Encouraging cycling in the workplace

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1 Encouraging cycling in the workplace Support available to help get employees on their bikes The Mayor s Vision for Cycling We are investing more than ever in encouraging Londoners to take to two wheels and are working with the Mayor to achieve a 400 per cent increase in numbers by 2026 (compared with 2001 levels). As part of this, we are making cycling safer, more attractive and more convenient. Between 2001 and 2011, the number of people in the Capital cycling to work more than doubled, from 77,000 to 155,000, and we want this trend to continue. Encouraging businesses in London to embrace the cycling revolution is vital to achieving this goal. People who choose to travel to work by bike will be opting for one of the cheapest, healthiest and most environmentally friendly forms of transport available. Employers benefit too those who cycle to work are happier, fitter and take fewer days off sick. This guide is for employers who want to find out more about how to encourage and support cycling in the workplace. How we can help you We have a range of tools to get people on their bikes. Sign up for Cycling Workplaces, where eligible businesses can get up to 10,000 worth of cycling products, such as cycle parking equipment and training. Register online at tfl.gov.uk/cyclingworkplaces

2 Why encourage staff to cycle? Cycling to work has many benefits for employers in fact, research suggests that people who cycle regularly take one less sick day per year. This saves the economy 128m annually 1. Punctuality Cyclists don t experience the same unexpected delays that can occur when travelling on other forms of transport. Also, they aren t disrupted by planned engineering works, which can impact weekend and shift workers in particular. It s healthy Cycling is a low-impact exercise that suits most people. It improves health and fitness, and can easily fit into a normal routine. Healthy Transport = Healthy Lives, a 2013 report from the British Medical Association, linked cycling with a number of recognised health benefits including: Improved mental health Reduced risk of premature death Prevention of chronic diseases such as coronary heart disease, stroke, type 2 diabetes, osteoporosis, depression, dementia and cancer Fewer industrial accidents Studies show that physical activity initiatives can reduce the number of workplace injuries. In some cases, numbers have fallen by 25 per cent 2. Lower staff turnover rates According to the same research, the introduction of workplace active travel programmes led to staff turnover falling by between eight and 13 per cent. Happier workplaces Commuters who travel to work by bike are generally happier than those who don t, according to the 2011 UK Census. Corporate Social Responsibility (CSR) Supporting sustainable travel options will help your business meet its CSR obligations. Increasing cycling is one way to minimise your impact on the environment and enhance your CSR reputation. Making provisions for people that want to cycle also assists businesses that need to implement travel plans as part of planning conditions or travel to work strategies. There is no better time To improve the experience for those who choose two wheels, the Mayor launched his Vision for Cycling. This is part of the Road Modernisation Plan an investment of 4bn in London s road network, the biggest in a generation. 1 The British cycling economy: gross cycling product report, London School of Economics, Sustrans Active Travel Information Sheet, Active Travel Scotland, 2003 Encouraging cycling in the workplace 2

3 Getting started Encouraging your staff to cycle to work is a step in the right direction, but you need to have the facilities in place to help them get going. Parking Safe and accessible cycle parking is a must. It should be: Obvious It must be easy to find and well signposted. Staff will be put off if parking is difficult to locate Accessible Close to your place of work and near an entrance Safe and secure Cyclists should be able to lock their frames and both wheels to something and will be deterred if areas don t look or feel secure. Good lighting and CCTV helps with this Easy to use and maintain Make sure cycle parking is of a good quality and cannot be damaged easily as bike locks can be heavy and cause knocks and scrapes. If you have lockers, put a good key allocation process in place. Areas should be clean and litter free Able to cater for the right number of people Spending time looking for space to park a bike can make employees late for work and stressed, cancelling out two of the benefits of cycling. Make sure you have enough parking for those who already cycle, plus extra for anyone who intends to start Covered If possible, offer cyclists a dry area to store their bikes so they are not deterred in bad weather Our updated London Cycling Design Standards includes a wealth of technical information on best practice for cycle parking. Encouraging cycling in the workplace 3

4 Types of cycle parking If you are thinking of installing or replacing cycle parking, you will need to know which types are available. Each has its own benefits. The most important thing is to choose an option that allows cyclists to secure their frame and both wheels. Sheffield stands This is the most common type of cycle parking and can be seen all over London. The stands can accommodate two bikes, are available as individual units or toast racks, which can store several cycles, and come in a variety of finishes. Lockers These can be used indoors or outside. Lockers are secure but require maintenance and a key allocation system. They also take up more space. This is the most secure option and will protect bikes from the elements. Indoor lockers are available for folding bikes. Covered compounds Normally these are used alongside Sheffield stands. They provide a covered area for bike storage and can be locked. Two tier racks These are useful where space is limited. As you need to lift your bike to use them, alternative parking should be provided for those unable to do this. Cycle shelters Usually installed to cover Sheffield stands, these protect bikes from the weather, while still providing easy access. Encouraging cycling in the workplace 4

5 Cycle parking what to avoid Butterfly racks and wheel slots These bike stands only allow one wheel to be locked to them, so cycles tend to be unsteady and less secure. Insured bikes are not protected against theft and damage if they are locked in this way, so claims are likely to be rejected. Sculptural stands As an alternative to Sheffield stands, some parking options have been manufactured to be more visually attractive. However, as pictured below, stands that do not allow cyclists to secure both wheels of their bikes are not recommended. Too much parking in one area Cycle stands that are too close together are difficult for cyclists to use and can cause bikes to be scratched. Always aim to have at least one metre between stands to prevent overcrowding. Choosing the wrong location Parking should not be installed near stairs or close to doors as this can increase the chance of collisions with pedestrians. Make sure corridors are wide enough cyclists need enough space to turn bikes around. If you have any questions, Encouraging cycling in the workplace 5

6 Providing facilities and services for cyclists Think about what you already have and what you still need to put in place. Facility or service Cycle parking Showers Changing areas Drying cabinets for cyclists clothes Towels and laundry system Lockers Pump and repair kits Alternative option Talk to your local authority about on-street cycle parking, or negotiate access to a nearby secure cycle parking area. If you provide pool bikes for staff, consider purchasing folding models that can be stored indoors. Negotiate access to a nearby gym or neighbouring workplace. Provide a loan or subsidy for electric bikes as less effort is needed to ride them. Negotiate access to a nearby gym or neighbouring workplace. Create a suitable space in an unused part of your office. Provide changing rooms with racks and hangers or create areas to hang clothes. Make sure there is an area to hang and dry towels that staff may bring from home, especially if showers are available. Provide extra storage for cyclists in the office eg under-desk pedestals or cabinets. Make staff aware of nearby cycle shops where they can use pumps free of charge. Encouraging cycling in the workplace 6

7 Pool bikes Establishing a pool bike system for employees will help people see cycling as a viable way to travel for business. Whether the cycles are used by staff to go from building to building, or borrowed for journeys home, a good system will help show that your business is bike friendly and will help to save money. Pool bikes can save: Time It takes, on average, just 22 minutes to cycle four miles in central London Money After the initial investment, journeys by bike are free. Cyclists spend less money on public transport, taxis and car-share schemes Space Pool bikes take up less space than cars they can cut your car parking requirements if you lease your spaces from your landlord A practical guide to setting up a pool bike scheme 1. Build your business case Carry out an audit of your workplace to identify potential space for parking bikes, changing areas and storage for items such as helmets and pumps Consult your occupational health colleagues and insurance providers Assess the current travel habits of your staff and the cost of taxis, public transport and car sharing or pool car use 2. Procure your equipment and address health and safety issues Choose bikes that are suitable for both men and women. Also select models that have gears so they are easier to ride. Look for chain guards and mudguards so they can be ridden in work clothing, and baskets and panniers so laptops and documents can be carried easily. Electric bikes can be expensive but are easy to pedal, so could be useful during hot summer months Could you provide funding so staff can use our Cycle Hire scheme? Ensure bikes are fitted with safety equipment such as lights Investigate cycle training. Make sure staff who want to use pool bikes have had training first and establish a risk assessment process for them to follow before they get started Set up your pool bike booking system. Establish signing in and out sheets, a key management process and a reporting system for any damage or repairs. Introduce a maintenance system to ensure bikes are regularly checked and are safe to use. Make sure you have considered insurance implications of staff cycling for business Find out more about your nearest docking stations and how your employees could use our Cycle Hire scheme at tfl.gov.uk/santandercycles 3. Promote your scheme Make sure staff know how to use the pool bikes and tell them about the available training options. Writing a user guide will help Recruit pool bike champions who are knowledgeable and can support less experienced colleagues Encouraging cycling in the workplace 7

8 Promoting cycling in the workplace Focus on the positives. Make sure employees know that by cycling to work they can: Save time and money Get healthy Improve their wellbeing Beat the rush hour Enjoy a new leisure activity In spite of the above, cycling represents only two per cent of all journeys in London 1 and many still see it as a challenge. As well as championing the benefits, you will need to address people s concerns. We ve listed some of the main issues your staff may have and things you can do to help. It is important to tell your staff how they can ride safely in the Capital. You can do this by: Introducing them to cycle training On-bike cycle training is the best way to learn how to cycle safely. Cycle trainers are flexible and can meet employees at work or at home. They can even accompany people on their commute, which is a great way for beginners to improve their confidence and skills. Experienced cyclists can also benefit from a training session as they can benchmark their riding against best practice. In addition, trainers can teach advanced skills for more complex road layouts. You can even invest in your own cycle training. There are several organisations based in London that will visit offices for a day or half-day and take people out for short lessons during work hours. Safety Important message for staff To help you cycle safely, free commuter cycle skills training is available for people of all abilities. This will involve a qualified trainer riding with you and making sure you can deal safely with junctions and busy traffic on London s streets. 1 Travel in London Report 6, TfL, 2013 Encouraging cycling in the workplace 8

9 Providing cycle safety checks There are many cycle maintenance companies that offer bike safety checks. They spend a day at workplaces, checking cycles and offering repairs if needed. Look at whether you can organise this for your staff. Booking a cycle safety seminar Available for free as part of Cycling Workplaces, an experienced cyclist can deliver a lunchtime seminar to employees of all abilities. They will provide tips on how to ride safely in traffic, facts and figures from the Highway Code, and general information on cycling matters in the Capital. Cycling Workplaces enables eligible businesses to take advantage of free training, cycle safety checks and bike marking sessions for staff. Visit tfl.gov.uk/cyclingworkplaces to register. Encouraging cycling in the workplace 9

10 Cost Important message for staff Bikes, helmets, pumps, appropriate clothing... the initial investment needed to start cycling to work may seem high. With time, these costs are offset by the money saved from not using cars or public transport, and assistance is available to help get you started. The Cycle to Work Scheme or a similar salary sacrifice initiative Staff who hire bikes through this scheme can benefit from a discounted rate. They pay for cycles and accessories (helmets, lights etc) up to the value of 1,000 over a year through salary deductions, saving money as this reduces the amount of tax that has to be paid. Bike loans You can offer interest free loans to your staff. Mileage allowance If staff use personal bikes for business travel, you can offer to pay them a mileage allowance. HMRC will allow 20p per mile to be paid before it needs to be taxed. Support Set up a Bicycle User Group (BUG) Identify and recruit one or two keen cyclists to set up a BUG. These groups provide a forum where staff can provide feedback on existing facilities for cyclists in your workplace. A BUG can be as simple as an group or as active as a monthly meeting. Members can help you to administer a pool bike scheme or a buddy up support system (where experienced cyclists assist less experienced ones), and help publicise the benefits of cycling to work. Pumps and repair kits Buy a track pump with a pressure gauge and chain or lock it loosely (so it can be moved but not removed) in a convenient place that cyclists can access. Repair kits are also useful. Get involved in national campaigns Keep up to date on campaigns such as National Bike Week and National Cycle to Work Day. Coordinate your internal communications and encourage your staff to get involved. These campaigns often involve special offers and discounts designed to get people cycling to work. Sign up to our Business Bulletin. To keep up to date on our travel offers for employers, businessengagement@tfl.gov.uk Encouraging cycling in the workplace 10

11 Next steps Register for Cycling Workplaces If you are based in London and have five or more employees, you can receive up to 10,000 worth of bike parking, safety checks, bike marking and skills training. For further details visit tfl.gov.uk/cyclingworkplaces or Find out more Bikeability bikeability.dft.gov.uk The national standard for cycle training. Find out more about the cycling skills that are taught to help people ride safely on the roads, and find a trainer near you. Prudential RideLondon London Cycling Campaign British Cycling prudentialridelondon.co.uk lcc.org.uk britishcycling.org.uk A free, family-friendly, annual two-day festival of cycling. Developed by the Mayor of London and his agencies. A membership charity that aims to make sure that everyone in Greater London who cycles, or wants to cycle, has a voice. The national governing body for cycling. Provides information on cycling for recreation or competition, plus hints, tips and guidance. Encouraging cycling in the workplace 11