ISO 14001/4

15 Steps to the Successful

Implementation of an EMS in a
Hotel
With the compliments of
Moody International
Certification
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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  sales & marketing
 housekeeping  personnel & administration
 food & beverage
 financial control
 conference & meeting
 purchasing
 engineering & maintenance
 back of house
 community & socio-
economic programmes
 grounds & externals

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 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 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

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 Assessment of significance
one approach:-
Define Scope

Identify Aspects

Set Criteria
Significant
Assess Significance 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 100

Measurable 80
60 East
Agreed 40
20
West
North

Realistic 1st 2nd 3rd 4th

0

Qtr Qtr Qtr Qtr

Trackable
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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
(where most operations fail)
 for 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 Awareness Instrument EMS
Briefing
CEO

Executive

Supervisors

Line
Operators
Design
Engineers

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 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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