Top Management Role in implementing ISO 14001:2004 Environmental Management System

Author -K. R. Singhal

Introduction

When we go through the definition of ‘environmental management system’, we notice that an ‘environmental management system’ (EMS) is a set of interrelated elements used to establish environmental policy and environmental objectives and to achieve such environmental objectives by managing environmental aspects of the organization.

Here in the above definition, following key terms have been mentioned:
- Environmental policy
- Environmental objectives
- Environmental aspects

What is an environmental policy? Environmental policy of an organization is overall intentions and directions of an organization related to its environmental performance as formally expressed by the top management. The environmental policy of an organization provides a framework for action and for setting of environmental objectives and environmental targets. To understand the definition of environmental policy more clearly, we need to understand following terms:
- Environmental performance
- Environmental objectives
- Environmental targets

Environmental performance of an organization can be known by understanding the measurable results of organization’s management of its environmental aspects. Environmental aspects of an organization are those elements of the organization’s activities, products and services that can interact with the environment. Elements which can put their impact (adverse or beneficial) on the environment can be termed as environmental aspects.

The definition of the ‘environmental management system’ (EMS) include the key term ‘environmental objectives’. Environmental objectives of an organization are overall environmental goals consistent with the environmental policy that the organization sets itself to achieve. Environmental targets are those detailed performance requirements that need to be set and met in order to achieve environmental objectives.

Here, when we carefully read all above terms, what they mean, we observe that the top management of the organization needs to formally express its overall intentions and directions related to environmental performance of the organization. When we talk about establishing or improving an EMS, it involves obtaining commitment from the top management of the organization to improve the environmental management of organization’s activities, products and services. This can be possible only when there is ongoing commitment and leadership of the top management for implementing environmental management system (EMS) in the organization.

Thus, the top management has the key responsibility in implementing an environmental management system. Without understanding the benefits of implementing an environmental management system, the top management will not be able to do its full justice in demonstrating its commitment. The top management must understand the benefits of implementing an environmental management system.

Benefits of implementing EMS

The benefits of implementing ISO 14001:2004 EMS in the organization include the following:
- Improved overall performance
- Demonstrated legal and regulatory compliance
- Displayed commitment to the environment
- Competitive advantages
- Better management of environmental risks
- Cost savings

When an organization implements an EMS, it assures its customers of commitment to demonstrated environmental management by the organization. By implementing environmental management system, the organization is able to maintain good public/community relations. These days investors are also concern about the environmental performance of organizations and they are ready to invest their money in the organization, when they come to know that the organization has implemented an environmental management system. A few insurance companies also provide insurance at reasonable cost to organizations implementing environmental management system. When an organization implements an environmental management system, it (the organization) strives to enhance its image and market share.

Certain vendors ask ISO 14001 EMS certification from their suppliers, as such implementing and obtaining ISO 14001:2004 EMS certification from an accredited certification body meet vendor certification criteria.

Today we can’t afford to ignore the environmental aspects of business. In business, waste means costs. Savings energy means saving money. Superior environmental management has a positive impact on the bottom line. Waste management and energy savings start with the application of ISO 14001:2004 EMS. Thus, improving cost control is also a benefit of implementing ISO 14001:2004 EMS.
When implementing ISO 14001:2004 EMS, an organization needs to implement requirements related to operational control (clause 4.4.6) and emergency preparedness (clause 4.4.7), thus striving the organization towards reducing incidents that may result liability. By implementing ISO 14001:2004 EMS, the organization is demonstrating reasonable care and conserving input materials and energy. It also enhances good industry-government relations and thus facilitates the organization in attaining permits and authorization. Implementing ISO 14001:2004 EMS foster development and share environmental solutions.

Top management – Key Role

When we talk about establishing, implementing or improving an environmental management system, it involves obtaining commitment from the top management of the organization to improve the environmental management of the organization’s activities, products and services. The ongoing commitment and leadership are very important in implementing ISO 14001:2004 environmental management system.

The top management has a key responsibility in implementing environmental management system in the organization. The top management can:
build awareness about the environmental management system in the organization,
motivate employees for implementing environmental management system in the organization.

Employees of the organization can be better motivated when the top management is able to explain organization’s environmental values, communicate organization’s commitment to the environmental policy of the organization.

The top management should define the boundaries of the organization to which environmental management system will apply. It is the responsibility of the top management to set environmental policy and also to implement the set policy.

The top management of the organization should periodically (at defined intervals) review the adequacy of the environmental management system to ensure its suitability, adequacy, effectiveness and compliance. Such review must include: (i) assessing opportunities for improving the environmental management system of the organization, and (ii) the need for changes to the environmental management system (including the need for changes to the environmental policy, environmental objectives and environmental targets).

The top management should also:
- determine resources needs in the organization
- make available appropriate resources
- define and assign responsibility and authority

The top management should assign a representative or representatives with sufficient authority and responsibility to:
- ensure establishing, implementing and maintaining environmental management system at all applicable levels of the organization, and
- report on the environmental management system performance and its opportunities for improvement.

Ten tips for the top management

Top management of an organization is defined as person or group of people who directs and controls an organization at the highest level। The top management get things done through the people of the organization. The top management plan, organize, command, coordinate and control, so following ten tips will be helpful for the top management in the implantation of the environmental management system in the organization:

* Ensure that the organization has appropriate ENVIRONMENTAL पॉलिसी.
* Ensure that measurable ENVIRONMENTAL OBJECTIVES and TARGETS are established in line with environmental policy of the organization.
* Keep close interaction with the Management Representative of the organization.
* Take suitable steps to increase awareness of the people of the organization. Motivate people to understand and implement ISO 14001:2004 EMS.
* Make emphasis on training of people in the organization.
* Ensure MANAGEMENT REVIEW from time to time.
* Provide necessary resources to all environmental activities.
* Increase internal communication within the organization.
* Ensure that product realization processes in the organization are effective and meet all environmental parameters.
* Make emphasis on measurement, analysis and improvement। Encourage more internal audits.

Courtesy
- Complete Guide to ISO 14000, Richard B। Clements, Prentice Hall
- Understanding ISO 14001:2004 Environmental Management System, K. R. Singhal, NCQM Ajmer Centre.
- IS/ISO 14001:2004, Bureau of Indian Standards, New Delhi.
- Organizational Behavior, Stephen P. Robbins, Prentice Hall of India Private Limited, New Delhi.
- Management Systems Awareness – Publication Series, NCQM Ajmer Centre.


Note
- The article is written for creating awareness.
- Free to publish above article with the name of the author.
- A copy of the published magazine / journal / publication should be sent to Mr. K. R. Singhal, Centre Coordinator, National Centre for Quality Management, Ajmer Centre, 117, Jeevan Vihar Colony, Anasagar Circular Road, Ajmer – 305004 (India).
- Remuneration (as per your rules) for the above article is accepted and you can send the same to the author at the abovementioned address.

Environmental Policy – Driver for implementing and improving EMS

Author - K. R. Singhal

The term ‘Environmental Policy’ comprises two major terms – (i) Environment, and (ii) Policy.

The term ‘Environment’ primarily refers to the ecosystems (ecological) dimension. Environment is the surrounding, in which an organization operates, including air, water, land, natural resources, flora, fauna, humans and their interrelation. It can also take into account of social dimension and economic (resource management) dimension. The term ‘Policy’ can be defined as a course of action or principle adopted or proposed. Thus, ‘Environmental Policy’ focuses on problems arising from human impact on environment and it provides overall intention and direction related to environmental performance.

An environmental policy is a written statement providing a framework of an organization mission in relation to managing the environmental effects and aspects of its operation. For organizations intending to obtain certification to ISO 14001:2004 EMS Standards, the ‘environmental policy’ is the cornerstone of the organization’s environmental management system (EMS) development and implementation. Environmental policy is a driver for implementing and improving organization’s environmental management system (EMS).

Environmental policy is the overall intentions and direction of an organization related to environmental performance of the organization, which is formally expressed by the top management of the organization. The environmental policy statement demonstrates commitment to making the policy work and the statement is signed, dated and endorsed by the Managing Director, Chief Executive or other senior manager.

Organizations, implementing ISO 14001:2004 EMS Standard, must satisfy requirements of clause 4.2 of the Standard related to environmental policy. Accordingly, the top management of the organization must write and make known a organization-wide policy on environmental issues. Such an organization-wide environmental policy should have the following characteristics:
- The policy is appropriate to the size and nature of the organization. The policy considers the organization’s activities, products and services and it is appropriate to the scale and environmental impacts of the organization’s activities, products and services.
- The policy shows commitment to continual improvement.
- The policy shows commitment to prevention of pollution.
- The policy shows commitment to comply with applicable legal requirements relating to environmental aspects.
- The policy shows commitment to comply with other requirements (such as customer requirements, etc.) to which the organization subscribes relating to environmental aspects.
- The policy states that the organization will set appropriate environmental objectives and targets.
- The policy states that the organization will review environmental objectives and targets periodically (on a regular basis).
- The policy is written (documented), implemented and maintained.
- The policy is communicated to all employees and also persons working on behalf of the organization (such as contract workers, contractors, temporary workers, vendors etc.).
- The policy is available to the public.

Upon study of the Standard’s requirements, we come to the conclusion that the ‘environmental policy’ should clearly state the aims and principles of the organization (what the organization intends to achieve) with respect to organization’s impact on the environment. The ‘environment policy’ forms the basis upon which the organization sets its environmental objectives and targets. Environmental policy of an organization is an important document, which shows the commitment of the organization. It is the driver for implementing and improving organization’s environmental management system (EMS) so that environmental performance of the organization can be maintained and improved.

There are certain benefits associated with writing an environmental policy. The environmental policy acts as a driver for implementing and improving organization’s environmental management system (EMS). It assures organization’s customers of commitment to demonstrate environmental management. The environmental policy helps in maintaining good public / community relation. It enhances organization’s image and also market share. The policy helps in improving cost control. The environmental policy provides a framework to the organization people in reducing incidents that result in liability, thus it helps the organization in reducing the organization’s future liability burden. The environmental policy helps in conserving raw materials and energy. The environmental policy shares environmental solutions. It also helps the organization in improving industry and government relation.

How to write a good environmental policy? Let us follow following basic rules for writing an environmental policy:
Keep the environmental policy statement short. The policy statement should not be too long. It is suggested to keep the environmental policy statement not longer than a sheet of A4 size.
The environmental policy statement is meant for people (internal and external parties) to see, so make sure that the environmental policy statement is easy to read and understand.
The environmental policy statement must mention realistic, achievable and relevant intentions to organization’s activities and practices.

Let us look at an example of environmental policy of an organization.

Environmental Policy

Our organization is committed to the environmental performance abiding concern for environment and society. We strive to provide a healthy work environment to all our employees, and conduct environmental friendly operations at the premises of our organization situated at ……………. (address).

Our policy aims at improving management by setting higher standards, and reducing pollution by minimizing the waste generation from our operation. We are committed to respect Health, Safety, and Environmental issues of our employees and local community. We are also committed to comply with applicable legal requirements relating to environmental aspects, prevention of pollution and continual improvement of the environmental management system of our organization.

Our organization strives to set, review and achieve environmental objectives and targets on a continuous basis.

On behalf of Board of Directors

Sd/-
Chairman and MD


Courtesy
- Complete Guide to ISO 14000, Richard B। Clements, Prentice Hall
-Understanding ISO 14001:2004 Environmental Management System, K। R. Singhal, NCQM Ajmer Centre.
-IS/ISO 14001:2004, Bureau of Indian Standards, New Delhi।
- Wikipedia – The Free Encyclopedia – http://en.wikipedia.org


Note
The article is written for creating awareness.
Free to publish above article with the name of the author.
A copy of the published magazine / journal / publication should be sent to Mr. K. R. Singhal, Centre Coordinator, National Centre for Quality Management, Ajmer Centre, 117, Jeevan Vihar Colony, Anasagar Circular Road, Ajmer – 305004 (India).
Remuneration (as per your rules) for the above article is accepted and you can send the same to the author at the abovementioned address.

PROFIT FROM ISO 14001 EMS

K. R. Singhal

When I was addressing participants in a training programme on “ISO 14001:2004 EMS Awareness” and saying, “Comply with ISO 14001 EMS requirements and profit from the compliance”, one participant raised a question, “How EMS can save money?”

My answer is simple. A good EMS can save money:
· By not generating pollutants, otherwise the organization has to incur cost on disposal of pollutants
· By converting wastes into saleable goods
· By economizing on raw materials

The recovery and recycling of waste materials (examples – Metal Shavings, wood scrap, and paper wastes) is an obvious way to recover some money.
To save money, the organization must identify all process inputs and outputs, including energy and waste products, to force material and energy waste to become visible. The organization should use lean manufacturing techniques (example – Design for manufacturing) that can help reduce or eliminate material waste, including recyclable materials, pollutants. Here, it is important that disposal of pollutants adds to the cost of production to the organization. Implementing ISO 14001 EMS helps in reducing the cost of production.

HOW TO HANDLE WASTE

K. R. Singhal

In business waste means cost. Handling waste in a proactive manner means saving money. Disposal of waste in a useful way can have a positive impact on the environment and it can also save organization’s money. Organization implementing ISO 14001:2004 EMS and / or OHSAS 18001 recognizes high standards of health and safety that can contribute to the success of the organization by preserving and developing human and physical resources and by reducing necessary costs and liabilities.

When I was addressing participants in a training programme and discussing requirements of ISO 14001:2004 EMS Standard with regard to Emergency Preparedness and Response, one participant raised his point with regard to post accident fire fighting and asked, “How to dispose of burnt waste?” His question was specific to burnt waste, but I deal here with a broader question and a vital question – “How to handle waste?”

For handling waste, most organizations are unaware of waste management practices। The objective of this paper is to create awareness about waste management. Waste management practices may differ in organizations (due to size and type), for urban and rural areas, and for residential and industrial, producers. Management for non-hazardous residential and institutional waste in metropolitan areas is usually the responsibility of local government authorities, while management for non-hazardous commercial and industrial waste is usually the responsibility of the generator.

By having a waste management procedure, an organization can attach a great importance to the health and safety of its employees, members of public and others who use the premises of the organization or may be affected by the activities of the organization। Organization implementing ISO 14001:2004 EMS and / or OHSAS 18001 recognizes high standards of health and safety that can contribute to the success of the organization by preserving and developing human and physical resources and by reducing necessary costs and liabilities. It must be a policy of the organization to establish and maintain as far as its reasonably practicable, non-hazardous working conditions for all aspects of health and safety at work including the commitment to allocate appropriate resources.

The organization should have a “Waste Management Procedure” for the safe handling, disposal and recycling of waste.Waste management procedure includes collection, transport, processing, recycling or disposal of waste materials. The term usually relates to materials produced by human activity, and is generally undertaken to reduce their effect on health, the environment or aesthetics. Waste management is also carried out to recover resources from it. Waste management can involve solid, liquid, gaseous or radioactive substances, with different methods and fields of expertise for each.

All waste produced and / or developed within the organization by staff or visitors or contractors should be handled and disposed of completely in accordance with the set procedure. The procedure should be applicable to staff as well as contractors working for and on behalf of the organization.

While preparing a waste management procedure, we should keep in mind the following aspects in general:
Handling and disposal of waste must not cause any harm to the environment,
Handling and disposal of waste must not violet any legal requirements. The disposal should be accordance to the statutory and legal requirements. The procedure should address to the statutory and legal requirements.
If recycling of waste is possible, we should incorporate procedure to handle such waste.

The waste management procedure should deal with the following aspects:
Handling of waste,
Disposal of waste, and
Recycling of waste, where possible.

Types of waste

While dealing with the procedure, greater emphasis should be given to the type of the waste. Waste can be of different types, such as,
General household waste
Clinical waste
Contaminated waste
Sharp waste
Pharmaceutical waste
X-ray films
Confidential waste
Cardboard waste
Catering waste
Building and engineering waste
Fluorescent tubes and high pressure mercury lamps
Electrical equipments
Batteries and toners
Furniture and equipments
Computer equipments
Refrigerators
Asbestos
Scrap metal
Waste to drains
Chemical waste

The above list is indicative. There may be other types of waste.

Waste Management Representative

One personnel in the organization should be given specific responsibility and authority with regard to waste management. In the waste management procedure, responsibilities of personnel dealing with waste should be defined. There should be nominated personnel, who should have responsibilities including the following:
To be aware of statutory and legal requirements (legislations and regulations) with regard to storage, handling, transportation and disposal of waste
To keep under review and propose improvements to waste handling and disposal procedure
To devise, maintain and implement, in consultation with staff, operational procedures and organizational arrangements
To monitor methods of handling and disposing of waste
To promote awareness among concerned people by using effective communication methods
To identify training programmes for waste management and taking actions to organize such programmes
To develop guidelines for waste management procedures
To review guidelines for waste management procedures
To report matter of importance to the top management

Waste Management Methods

Waste management methods vary widely between organizations for many reasons, including type of waste material, nearby land uses, and the area available.

Some of the waste disposal methods include:
Landfill
Incineration
Recycling methods
Physical reprocessing
Biological reprocessing
Energy recovery
Avoidance and reduction methods

Disposing of waste in a landfill involves burying waste to dispose of it, and this remains a common practice. A properly-designed and well-managed landfill can be a hygienic and relatively inexpensive method of disposing of waste materials. Older, poorly-designed or poorly-managed landfills can create a number of adverse environmental impacts. Another common byproduct of landfills is gas (mostly composed of methane and carbon dioxide). This gas can create odor problems, kill surface vegetation, and is a greenhouse gas. Many landfills also have landfill gas extraction systems installed to extract the landfill gas. Gas is pumped out of the landfill using perforated pipes and flared off or burnt in a gas engine to generate electricity.
Incineration is a disposal method that involves combustion of waste material. Incineration and other high temperature waste treatment systems are sometimes described as "thermal treatment". Incinerators convert waste materials into heat, gas, steam, and ash. Incineration is carried out both on a small scale by individuals and on a large scale by industry. It is used to dispose of solid, liquid and gaseous waste. It is recognized as a practical method of disposing of certain hazardous waste materials (such as biological medical waste). Incineration is a controversial method of waste disposal, due to issues such as emission of gaseous pollutants. Incineration is common in countries such as Japan where land is scarce.
The process of extracting resources or value from waste is generally referred to as recycling, meaning to recover or reuse the material. There are a number of different methods by which waste material can be recycled: the raw materials may be extracted and reprocessed, or the calorific content of the waste may be converted to electricity. New methods of recycling are being developed continuously.
The popular meaning of ‘recycling’ refers to the widespread collection and reuse of everyday waste materials such as empty beverage containers. These are collected and sorted into common types so that the raw materials from which the items are made can be reprocessed into new products. Material for recycling may be collected separately from general waste using dedicated bins and collection vehicles, or sorted directly from mixed waste streams.
Waste materials that are organic in nature, such as plant material, food scraps, and paper products, can be recycled using biological composting and digestion processes to decompose the organic matter. The resulting organic material can be recycled as mulch or compost for agricultural or landscaping purposes. In addition, waste gas from the process (such as methane) can be captured and used for generating electricity. The intention of biological processing in waste management is to control and accelerate the natural process of decomposition of organic matter.
The energy content of waste products can be harnessed directly by using them as a direct combustion fuel, or indirectly by processing them into another type of fuel.
An important method of waste management is the prevention of waste material being created, also known as waste reduction. Methods of avoidance include reuse of second-hand products, repairing broken items instead of buying new, designing products to be refillable or reusable (such as cotton instead of plastic shopping bags), encouraging consumers to avoid using disposable products (such as disposable cutlery), and designing products that use less material to achieve the same purpose.
Training and Awareness
Education, training and awareness in the area of waste and waste management are increasingly important from a global perspective of resource management. The organization should take steps to create awareness in this area. All staff connected with segregation, collection, storage and disposal of waste must be trained to be aware of and capable of performing the following:
· Safe and careful handling of waste
· Understand and carry out waste management procedures
· Implementation of appropriate health and safety policies and incident reporting methods
· Record maintenance

Conclusion
Each organization should have a “Waste Management Procedure” for the safe handling, disposal and recycling of waste.Waste management procedure includes collection, transport, processing, recycling or disposal of waste materials. The organization should take all suitable steps for the effective waste management and its continual improvement. Today we can not afford to ignore the environmental aspects of business. In business, waste means cost. Saving energy means saving money. Handling waste in a proactive manner means saving money. Disposal of waste in a useful way can have a positive impact on the environment and it can also save organization money. Waste management and energy savings starts with the application of ISO 14001:2004 EMS. Implementing ISO 14001:2004 EMS can expand organization’s business and market opportunities, increase profits and ensure compliance with environment legislations. By implementing OHSAS 18001 the organization recognizes high standards of health and safety that can contribute to the success of the organization by preserving and developing human and physical resources and by reducing necessary costs and liabilities and handling waste bin an effective manner can contribute to a great extent in that way.

Courtesy: Various magazines, books, articles on the subject।