ISO 14001/4

15 Steps to the Successful Implementation of an EMS in a Hotel

With the compliments of

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Step 1 - Assemble the team

Management Representative Co-ordinator

Operations (see next slide)

Finance Legal Marketing / Sales

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Operations
Action Teams
Appointed

representative of

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

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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

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Step 6 - Register of environmental aspects II

use of land, resources and energy noise, odour, dust, vibration and visual impact effects on specific parts of the environment beneficial impacts

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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 4.3.1 ISO 14001

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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
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sales & marketing personnel & administration financial control purchasing community & socioeconomic programmes grounds & externals

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
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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
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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

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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

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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

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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
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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

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Personnel and Administration

Energy
Control of lighting in office areas

Waste
Control of use of paper, toners, etc.

Training is biggest contribution

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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

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Purchasing
Energy Water

Waste

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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

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Assessment of significance
one approach:Define Scope

Identify Aspects Set Criteria

Assess Significance
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Significant Aspects
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Step 7 - Environmental objectives and targets

There is a need to set targets and objectives

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Step 8 - management programme

Targets and objectives

Specific Measurable Agreed Realistic Trackable

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100 80 60 40 20 0 1st 2nd 3rd 4th Qtr Qtr Qtr Qtr East West North

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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

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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

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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

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Step 11

Training
for

(where most operations fail)

senior management in policy formulation and resource allocation for auditors for specialists managers in EMS awareness training for employees
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Step 11 - training II
train administrative and operational

personnel
cascade the information, using administrative and operations managers talk with suppliers, contractors and customers

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Training needs analysis typical approach.

Auditing CEO Executive Supervisors Line Operators Design Engineers
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Awareness Instrument EMS Briefing

Step 12 - records
system is required to confirm that the system works and compliance can be demonstrated
When you can measure what you are speaking about and express it in numbers, you know something about it. When you cannot express it in numbers, your knowledge is of a meagre and unsatisfactory kind. Lord Kelvin Physicist 19
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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

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Internal Auditing
audit

schedule audit procedure checklists audit reports follow-up and corrective action
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Step 14 - Environmental Management Review

management team meets to review the

system including audit results

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Step 15 - apply for assessment

select a certification body which has

detailed practical experience an empathetic approach a structured approach skilled experienced assessors

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