Smarter Travel WorkplacesTemplate Web Content

Smarter Travel WorkplacesVersion 11th November 2015

Introduction to this Document

These slides contain generic content which you can adapt for your staff travel intranet pages, or for public-facing pages on travel to your site.

You are welcome to use any graphics or text from Smarter Travel Workplaces/ Smarter Travel Campus in, or linked to in, this document.

For other content which is linked (e.g. Get Ireland Active), please include references to the original source.

Where you see content that is underlined, this is where a hyperlink should be used to the relevant section or website.

Graphics

You’ll find logos and graphics you can use on your website at the end of this document.

Intro pages

Car dependent locations:Did you know that XX% (figure from your most recent Travel survey) of our workforce travels to work by sustainable means?

There are times when the car might be the easiest option to get to work, but depending on where you live, sometimes you could make the same trip on foot, by bike, on public transport or by sharing a car - getting fitter, saving fuel, and saving money in the process!

Why not make today the day you give your car a break and give your legs a workout?

Intro Pages

Other locations:Did you know that XX% (figure from your most recent Travel survey) of our workforce travels to work by sustainable means?

That means that XX (number) of us are using the commute as an opportunity to get more active, or to save time or money on our journey to work. Why not make today the day you give your car a break and give your legs a workout?

Intro Pages

Swapping the car, even for one or two trips a week, can save you money and time, as well as giving you an opportunity to fit in some exercise as part of your daily routine. What’s not to love?!

True or False? You don't need to be physically active if your work keeps you on the move all day. Find out the Answer! http://www.getirelandactive.ie/our-quiz/

Intro Pages

Partners to add in –Workplace Name is a Partner of the Smarter Travel Workplaces (www.smartertravelworkplaces.ie) programme, and is implementing a workplace travel plan – or a package of measures to support employees and visitors coming to site on foot, by bike, on public transport, carsharing, or using technology in place of travel.

Why is your workplace promoting Smarter Travel? E.g. part of ISO, planning process, health and wellbeing, green team, increasing access to the site etc..

What’s In It for Me?! What’s the benefit for your colleagues? E.g. saving money, getting fit, improved access to public transport etc..

Intro Pages

If you have any suggestions for our team, get in touch with… (name or a team and contact details) and say goodbye to time and money lost in traffic!

Include hyperlinks to sections below on your intro pages

Walk Bike It!Cycle Safety TipsPublic Transport Walking/ Cycling Facilities Cycle to Work Scheme Tax Saver and Leap cards

VisitorsCarsharingCar parking Taxis Video/ TeleconferencingVideoconferencing Tips

Walking

Did you know it’s approximately XX steps/ distance/ walking time from the front door of our building to… local park/ canteen etc.. If you did that every day, you’d burn up the equivalent of XX calories, or XX chocolate bars per annum

Partners - you can work out averages for calories here http://www.mapmywalk.com/improve/calorie_calculator/ using an average weight of 62Kg and height of 5 foot 10 inches/ 177cm. You can amend as you think appropriate to your audience.

For the chocolate bars per annum, you can use a figure of 280 calories per bar. Calories burned ÷ by 280 calories per bar = number of bars per annum

Walking

Studies show that active employees take less time off work, suffer less workplace injuries and are more productive at work than a less active workforce.

Adults start to get health benefits from at least 150 minutes a week of moderate physical activity, such as brisk walking. This means an average of 30 minutes of activity on five days a week.

True or False? The older you are the less active you need to be. Find out the answer! http://www.getirelandactive.ie/our-quiz/

Walking

Regular physical activity reduces your risk of chronic diseases, such as coronary heart disease (CHD), type 2 diabetes, stroke, cancer, osteoporosis and depression. And it’s a great chance to walk and talk with a friend, or to take in the view!

If you’d like to get active on foot, remember you can start small! Get off the bus one stop earlier, take the stairs instead of the lift, park a bit further from your destination, or take the dog around the block a couple of times a week

Walking

If you like to track your progress, wear a pedometer or an activity tracker or download an activity tracking app on your smartphone to clock up your distance and steps as you move.

Researchers suggest taking 10,000 steps (or approximately 5 miles or 8km) per day for overall good health and well-being. Aim to build up to 10,000 steps bit by bit. If you are very inactive, have a health problem, or are worried about any aspect of your health, you should consult your doctor before getting active.

Walking

You can plan journeys on foot on the National Journey Planner (www.nationaltransport.ie/walk-cycle-planner.html or from your App store, or on www.mapmyrun.ie

If you’re going to walk to work and you need to change out of your walking clothes once you get to site, you’ll find more information on facilities here

True or False?! 150 minutes of moderate intensity physical activity once a week is as good as a 30 minute session five times a week. Find out the answer!http://www.getirelandactive.ie/our-quiz/

Bike it!

If it’s been a while since you’ve cycled, start off by getting your bike back in good working gear, and then plan some easy local routes to get your fitness and your confidence back.

Cyclists in Cork, Galway, the Greater Dublin Area, Limerick and Waterford can use the Transport for Ireland Cycle Planner (https://www.transportforireland.ie/walking-cycling/about-dublin-cycle-planner/ ) to help to plan and find routes that avoid heavy traffic or difficult turns at busy junctions to help you get comfortable cycling your bike around town. You can download the Cycle Planner app for iPhone or Android in your app store.

Bike it!

Cyclists in other areas can plan cycle routes using www.mapmyride.ie

Did you know XX% of workplace name’s employees cycle to work on a regular basis? XX% cycle on an occasional basis! Take figures from your most recent travel survey

Bike it!

If your bike has seen better days, or if it’s not suitable for commuting, you can even look into getting a shiny new tax-free bike and equipment (lights, lock, helmet, raingear etc.) to set you up for your cycle – contact HR (Partner to indicate) for information on how to access the Cycle to Work scheme.

You could save up to 52% of the purchase price!

Bike It

Bike Security The Gardai suggest you take a number of actions when you get your new bike – these are simple steps to keep your bike safe or to help you reclaim it, should you be unlucky enough to have it stolen. They are: Take at least one distinguishing coloured photograph of

your bicycle. Keep a written record of the make, model and frame

number of the bike and any unique features that the bike may have e.g. extra fittings, attachments, markings etc.

Bike It!

• Register your bike frame with the Gardai – contact your local station for more information.

• Remember to invest in a decent set of locks, no matter what kind of bike you have! Use a heavy chain lock, or a heavy U lock to lock the frame and both wheels to a fixed stand, keeping the locks away from the ground.

• Choose high quality locks that are at least 10% of the cost of your bike. Ask your local bike shop for locks meeting the gold or silver standard equivalent of the Sold Secure scheme. http://www.soldsecure.com/about/

• Check out this short video on how and where to lock your bike to deter thieves! https://www.youtube.com/watch?v=VVd9-0HhsfA

Bike It!

• When you’re parking your bike, choose a well lit, secure area, ideally near your entrance – and check opening/ closing times if applicable. Read more about cycle parking facilities in our workplace.

• Partners – could your workplace run an event to compile employees’ bike frame numbers to register them with the Gardai?

Bike It!

Graphics from http://www.garda.ie/Documents/User/Bicycle%20Theft%20Prevention.pdf

Bike it!

Cyclist’s gear – does your organisation have a pump, bike repair kits, or lights to borrow? Include contact details and where to find the equipment.

Bike maintenance engineers are on site… include details of regular attendance, or if a visit could be arranged subject to interest from (for example) 10 people. Include contact details to book a place/ express interest.

Cycle Training – if you would like to refresh your bike skills (e.g. how to take a left or right turn, road position when cycling), please contact NAME. Classes will be organised when XX people express an interest in a class.

Bike it!

For workplaces in Dublin, the Dublin Cycling Campaign do a Cycle Buddies scheme, where an experienced cyclist will cycle your route with you and guide you on the way. http://www.dublincycling.ie/cycling/bike-buddy

New Wheels for €10!If you’re working in Galway, Limerick, Cork or Dublin, you might like to use the Coke Zero bike scheme to cycle part of the way to work, see https://www.bikeshare.ie/ or www.dublinbikes.ie

Bike it!

Need to Change?If you need to change out of your walking clothes once you get to site, you’ll find more information on facilities here

Information on anything else your workplace offers e.g.• Bike fleet• Bike club on site?• Bike breakfasts• National Bike Week activities

Cycle Safety Tips

If it’s been a while since you’ve been out on your bike, don’t worry! We all started off keen and eager with our stabilisers when we were small, and you’ll find it’ll all come back, like riding a bike!

Before you get on your bike, do an ‘M’ check to see it’s in comfortable working order. M Check Graphic available from https://www.smartertravelworkplaces.ie/wp-content/uploads/2013/03/Version-for-Website.pdf

Cycle Safety Tips

Once you’re happy that your bike is set up for you and your brakes etc. are in good working order, start off small with some trips around your neighbourhood to get used to your bike again. When you’re ready for a longer trip, or to interact with traffic, plan a route or a time where there will be fewer cars and hills, so you have time to build up your fitness.

Remember that as a road user, you must obey the rules of the road!

Cycle Safety Tips

Cyclists in Cork, Galway, the Greater Dublin Area, Limerick and Waterford can use the Transport for Ireland Cycle Planner (https://www.transportforireland.ie/walking-cycling/about-dublin-cycle-planner/ ) to help to plan routes that avoid roads with heavy traffic or difficult turns at busy junctions. You can download the Cycle Planner app for iPhone or Android in your app store.

You’ll find lots of useful tips on getting started, interacting with traffic, and how to kit yourself out (helmet, lights etc.) in the Road Safety Authority’s Cycle Safety Booklet. https://www.smartertravelworkplaces.ie/wp-content/uploads/2013/03/Cycle-Safety-A5-v4.pdf

Walking/ Cycling Facilities

Cycle parking/ Changing Facilities/ Lockers/ Showers:Partner to fill in:• Where is it? • If facilities are locked, how does an employee gain access?• Are there opening/ closing times?• Who to contact for keys/ access?• Are there any other facilities e.g. towel laundry, hair dryers,

iron/ ironing board etc.?• When are facilities cleaned?• Applicable policies e.g. no personal items to be stored in the

shower or they will be removed and disposed of.• Who to contact for more information or to report a

maintenance problem

Cycle to Work Scheme

• If your bike has seen better days, or if it’s not suitable for commuting, you can even look into getting a shiny new tax-free bike and equipment to set you up for your cycle. You could save up to 52% of the purchase price!

• Under the scheme employers can pay for bicycles and bicycle equipment for their employees and the employee pays back through a salary sacrifice arrangement of up to 12 months. The employee is not liable for tax, PRSI or the Universal Social Charge on their repayments.

• Employees can access the scheme once every five years, so make sure you buy all of your equipment (e.g. lights, lock, helmet, raingear) at the same time as you get your bike.

• There is a limit of €1,000 on the amount that can be spent (this includes bicycles, safety equipment and delivery charges). If you spend more than this limit you are liable for a benefit-in-kind income tax charge.

Cycle to Work Scheme

When you’re choosing your bike, bear in mind:• The type of bike you’re buying – some are better suited

for racing or mountain biking, some are better for commuting. Make sure you pick a bike that is comfortable, fit for purpose and allows you to look around and over your shoulder easily in traffic.

• The size of the frame – is it comfortable for you to sit on and to cycle?

• What else will you need for your journey?! When you’re accessing the Cycle to Work scheme, consider getting good quality locks, lights, a bell, a carrier/ pannier bags and waterproofs.

Cycle to Work Scheme

• When you’re choosing a helmet, make sure it complies with (at least!) basic safety standards.

• Your helmet should be the right size and fit, and not obscure vision in any way.

• Straps should be close fitting, forming a V shape around the ear, but not too tight – no more than two fingers between the chin strap and your chin

Cycle to Work Scheme

Read more about the Cycle to Work scheme on Revenue’s website http://www.revenue.ie/en/business/paye/guide/employers-guide-paye-definition.html#section6.6 or on the Citizens Information Board website http://www.citizensinformation.ie/en/money_and_tax/tax/income_tax_credits_and_reliefs/cycle_to_work_scheme.html

Partner to fill in:• Who to contact for more information in your own organisation• When is scheme open in your workplace?• What bike shops are included?• Are there bike displays on site at any time during the year?• Application forms to download

Public Transport

The public transport network in Ireland is more comprehensive than you might think, and with Buses, DART, Luas and  Rail, it can be faster and more reliable than travelling by car in the rush hour or for meetings.

Summary of public transport routes serving your site e.g. bus numbers, approximate walking distance to stops/ train stations.

Did you know XX% of workplace name’s employees take public transport to work on a regular basis? XX% use the bus/ train on an occasional basis! Take figures from your most recent travel survey

Public Transport

You can explore your public transport options on the commute using the National Journey Planner online (www.nationaltransport.ie/walk-cycle-planner.html) or as an app for Windows, Android and iPhone

Does your workplace have a leap card for employees to borrow for business trips? If so, include details.

Tax Saver and Leap

Regular public transport users can save money by using a pre-paid Leap card (www.leapcard.ie) for occasional trips, or a TaxSaver/ Travel Pass ticket for those commuting by public transport on a regular basis.

Tax saver/ Travel Pass ticket users could save up to 52% of the price of your ticket! Work out the potential savings on www.taxsaver.ie (for public operators). Contact private operators directly for details of their tickets.

Tax Saver and Leap

For information on buying a Tax Saver ticket, contact (Partner to indicate internal contact for tickets).

You can read more about the Tax Saver/ Travel Pass scheme on the Citizen’s Information Board website http://www.citizensinformation.ie/en/travel_and_recreation/public_transport/public_transport_commuter_tickets_and_tax.html

Visitors

If you have a visitor coming to site, please let them know about their travel options in advance e.g.• Walking – distance to transport hubs or key landmarks • Visitors cycle parking – location and who to contact to access

parking• Details of the closest public transport services – If you are in a

location with Real Time Passenger Information, give your visitor the relevant stop numbers and a link to the National Transport Authority Real Time information http://www.transportforireland.ie/real-time/real-time-ireland/

• Give all visitors a link to the National Journey Planner so they can explore travel options by all modes. https://www.transportforireland.ie/journey-planner/about-journey-planner/

• Car parking – include information on parking facilities for visitors, where relevant.

Carsharing

Carsharing is also known as lift-sharing, car-pooling or ride-sharing. Carsharing allows drivers to share journeys they would otherwise have driven alone, and gives passengers access to a lift for times when walking, cycling or public transport are not viable options. Car sharing on the commute can:• Save you money, where the driver and the passenger share

the costs of commuting, parking and tolls. • Reduce your carbon footprint, as it’s much more energy

efficient than driving a car alone.• Reduce stress - Being a passenger in a car can be less

stressful than driving every day.• Be sociable - Carsharing can be a nice way of getting to know

new people in your workplace• Reduce congestion - Using a car together means fewer single-

occupant cars on the road.

Carsharing

You can sign up for (workplace name)’s private Carsharing group at www.Carsharing.ie (include your group’s URL if possible)

Partner to include any policies your workplace has on Carsharing

Does your workplace have carsharer’s parking or any other supports/ promotions e.g. guaranteed ride home scheme, prize draws etc.

Who to contact internally for more information?

Car Parking

• Outline relevant policy and facilities e.g. on-street paid parking

• Driving for work – any policies in place, or where to find out more information on them

Taxis

Partner to add in information on:• Local taxi ranks• Local taxi company details

Remember you can use the Transport for Ireland Taxi Driver Check (http://www.transportforireland.ie/taxi/taxi-driver-check/) to verify that the vehicle that you are about to hire has been correctly registered and that the driver has the appropriate licence to operate the vehicle. There is also the facility to email a friend with trip details. You can download the app free from the Apple App store or Google Play store.

Estimate your taxi fare in advance. http://www.transportforireland.ie/taxi/taxi-fare-estimator/

Video/ Tele Conferencing

Have you ever thought about using technology to reduce your travel costs or time spent on the road?!

For example, video-conferencing instead of travelling to meetings can mean avoiding traffic and long days. Online resources and apps can help you plan your journey, using the fastest or most direct routes. Or you can set up a ‘home office’ for days when your work schedule allows you to work from home.

Video/ Tele Conferencing

Partner to include information on:• Facilities – is tele or video conferencing available in your

workplace? • Location – where can facilities be found?• Training – how can employees learn how to use

equipment or set up calls?• Tips for teleconferencing• Trouble shooting – who to contact in your workplace to

set up a call or to assist once live? Where are instructions for setting up calls etc. to be found?

Video Conferencing Tips

When video (or tele) conferencing, there are many things you can do to – or not do – to ensure a great virtual meeting.

1. Give and take — questions and answers — are the bedrock of communication. In a video conference, you are hampered by not having everyone in front of you. This is especially apparent when you ask a question, as it is sometimes difficult for your participants to know who you are talking to. Make sure you say a person’s name at the beginning of your question.

2. An issue specific to virtual meetings is the mute button.  The microphones pick up every noise. This includes side conversations, rustling papers, moving chairs, etc.. Mute buttons are essential to having a well-ordered and quiet meeting, and their use should be encouraged. However, they can slow up Q&A sessions, especially impromptu ones. When you ask someone a question, make sure you give them a few seconds to respond. This allows them time to unmute themselves. Flag it with attendees that Mute and Volume buttons are not the same thing! Volume controls what an attendee can hear, where Mute will control the background noise the attendee is making.

Video Conferencing Tips

3. Couch your questions to address the least amount of responses. For example, don’t ask if everyone understands; ask who doesn’t understand.

4. Video conferencing technology is hi-tech, but that just means it will do what it is supposed to. Speak in a normal tone of voice. Don’t worry, your colleagues will hear you.  If you can’t help but worry that people can’t hear you, test your sound first. Get your participants to introduce themselves at the beginning of the conference. Not only will this help break the ice, but will also allow you to hear their volume and sound quality.

Video Conferencing Tips

5. It may feel counterintuitive, but you shouldn’t look very often at the people on your screen, especially when you are addressing them. The best place to look while speaking is directly into the camera lens. Your participants will get the impression that you are looking directly at them. This creates a more trustworthy, congenial experience between them and you.

6. Movements are exaggerated on camera; to help you hit your “mark,” use your mouse as your anchor point. Hold on to the mouse naturally while setting up your camera. Then, as you move back and forth pay attention to how far your arm bends or straightens. When you’re live, you’ll be able to keep yourself seen.

Video Conferencing Tips

7. When creating presentation materials such as agendas, charts, Power Point presentations, etc.. use large fonts to compensate for best results.  Avoid fonts that are smaller than 14pt. Courier can be difficult to see.

8. Your clothes can say a lot on screen! To provide the best view of you, try to dress in light pastels and muted colours. Bright, loud colours can make your skin tone look strange on screen. Busy patterns are something to avoid too.

Video Conferencing Tips

9. While your clothes are telling your participants about you, so is the spot that you chose to do your conference from. Other than the obvious point that what you have on your desk and behind you will make impressions on your participants and they can also be detrimental to your video quality. Try to have a clean or bare background with a neutral colour. Keep all camera-visible areas neat and decluttered. Not only will you look better on screen, it says something about how you work.

10. Just like a “live” meeting, appoint a meeting facilitator, send agenda and materials ahead of time and set clear objectives regarding what will be accomplished in the session and communicate them to participants.

Graphics

Mode Icons

Mode Icons

Carsharing.ie logo

Transport for Ireland Cycle Planner icon

Use the Cycle Planner to Plan Your Route! Beginner/advanced/avoid hills options

Transport for Ireland Real Time icon

Find out in REAL TIME when your bus or train is due

Transport for Ireland National Journey Planner

Transport for Ireland Taxi Driver Check icon

Check your taxi has been registered & email to a friend

Partner Sites

To follow are slides from a selection of our Partners so you can see how they promote more sustainable travel modes to their sites.

If you would like your site to be included, please let me know! Arlene.finn@nationaltransport.ie

https://www.nationaltransport.ie/

contact-us/find-us/

KPMG – Intranet Site, not publicly accessible

https://www.maynoothuniversity.ie/

location/travelling-bus

http://www.ucc.ie/en/build/commuting/carsharing/

http://www.ul.ie/buildings/travel/cycling

http://www.itb.ie/Location/howtogetthere.html

http://www.stjames.ie/Visitors/Gettinghere/

http://www.gaa.ie/journey-planner/