Step Two: Securing Support

If you are a tenant, you will use the information you’ve collected (see step one) to create a written and/or oral proposal for your building’s management. Support from co-workers, office managers, and the building manager is critical to the success of your program. Without adequate backing, staffing, and funding, the program is unlikely to succeed. Some of the items to include in the proposal, regardless of module, are:

• Estimated start-up and routine or monthly costs
• Potential cost savings
• Potential environmental benefits
• Potential benefits to employees, the building, and the community
• Potential costs (and negative impacts to the environment) that might be incurred if the program is not implemented

Here are some general tips to help you secure support. Every office or building is organized differently, so you may need to modify these ideas to make them work for you.

Get your foot in the right door. Meeting with the right people is essential, but in large offices or buildings this is not always easy. Determine which decision makers need to support your program. Who has the ability to make decisions about operations, purchasing, products, packaging, and services? Often it’s the senior management or property manager.

Set up a meeting and make a convincing presentation. You may have to present your proposal twice depending on your project — once to your company’s managers and again to the building or property manager. Managers often are pressed for time. Make your presentation clear, concise, factual, and persuasive. Use photographs that illustrate the issues and the opportunities. Select images that represent problems, but do not come across too negatively toward any one individual, department, or tenant. Focus on the positive benefits that will accrue to your company and/or building if the project is pursued.

Explain what similar businesses or companies are doing or plan to do. Do any of your competitors or peers already have established environmental programs? Have any of them received awards or recognition for their efforts? Does the trade or professional organization you belong to have an environmental policy or program? Emphasize public relations/marketing gains that your company or your building may receive as a result of implementing environmental programs.

Highlight the potential savings from the program. The most common benefits cited from environmental programs are cost savings due to energy and water conservation. Other types of programs can result in savings in the cost of labor, waste disposal, printing, purchasing, or postage. Although more difficult to quantify, there are also less tangible benefits – such as improved morale and satisfaction among employees/tenants – that may result in lower turnover rates among both groups.

Indicate likely reactions by customers, peers, and the public. Try to determine how key groups will respond to changes in your products, packaging, and/or services and operations. Your efforts may translate into positive publicity or increased sales.

Try to anticipate concerns. From your initial research, try to determine what issues or concerns management and your fellow employees and tenants might have and address them in your presentation.

Begin with a pilot program. Ask to set up a temporary program. Many managers are willing to try something new for a limited period of time, especially if it might save money or generate positive publicity.

Involve all parties. Tenants will need the building and company management to participate in kick-off events, sign memoranda and letters, and endorse the program by setting an example. Encourage management to adopt an environmental policy and request staff time to work on the program.

Property Managers

If you are the property or building manager, you will also use the information you’ve collected (see step one) to generate interest among your tenants and explain to them the reason you are beginning such a program. Without the support of your staff, contractors, and tenants, your program will not be successful.

Many of the same strategies that tenants can use to secure support are also appropriate for property managers.

Get your foot in the right door. For property managers, this usually means meeting with the largest tenants in your building and gaining their support. Meet with the upper managers and present your data. Show them how participating in the program will not only benefit them financially, but will have a positive impact on the environment.

Set up a meeting and make a convincing presentation. Either present the program during a regularly scheduled meeting with tenants or hold a special meeting to discuss your ideas. Present your initial findings and available options and ask for suggestions. The tenants are likely to have opinions or ideas that you will need to take into consideration during the design phase of the program.

Try to anticipate concerns. Prior to the meeting, try to determine what issues or concerns the tenants might have and address them in your presentation. (See Case Study at right.)

Involve all parties. Solicit the ideas and involvement of your tenants and staff (including contractors) in designing and implementing the program. Not only will this give them ownership in the program, but it will also probably head off many problems that could affect the program down the road.

Begin with a pilot program. With a temporary program, you will be able to gauge interest and work out any problems before investing too much time and resources.