How to write your sustainability policy:

A Sustainability Policy is a statement outlining your business’ commitment and strategy toward all areas of sustainability. Businesses are under more pressure than ever to meet environmental responsibilities. A sustainability policy defines your commitment towards ethical and environmentally friendly practices within your business, but where do you start?

Why develop a sustainability policy?

It has become very important for businesses to develop a sustainability policy because the responsibility for reducing carbon footprints and decreasing waste (physical, water, energy, etc.) weighs heavily on them. A sustainability policy should outline your commitment to practices and standards designed to promote environmentally responsible operations. 

It is important to recognize the difference between a policy and a strategy /action plan. A policy should be the guiding principles and headline targets that sit above a more detailed action plan. The policy is a public document aimed at customers, suppliers, stakeholders, and staff. The action plan is usually an internal document that contains the SMART details of how you will achieve your objectives and targets.

The difference between an Environmental Policy and a Sustainability Policy is that a Sustainability Policy may also include references to social, ethical, and economic commitments, such as volunteering or specifying local suppliers. Be sure to also include the good stuff you are already doing.

How a sustainability policy can help your business:

While creating, developing, and implementing a sustainability policy may require an initial investment, some of the advantages you will receive include the following:

• Adherence to current environmental legislation

• Streamlining business processes, creating less waste, using less energy, and using less water

• Create a better reputation with environmentally conscious customers

• Improve your standing with stakeholders in the business

Initial considerations:

When you are creating your environmental sustainability policy there is no standard layout. The key questions you need to consider are:

• How do you plan to prevent and reduce your environmental impact?

• How are you going to ensure compliance with all relevant green legislation?

• How will you continually improve your sustainability performance?

• What steps will you put in place to manage and communicate the policy?

It is important that you also take the context of your business into account. If you are working in the haulage industry, then it would be appropriate to review how you can start to use green fuels and energy-efficient vehicles to cut down on emissions. More so than saving waste paper in the office, although both activities can contribute towards your sustainable business policy. Look at the maximum area of impact and assess how you can make reductions.

In addition, here are a few basic rules to follow to ensure clarity:

• Keep it short – if it’s longer than a sheet of A4, then it’s probably too long

• Introduce the business and state the overall aim of the policy, including the global context

• Describe the significant environmental impacts of the business (3-5 and not just the bad ones!)

• Get the policy signed, dated, and endorsed by the Managing Director or Chief Executive

• Include the name of the person to contact with any queries

• Make it available to employees, customers, suppliers, and the public. Put it on your website, in your reception area, and include it in marketing material and tenders

• State that you will review the policy annually to make sure it is still relevant

Policy Traps – You’ll be discovered! Things to avoid:

• Setting aspirations or making claims that are open to misinterpretation, can’t be substantiated, or can’t be achieved: e.g. becoming carbon neutral or producing zero waste

• Making promises that cannot be kept

• Committing to underachievement to avoid failure

• Using non-committal language like ‘where possible’, ‘where practical’ or ‘we aim to’

• Creating ‘smoke screens’ for difficult issues
   

* It may be worth reviewing and researching other businesses in your field that have sustainability policies, to get an idea of how to construct your own sustainability policy and procedures. * 

How a sustainability policy can help you commercially:

Many organizations now have sustainable procurement policies. While any ultimate buying decision will require you to still demonstrate reliability, cost efficiency, and competence within your chosen industry sector, there are definite advantages to having a watertight sustainability policy.

Equally, an environmental policy should be highly correlated with your sustainability policy. After all, an environmental policy is a clear demonstration of your business’s commitment to "green" issues and a reduction in the wider environmental impact of your operations.

The importance of community investment:

Sustainability is not solely based on production and consumption. You need to consider the wider impact on the populations around your business locations and the well-being of your employees.

For instance, if your company is a major employer in a local area, setting up charity drives or allowing your workers time to support local issues could help both your reputation and improve employee morale. This is a good example of how evaluating the wider context of your environmental impact can lead to better efficiency in the business as we know that happier employees are more efficient.

Reviewing your employment practices:

Securing employee buy-in to your sustainability initiatives is vital. Taking care of their well-being is part of your business’ wider impact and should be a consideration in your sustainability policy. Some more forward-thinking businesses are already implementing six-hour days and finding that productivity is on the up and seeing fewer sick days.

A good place to start is with your own employees’ suggestions. Rather than simply using an intuitive approach, featuring what you believe is best for the business, focus on allowing your employees to take an active role in decision-making. Once you have completed your sustainability process, make sure you share it with your employees.

A final note – retaining relevancy and updates:

A sustainability policy is best expressed as a living document that is updated continually in line with the demands of both legislation and the best academic understanding regarding environmental impact and employee wellbeing.

Post your policy on your website. Talk to your suppliers about your policy and see if they can follow suit, with you leading by example. And of course, be sure to integrate your sustainability message into your marketing for the maximum results.