Environmental Management Systems in Hotels. 15 Steps to the Successful Implementation of an Environmental Management System in a Hotel

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1 Environmental Management Systems in Hotels 15 Steps to the Successful Implementation of an Environmental Management System in a Hotel 2

2 15 STEPS 1. Assemble the team 2. Initial Review 3. Environmental Policy 4. Organization and Personnel 5. Register of Regulations 6. Register of Environmental Aspects 7. Environmental objectives and targets 8. Management Programme 9. Manuals and Documentation 10. Operational Control 11. Training 12. Records 13. Audits 14.Environmental Management Review 15. Apply for assessment

3 Step 1 - Assemble the team Management Representative Co-ordinator Operations Finance Legal Marketing / Sales 2

4 Operations - Action Teams Appointed representative of Front of House Housekeeping Food & Beverage Conference & Meeting Engineering and Maintenance Sales and Marketing Personnel Financial Control Purchasing

5 Step 2 - Initial Review -where are we now? Four key areas legislative compliance evaluation and registration of significant environmental aspects and impacts examination of all existing environmental management practices assessment of feedback from any previous incidents 3

6 Step 3 - Environmental Policy The Environmental Policy Document must be documented and understood at all levels commit to complying with the law be publicly available commit to prevention of pollution and improve environmental performance provide for the setting of environmental objectives relevant to the operations of the hotel 4

7 Step 4 - organisation and personnel Definition of organisation responsibilities necessary to provide resources initiate action identify problems recommend solutions verify implementation of solutions control further activities act in emergencies 5

8 Step 5 - register of regulations Need to establish and maintain procedures to record all legislative, regulatory and other policy requirements regarding environmental aspects of activities services 6

9 Step 6 - Register of environmental aspects Need to evaluate and assess environmental aspects - direct and indirect controlled and uncontrolled emissions controlled and uncontrolled discharges solid and other waste land contamination 7

10 Step 6 II - Register of environmental aspects use of land, water, resources and energy noise, odour, dust, vibration and visual impact effects on specific parts of the environment beneficial impacts 8

11 Step 6 III Assessment of significance The organisation shall ensure that the (environmental) aspects related to these significant impacts are considered in setting its environmental objectives Clause ISO

12 Departmental environmental impacts There is potential for improvement in environmental performance in every department of the hotel front of house housekeeping food & beverage conference & meeting engineering & maintenance back of house sales & marketing personnel & administration financial control purchasing community & socioeconomic programmes grounds & externals

13 Front of House Energy blocking off and grouping rooms light controlling key cards environmental information in guest packs Water environmental information in guest packs Waste electronic internal information to reduce paper usage reuse of paper recycle toner cartridges

14 Energy check room temperatures Housekeeping watch for malfunctioning fans, aircon, heating etc use cold water instead of hot wherever possible Water use minimum quantities during cleaning notify maintenance immediately of any leaks Waste reuse linen unsuitable for its original purpose use dispensers instead of sachets use cleaning materials in the recommended concentrations and dispose of containers properly

15 Food and Beverage Energy Appropriate lighting levels in restaurants and bars Beverages coolers not sited in cellars Water Dead man valves on sluicing hoses Dish and glass washers correctly maintained Waste Segregation of glass, tin, plastics and paper Menu planning to reduce waste food

16 Conference and Meeting Energy Appropriate lighting in public areas HVAC maintained and controlled Water Maintenance of all water outlets in washrooms Waste Reuse of non-confidential papers Segregation of paper for recycling

17 Engineering and Maintenance Energy All HVAC fully maintained with controls correctly set Low energy lighting wherever appropriate Sensors in all low non-public traffic areas Water Planned preventative maintenance and rapid response to leaks Waste Care of used oils, lubricants, paints and solvents

18 Back of House Energy Sensors in low traffic areas Switch off and save policy Water Prestel taps in washrooms Hippos in flush cisterns Report leaking taps Waste Recycling schemes for plastic cups, cans, bottles etc

19 Sales and Marketing Energy Control of lighting in office areas Low energy computers Switch off and save policy Waste Careful planning of brochure production runs

20 Personnel and Administration Energy Control of lighting in office areas Waste Control of use of paper, toners, etc.

21 Financial Control Energy Monitoring, measuring and controlling consumption Water Monitoring, measuring and controlling consumption Waste Monitoring, measuring and controlling food waste Monitoring landfill and carrier returns

22 Community and Socioeconomic Programmes Energy Distribution of excess and which cannot be stored Water Inclusion on water treatment Waste Excess estates compost for agriculture & horticulture Use of non-confidential documents for schools and other social projects

23 Assessment of significance one approach:- Define Scope Identify Aspects Set Criteria Assess Significance Significant Aspects 10

24 Step 7 - Environmental objectives and targets There is a need to set targets and objectives 11

25 Step 8 - Management programme Targets and objectives Specific Measurable Agreed Realistic Trackable 12

26 Step 9 - Manuals and documentation Establish and maintain manual relating to: environmental policy, objectives, targets and programmes key roles and responsibilities interaction between the systems elements documentation 13

27 Step 10 - Operational control Control activities, particular attention to: documented work instruction procedures regarding suppliers monitoring and control of effluent & waste streams etc.. performance criteria 14

28 Step 10 - Operational control II Procedures to establish compliance with programmes, targets or instructions identify and document verification information and procedures establish and document acceptance criteria assess validity of previous verification information 15

29 Step 11 - Training (where most operations fail) for senior management in policy formulation and resource allocation for auditors for specialists managers in EMS awareness training for employees 16

30 Step 11 - Training Train administrative and operational personnel cascade the information, using administrative and operations managers talk with suppliers, contractors and customers 17

31 Training needs analysis - typical approach. CEO Executive Supervisors Line Operators Design Engineers Auditing Awareness Instrument EMS Briefing 18

32 Step 12 - Records A system is required to confirm that the system works and compliance can be demonstrated 19

33 Step 13 - Audits When the system is in place and working properly an audit is needed to determine environmental management activities conform to the programme the system is effective in relation to the policy 20

34 Internal Auditing audit schedule audit procedure checklists audit reports follow-up and corrective action 21

35 Step 14 - Environmental Management Review Management team meets to review the system including audit results 22

36 Step 15 - Apply for assessment Select a certification body which has detailed practical experience an empathetic approach a structured approach skilled experienced assessors 23

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