2

Environmental Management Systems in Hotels

15 Steps to the Successful Implementation of an Environmental

Management System in a Hotel

15 STEPS

1. Assemble the team2. Initial Review3. Environmental Policy4. Organization and

Personnel5. Register of

Regulations6. Register of

Environmental Aspects

7. Environmental objectives and targets

8. Management Programme

9. Manuals and Documentation

10.Operational Control11.Training12.Records13.Audits14.Environmental

Management Review15.Apply for assessment

2

Step 1 - Assemble the team

• Management Representative• Co-ordinator• Operations• Finance• Legal• Marketing / Sales

Operations - Action Teams

• Appointed representative of � Front of House� Housekeeping� Food & Beverage� Conference & Meeting� Engineering and Maintenance� Sales and Marketing� Personnel� Financial Control� Purchasing

3

Step 2 - Initial Review-where are we now ?

• Four key areas�legislative compliance�evaluation and registration ofsignificant environmental aspects and

impacts�examination of all existingenvironmental management practices�assessment of feedback from any

previous incidents

4

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

5

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

6

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

7

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

8

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

9

Step 6 IIIAssessment of significance

• “The organisation shall ensure that the (environmental) aspects related to these significant impacts are considered in setting its environmental objectives”

• Clause 4.3.1 ISO 14001

Departmental environmental impacts

� front of house� housekeeping� food & beverage

� conference & meeting

� engineering & maintenance

� back of house

� sales & marketing

� personnel & administration

� financial control� purchasing

� community & socio-economic programmes

� grounds & externals

• There is potential for improvement in environmenta l performance in every department of the hotel

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

Housekeeping• Energy

� check room temperatures� 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

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

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

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

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

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

Personnel and Administration

• Energy� Control of lighting in office areas

• Waste� Control of use of paper, toners, etc.

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

Community and Socio-economic 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

10

Assessment of significanceone approach:-

Identify Aspects

Set Criteria

Define Scope

Assess SignificanceSignificantAspects

11

Step 7 - Environmental objectives and targets

• There is a need to set targets and objectives

12

Step 8 - Management programme

Targets and objectives

SpecificMeasurableAgreedRealisticTrackable

13

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

14

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

15

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

16

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

17

Step 11 - Training

• Train administrative and operational personnel� cascade the information, using

administrative and operations managers

� talk with suppliers, contractors and customers

18

Training needs analysis -typical approach….

Auditing Awareness Instrument EMSBriefing

CEO

Executive

Supervisors

LineOperatorsDesignEngineers

19

Step 12 - Records

A system is required to confirm that the system works and compliance can be demonstrated

20

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 inrelation to the policy

21

Internal Auditing

• audit schedule• audit procedure• checklists• audit reports • follow-up and corrective action

22

Step 14 - Environmental Management Review

• Management team meets to review the system including audit results

23

Step 15 - Apply for assessment

• Select a certification body which has

– detailed practical experience– an empathetic approach

– a structured approach– skilled experienced assessors