How to write a sustainability policy

What is the importance of having a written and implemented sustainability policy? Is it needed? How to write one?

Some businesses already have a written and implemented policy. In this case, you should decide whether it is better to add a “sustainability section” to the existing policy, or whether it is better to create a specific sustainability policy.

In both situations above or if your company does not yet have any policy, the new sustainability policy should contain a mission and vision that takes into account social and environmental aspects. In addition to the vision and mission, a complete sustainability policy must also contain specific guidelines for environmental, social awareness, green purchasing and a conduct code against sexual exploitation.

These guidelines may come within or even separate from the policy itself as an environmental policy, a social policy, a green purchasing policy or a code of conduct against sexual exploitation.

According to the norms of ABNT (Brazilian National Standards Organization), it must be ensured that a sustainability policy:

1. It is appropriate to the type, size and location of the enterprise;

2. It includes a commitment to comply with the sustainable tourism principles regarding its three dimensions (environmental, socio-cultural and economic), applicable laws and regulations, as well as meeting the commitments subscribed by the enterprise;

3. It includes a commitment to meeting customer expectations for quality;

4. It includes a commitment to meet the expectations of other stakeholders regarding the socio and environmental performance of the enterprise;

5. It includes a commitment to continually improve the effectiveness of the sustainability management system;

6. Provide a framework for establishing and reviewing sustainability objectives;

7. It is communicated and understood by everyone in the enterprise;

8. It is documented, implemented and maintained;

9. It is available to interested parties; and

10. It is critically analysed to maintain its suitability.

Also according to ABNT and other standards, certifications and good practices in sustainability, a sustainability policy should have:

1. The legal requirements and other requirements;

2. The financial, operational and commercial requirements;

3. Its aspects of sustainability;

4. Its technological options;

5. Its strategic options; and

6. The stakeholders view.

Sustainability objectives and targets should be consistent with the sustainability policy and should include, but are not limited to:

1. Emissions, effluents and solid waste;

2. Conservation and management of water use;

3. Energy efficiency;

4. Selection and use of supplies;

5. Health and safety of customers and employees;

6. Quality and customer satisfaction;

7. Work and income;

8. Local communities;

9. Cultural aspects;

10. Natural areas, flora and fauna; and

11. Economic viability.

The policy should also be revised at certain intervals (max of 02-years). At the time, the company should check how the indicators are and if the policy is appropriate to the current moment and, if necessary, make caveats.

Other views on writing a sustainability policy :

- The policy should be short and easy to understand and, if possible, in more than one language ;

- Should mention the key issues to be pursued ;

- Should quote questions in the five areas of business (internal management, product management and development, supplier management, customers relations) ;

- Be appropriate to the "size" of the company's impact on the environment and the community;

- Must include a commitment to continuous improvement;

- Have honest and realistic goals;

- Include the compliance with laws and codes of conduct ;

- Ensuring that the stakeholders take part in the project; and

- Must to include a commitment to encourage the adoption of sustainability by all the stakeholders.

The steps to build a sustainability policy

The steps to be followed depend on the stage the business is in (sustainability practices and time of existence) and the structure of the company (size, number of employees, organisation chart, etc.).

It is important that everyone participates in the construction of politics. Even if the number of employees is very large, it is important to have a representative of them participating in the elaboration of the new policy.

* Besides being written, the policy has to be implemented and understood by everyone in the company, and for this, the participation of all in its formulation is essential. It is much easier for people to understand, participate and “buy” the idea of ​​sustainability if they have participated in its construction, if they know how important it is to them and to the planet.

For companies that are just beginning their sustainability actions, at first, it may not be necessary to write a fully complete and detailed policy, but it is important that all (or the most important) topics are addressed.

The sustainable policy can be improved over time, which will become easier to do as people become more familiar with the topic.

An example of the steps to follow to write a policy:

1- Form a group of management and staff representatives to be responsible for elaborating the policy

2- Get together all management and draft the new policy

3- The group should do a draft analysis

4- Meeting between the group and the management to finalize policy

5- Format the policy

6- Inform employees and suppliers about the new policy

7- Put the policy on the company's website and send it to registered customers

8- Press Release the new policy

Some examples of sustainability policy for hotels and similars

1 - The Hotel "Sun and Sea" is committed to promoting the satisfaction of its customers by the natural beauty of the surrounding city and excellence in service, through:

- Commitment to the principles of sustainable tourism, applicable legislation and meeting the expectations of all stakeholders regarding social, cultural and environmental performance.

- Quality in services and products.

- Continuous improvement of the effectiveness of the sustainability management system supported by the rationalization of the use of natural resources, continuous training of employees, integration with local culture and community, innovation and creativity.

2 - The management of Ecoland - Sustainable Lodging in the Pantanal, is committed to the sustainable management of the business, including:

a) The conservation of the environment, the social and cultural heritage of the region, in compliance with current legislation;

b) Meeting the needs of customers, shareholders, employees and the local community;

c) The establishment of mechanisms and procedures that promote their continuous improvement;

d) The wide dissemination of this policy to all interested parties, aiming at their knowledge and understanding.

Tip: The Sustainability Policy needs to be communicated and understood by everyone in the enterprise. Therefore, make a simple and straightforward text and be sure to explain it to all contributors.

3 - Green Roof Inn, Buzios, Rio de Janeiro

The permanent pursuit of the satisfaction of its guests and the sustainability of its business and the community, through ethical and transparent business practices, the conscious and responsible use of the environment and natural resources and the encouragement and sponsorship of actions aimed at social and educational development.

4 - Outeiro de Minas EcoSPA, Itabirito, Minas Gerais

Eco SPA Outeiro de Minas has a policy of providing services that bring well-being and improvement in the quality of life of clients, offering leisure, relaxation and fun activities, with care and professionalism.

We rescue the simplicity of rural environments, combining excellence in service delivery and respect for the environment.

We aim to continually improve our processes, comply with applicable laws, provide our employees with a healthy working environment and participate in the development of the local community, generating profitability for shareholders.

5 - Hotel Pousada Blumenberg, Canela, State of Rio Grande do Sul

The Blumenberg Inn has a policy of promoting customer satisfaction and the sustainable development of the company together with the community. Our management principles respect the ethics and legislation in force. We support events and actions of income generation, work and professional qualification aiming at the social, cultural and environmental valorisation of the region.

We seek to rationalise the use of supplies as a way of preserving the environment, minimising any impact. We define procedures for continuous improvement of service quality and satisfaction of customers, owners, employees, suppliers, partners and the community.

By Thiago Cagna

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