What Do I Do Now

1
What Do I Do Now?

• Starting Your EMS
• July 27, 2007

2
Agenda

• Select Fenceline
• Management Support
• Selecting and Training Your Team
• Communicating/Training the EMS
• Redirecting
• Assistance

3
Select Fenceline

• The Fenceline is the Geographic Boundary or
  Operational Boundary of the EMS
• Can Be by Facility, Department, Operation, or
  Organization
• Most Recommend StartingSmall with a Fenceline
  that Has Environmental Issues Already (WWTP,
  Maintenance Shop, Landfill)

4
Management Support

• The Number One Reason an EMS Fails is Lack of
  Management Support
• Get Management Support at the Very Beginning In
  Writing (you will refer to it OFTEN). Include
  Time Table for Implementation and Staff
  Requirements
• Memo to Department Directors from City Manager
• Council Resolution
• Distribute Support Memo Widely
• Secure Management SupportThroughout Your
  FencelineDont Forget Middle Managers

5
Management Support

• Difficulty in Getting Support?
• Call an EMS Practitioner to Talk About Management
  Concerns
• Funding?
• Benefits?
• Belief It is Just a Paperwork Exercise?
• EMS Isnt Applicableto Cities
• Tons of Assistance Available in Selling the
  Benefits of EMS

6
EMS Champion

• The EMS Champion or Environmental Management
  Representative (EMR) Should be Selected to Lead
  the EMS
• Responsible for the Day-to-Day Implementation of
  the EMS Program and Meeting Time Lines
• Key Considerations
• Must Have the Time and Desire
• Important Traits Team Builder, Organizer, and
  Proficient Speaker
• Environmental Background is a Plus
• Senior Management Should Designate the EMR in
  Writing and Provide a Direct Conduit for Progress
  Reports

7
EMS Champion

• Specific Responsibilities
• Select, Train, and Schedule EMS Core Team
• Write EMS Procedures
• Develop Templates
• Communicate Progress and Identify Deficiencies
• Develop Training Program
• Select and Train Audit Team
• Assist with Environmental Compliance
• Conduct Management Review
• External and Internal Communication of the EMS

8
EMS Champion

• Send the EMR to Training
• Recommend ISO 14001 Lead Auditor Training
• EMS ImplementationTraining
• EnvironmentalComplianceBootcamp
• Facilitator Training

9
Select and Train the EMS Core Team

• Core Team Members Are Responsible for Guiding and
  Directing the EMS
• Select/Volunteer a Team (less than 20 people) and
  Provide EMS Training (1 - 2 Days)
• Core Team Should Include the Environmental
  Champions and the Naysayers
• Core Team Should be Cross Functional
• EMS Core Team Members Should Have EMS in their
  Performance Plan

10
EMS Core Team

• Schedule Regular Meetings Every Month and KEEP
  ATTENDANCE RECORDS
• Keep Meeting Minutes and Distribute
• Use Each Meeting to Also Conduct Training for
  Next EMS Piece
• Get Commitment for Core Team Members for At Least
  the Term of Implementation
• Have City Manager Write Each Member a Letter of
  Support

11
Communication of the EMS

• Start Engaging Staff of the EMS at the Beginning
  of Implementation
• Emails, Bulletins, Paycheck Notes, Posters
• Adopt an Environmental Policy and Use it for
  Employee Support
• Develop an EMS Training Course and Ask HR to
  Deliver During New Employee Orientation

12
Communication of the EMS

• Develop an Environmental Awards Program
  Recognizing Employees for Their Effort
• Consider an Environmental Logo/Logo Contest
• Buy Trinkets (Pens/Paper/Hats) for Dissemination
• Send Good News Bullets To Management Frequently
• Consider Council Briefings on Progress

13
EMS Training

• Determine the Appropriate Level of Training for
  Staff by Job Description/Title
• EMR Needs Immediate and Upfront Training
• EMS Core Team Needs Detailed Training and Must
  Understand EMS Terms
• Training in Order of Importance
• Facility Managers Need to Understand Objectives
  and Targets and Significant Environmental Aspects
• Management Needs to Understand EMS Commitments
• General Staff Should Have EMS Awareness Training
  Each Year

14
Redirect

• Set Your Target and Timeline for EMS
  Implementation
• Use Templates and Examples from Other
  Organizations
• Tailor Documents and Approaches to Meet Your
  Organization
• If Something Isnt Working, Stop, Reassess Goal,
  and Redirect.
• During EMS Implementation, You Will Constantly
  Evaluate and Redirect Your Course

15
Top Three Lessons Learned

• Dont Give UpIts Worth It in the End
• Ask For Help
• Call TCEQ, EPA, or Another City
• Great website
• www.peercenter.net
• Always Remember the EMS is About Environmental
  Improvements, Not the Documents

16
Contact Information

• Laura Fiffick
• 214 670 5942
• www.dallascityhall.com
• Laura.fiffick_at_dallascityhall.com