How to Avoid the Policy Slog of Corporate Sustainability
It’s hard to reconcile the number of policies recommended for corporate sustainability. For resource reduction policies, we’ve got energy policy, waste and water policies. But resource reduction policies help your business carry out sustainability strategy and shouldn’t be overlooked.
While everyone is still working from home, I’ll be writing a series of blogs on “behind the scenes” sustainability action you can take while out of the office. Aka the not-so-fun stuff. If we do it little by little, I promise you’ll have improved sustainability success down the road.
So, the first in the series is policies! Policy benefits, why to write them and who writes them.
Why Do You Need Sustainability Policies?
Two reasons, assignments and accountability. Having a printed policy allows you to write out what you want, why you want it and who is responsible! Let’s take waste, as an example. Two choices to start reducing waste:
Send out a company-wide email saying the company is going to be focused on reducing waste and everyone needs to contribute. Then, cross your fingers I guess!
Write a policy about waste reduction. Include who is responsible, the goals you’re going to hit, how you’ll make the changes and why you’re making these changes. Send the policy around and make sure each department knows what they’re responsible for.
In short, a policy creates accountability, which helps you hit your goals.
But Can’t You Just Give Me a Sustainability Policy Template?
Yes and No. Google “____ policy templates” and you’ll be treated to a wealth of riches. I will not be adding a policy template to the universe. Feel free to use templates as a jumping-off point or to get an idea of how other companies find policy success.
But the beauty (and beast) of policy creation is most policies are best created by the company, for the company. Policies and procedures reflect your company values, brand attributes and culture. Yes, you could copy a large tech company’s energy policy, but if you’re a small eco-friendly clothing company, it won't feel right.
“Fun Fact: a policy you write yourself is usually shorter and to the point, because it matches your company and no one likes writing policies! ”
We'll get into an example of how to write one in the next blog post. Stay tuned!
Isn’t a Policy an Initiative?
It can be! In most cases, the initiative comes first (Save Energy by 10% compared to 2018) and then a policy details the strategy, how-to and thought process behind the initiative. If you have an initiative over a page in detail, provides goal information, who’s responsible and other background details, congratulations you’ve created a policy. You can call it whatever you like.
Conversely, in many cases, a policy is designed to support an initiative or company goal. A company habitually sets targets to reduce resources and the policy outlines details. If you have policies in place without initiatives, I’m impressed! Now formulate initiatives.
Related: How To Write an Effective Sustainability Initiative
Can’t A Lawyer Do It?
I love passing things off to my lawyer and yes, the good news I have saved for the middle of this post is some policies do require a lawyer. My rule of thumb is if the policy is usually found on a public company’s website or needs to be signed by the board or executive team, call a lawyer!
Another test is any externally facing policy (i.e. posted on your website) sees a lawyer’s eye or edits. If a policy is for internal tracking or goal setting, don’t bother the lawyer.
The policies I would throw to my lawyer include external documents like:
Company Code of Conduct
Stakeholder Engagement Policy
Supplier Code of Conduct
Governance or board documents
Whistleblower/Anti-Corruption policies
Policies you’re probably* safe to do yourself include internal documents like:
Energy Policy
Environmental Purchasing Policy
Waste Policy
Water Policy
Any internal policy starting with "statement of _____"
*I am not a lawyer so please check with your lawyer!
And if you’re a public company or a company with a legal department, ask them! If your legal department volunteers to review all of your policies or complete even half of them, I tip my hat to you.
Who Writes Sustainability Policies?
If your policy doesn’t pass the lawyer test, sorry. Find someone else to write it. Usually, the person completing the policy, or the manager of the team responsible. If you’re a manager, give it to someone on your team to complete and you can review it.
If you’re dying to write it yourself, go for it. The short answer is, whoever wants to or is assigned to.
Who Reviews Sustainability Policies
Policies need to be reviewed by a team manager and another set of eyes, usually someone outside the team.
It's valuable to have it read through from someone outside the team. A policy will be read by new employees, so make sure someone with limited company knowledge can follow along.
Take a reader's feedback and apply what you think is valuable. Another trick to review is to put it aside for a week or two and then come back and see if it still makes sense. An executive team member or leadership can also review it. Who reviews it is less important than getting it reviewed.
Set up a reminder to review a policy every 12-18 months on a schedule and use feedback to adjust or update policies on a rolling basis. A policy is worthless if it isn’t user friendly.
How Do I Make It Sound Like My Company
Apart from letterhead and general formatting, if someone with a deep understanding of company culture writes it or reviews it, you’re on the right track. Read your website or content for the correct style.
Review it for :
Are employees “employees” or a company moniker?
Don’t use big words when a small one will do
Ask the marketing team for a brand or tone guide
Give it to two internal people to review for tone
What three words would you use to describe your company? Does the tone match that?
I hope this background information is helpful when you start thinking about the importance of policies and how you might use this “at home” time.
Related: How to Share Progress Without a Sustainability Report
In the next blog, we will get more into the nitty-gritty of policy writing and what’s included. Are you taking this time at home to write policies? Share your thoughts in the comments!
If you’re interested in getting help with policies, check out our consulting services to learn more.