How to write the perfect environmental policy

Every business now needs an environmental policy, but how do you go about drawing one up? Amy Sims offers some pointers

Environmental policies are popping off the press faster than Amy Winehouse horror stories these days, both with questionable levels of validity. Businesses big and small are clamouring to put their green credentials into black and white and trumpet their environmental status to potential clients.

These policies are oft-flaunted as proof that the business is serious about reducing their environmental footprint. Surely you've seen the one-upmanship happening in the retail sector lately, with big guns such as Marks & Spencer, Tesco and even Wal-Mart publicising ambitious policies. Getting your green intentions known has become de rigueur these days as companies battle it out to be respected for their achievements, with carbon neutral status considered the big daddy of them all.

But how do you ensure these environmental policies have the desired results? How do you write them, why should you have one, and what key elements they should contain?

Many businesses are required to have an environmental policy now, for example some councils won’t work with a supplier unless they have one even if how thoroughly they are scrutinised remains debatable.

An environmental policy is a written statement outlining an organisation's mission in relation to managing the environmental effects and aspects of its operations. The policy should clearly state the aims and principles of an organisation with respect to its impact on the environment. The policy should also allow its management to communicate its aims and objectives to employees and other interested parties, including shareholders, customers and suppliers.

These are working documents that reflect the aims of the organisation and a plan of how the organisation is going to achieve the aims is needed to back up the policy. All policies should be regularly reviewed and updated, at least every six months.

But first things first – keep it brief. One side of A4 is preferred. Sure there can be information backing up what is stated in this policy elsewhere, but this is meant to be something that your internal and external audience can read and come away feeling they understand where the company is on the green gauge, and where it hopes to be in the future.

Ideally the statement would be realistic and achievable (but some businesses do like to embellish a bit on what they will achieve, similar to someone padding a CV with hopes that no one will ever check on the details) and demonstrate a commitment to making the policy work - to help achieve this get it signed, dated and endorsed by senior management.

A good environmental policy can have fantastic benefits for a business, including reducing costs, assuring customers of commitment to environmental management, enhancing image, and of course, reducing its impact on the environment. In today’s market it can also net you some hot talent as job seekers are looking to work for companies with an appreciation for the planet.

Unfortunately however many policies are often not well tailored to the company, have been thrown together from pre-existing examples and templates, and are unrealistic as to what the company could actually achieve.

To develop an environmental policy that is engaging and incorporate current good practice as well as realistic goals businesses need to be educated on environmental issues, either through meeting with consultants, participating in workshops or researching policies of other companies in their sector. Furthermore, if you have a green team established, have a brainstorming session to find out what areas the company is doing well in, and where they think changes need to be made.

Most importantly once you have a green policy document in place use it to engage with staff – the policy shouldn't simply be laminated and stuck up on a wall, the individuals that make up a business can each take simple actions that will greatly reduce the company's overall impact, and they should be spurred on by the policy to create positive change.

Amy Sims is communications manager at practical environmental charity Global Action Plan.