Step One: Gathering Information

Information gathering is one of the most crucial steps in the development of any environmental program. Before you begin planning a course of action, you first need to answer some general questions, such as:

• What is already being done?
• What has been done in the past?
• What obstacles might arise?
• What support exists?

Baseline Data

For your data to be the most meaningful, you need to begin by taking baseline measurements before implementing your program. A baseline is a measurement of the “before scenario.” It gives you the figures to measure against once the program is underway.

The type and amount of information you collect for the baseline will depend both on your program and your need for accuracy. Your baseline data will come from company or building records and interviews with key personnel. Points to keep in mind include to:

• Ask for permission to access the records
• Aim for a representative time period
• Obtain at least six months of data

After establishing a baseline, implement your program (e.g., energy conservation). Measurements of the “after scenario” will allow you to gauge whether or not the program is meeting your goals. If it’s not, the team leader and assistants will need to take quick action to adjust the program (more on monitoring your program is found in Step 7).

What to Measure?

What you will measure in the “after scenario” depends on the particular program you’ve implemented, as well as, what data you can realistically expect to capture, and what information you want to record. Some examples include:

• Amount of waste leaving the office or building
• Amount of materials being recycled
• Percentage of items purchased containing recycled material
• Number of employees/tenants carpooling/using mass transit
• Number of employees/tenants attending environmental educational events
• Reduction in amount of paper purchased
• Increase in types of items collected for recycling
• Savings in purchasing and disposal costs
• Reduction in energy/water use and associated cost savings
• Employee/tenant satisfaction (can be measured in rate of turnover, number of sick days taken, and through surveys)

Depending on which module you are working on, there are also specific pieces of information you will need to gather. For example:

Recycling. If your office or building is starting an aluminum can recycling program, you will need to first find out how much aluminum you generate (i.e., purchase or collect at your company) before you know if you have enough volume to interest a recycler.

Purchasing. If you want to buy more products that include recycled content, you will need to first visit the purchasing office to learn what products are currently being ordered. You will also need to identify any existing policies that might require, limit, or encourage such purchasing.

Conservation. To establish an energy or water conservation program, one of your first tasks will be to determine your office’s or building’s current usage levels.

Transit. In a transit initiative, you will first need to find out what modes of transportation your co-workers or the building occupants are using and what modes are available to them.

These are just a few examples of the types of information you will need to gather. For each module, we’ll take a closer look at what information you will need to collect, how to acquire the information, and what to do with it once you have it.

Who Collects the Information?

Information gathering can be the task of one person, or can be divided among the members of a team composed of key personnel in your company or building. The number of people needed for this task will vary depending on the size of your office or building and the scope of your initiative.

Where Do You Find the Information?

One thing to keep in mind, however, is the importance of identifying the best source in your office or building for the information you need. It might take a few phone calls or emails to locate the person who has the answers to your questions, but in the end, the success of your program will hinge on the quality of information you collect at the beginning.

In the course of gathering information about your company’s operations and how they affect the environment, you may find that there are already some programs or initiatives in place. If possible, try to build on existing efforts and incorporate them into your program. You might find that there is not a formal program in place, but simply one individual who has volunteered his or her time to undertake a pet project. Find these people and harness their energy and enthusiasm… they are out there, just waiting to be found!

You are also likely to hear about failed programs from the past. Consider this a learning experience — find out why the programs failed and use the information to your advantage. When selling your program in meetings or presentations, explain how it will differ from those in the past, zeroing-in on the causes of past failures and pointing out how the new program will avoid them. However, be constructive with your criticism, in case the person you are speaking to is the person who started the failed program.