- Tie-in with existing national environment dates and events
External
- Inform local media that your building - and your company - is helping the environment
- Display signage that lets the public know that your building is helping the environment and that you're saving money too
- Start a "Garbage" scheme and pass on materials to local schools, hospitals, etc.
Develop A Launch To Increase Visibility
Arranging a special launch event in your building will remind staff when the program is going to start and it will also let the public know what is going on.
Coffee and green biscuits could be served in the areas by the elevators or lobby and the Recycling Coordinator could invite the staff on the floor and give a quick overview - one more time - about the program. A draw could be held with a prize of a mug or a T-shirt, etc. This would attract people to the launch.
A display board in the lobby could demonstrate the program's progress. The program name would be the heading, the target would be shown with photographs of the number of garbage bags being generated. Each time waste is reduced by one bag, the photographs are crossed off so staff and public have a visual idea of how the garbage is reduced. The display would stay in the lobby for at least three months - when the final waste audit is done. This display would then move to the next building starting on the program.
At the end of the initial three month period, holding an event at a central location might be a good way to celebrate the success of your program. The results of the waste audit done three months after the start could be the focus. This could also be used as an opportunity to announce the next buildings going on the program. A high profile member of your establishment would officiate at the launch and would hopefully attract local media.
A display, similar to that described above, would act as a barometer for your waste disposal figures.
KEY ISSUE: Be sure that you inform employees of all changes before they're introduced.
So, how's it going?
Perhaps two of the most important aspects of communications is tracking the progress of your program and reporting back to staff. This shows staff that there is continuous monitoring of the program, that their efforts are worthwhile, and that they are making a difference. Tell staff how much material the building generated and what happens to the things they recycle - for example, that the white paper they recycled a few months ago could be contained in their cereal box!
Start a "Staff Recognition Award" to recognize people who contribute 100% plus to your environmental program.
Go for It!
Communication is something that needs to be continued on an ongoing basis through your local newspaper and/or through flyers being posted about environmental events like Earth Day in April. As more and more aspects of greening are added to the program (for example buying office paper with recycled content) this should be communicated to staff. This keeps staff aware of what's new and also to show them that the steps they have taken make a difference.