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Plan, Do, Check, Act Model – Plan
Basic Information
Building an EMS might sound like an overwhelming task for a smaller organization, but it need not be. Since time and other resources are limited in any organization, it is important that you use resources wisely. One way to do this is by preparing and following a simple, effective plan. Fortunately, you can build on the experiences of other organizations that have already implemented an EMS. More details and examples can be found in Environmental Management Systems: An Implementation Guide for Small and Medium Sized Organizations.
The information below illustrates the initial steps in the EMS planning process. The importance of careful planning cannot be overemphasized. Taking the time to figure out what you need to do, how you will do it, and who must be involved will pay big dividends down the road.
Define Organization's Goals for EMS
A first step in EMS planning is to decide why you are pursuing the development of an EMS. Are you trying to improve your environmental performance (for example, compliance with regulations or prevent pollution)? Are you trying to promote involvement throughout the organization? Write your goals down and refer back to them frequently as you move forward. As you design and implement the EMS, ask: How is this task going to help us achieve our goals? This also is a good time to define the project scope or "fenceline" (i.e., what is the "organization" that the EMS will cover? One location? Multiple locations? Should we "pilot" the EMS at one location then implement the system at other locations later?).
Secure Top Management Commitment
One of the most critical steps in the planning process is gaining top management's commitment to support EMS development and implementation. Management must first understand the benefits of an EMS and what it will take to put an EMS in place. To develop this understanding, explain the strengths and limitations of your current approach and how those limitations can affect the organization's financial and other performances. Management also has a role in ensuring that the goals for the EMS (see above) are clear and consistent with other organizational goals. Management's commitment should be communicated across the organization.
Select An EMS Champion
Not all small- or medium-sized organizations have the luxury of choosing among multiple candidates, but your choice of project champion is critical. The champion should have the necessary authority, an understanding of the organization, and project management skills. The champion should be a "systems thinker" (ISO 9000 or ISO 14001 experience can be a plus, but is not necessary), should have the time to commit to the EMS-building process and must have top management support.
Build An Implementation Team
A team with representatives from key management functions (such as engineering, finance, human resources, production and/or service) can identify and assess issues, opportunities, and existing processes. Include contractors, suppliers or other external parties as part of the project team, where appropriate. The team will need to meet regularly, especially in the early stages of the project. A cross-functional team can help to ensure that procedures are practical and effective and can build commitment to and "ownership" of the EMS.
Hold Kick-Off Meeting
Once the team has been selected, hold a kick-off meeting to discuss the organization's objectives in implementing an EMS, the initial steps that need to be taken and the roles of team members. If possible, get top management to describe its commitment to the EMS at this meeting. The kick-off meeting also is a good opportunity to provide some EMS training for team members. Follow-up this meeting with a communication to all employees.
Conduct Preliminary Review
The next step is for the team to conduct a preliminary review of your current compliance and other environmental programs/systems and to compare these against the criteria for your EMS (such as ISO 14001). Evaluate your organization's structure, procedures, policies, environmental impacts, training programs and other factors. Determine which parts of your current EMS are in good shape and which need additional work. See the NSF ISO 14001 Self-Assessment Tool
or Incorporating Design for the Environment into Your Gap Analysis for gap analysis tools.
Prepare Budget and Schedule
Based on the results of the preliminary review, prepare a project plan and budget. The plan should describe in detail what key actions are needed, who will be responsible, what resources are needed, and when the work will be completed. Keep the plan flexible, but set some stretch goals. Think about how you will maintain project focus and momentum over time. Look for potential "early successes" that can help to build momentum and reinforce the benefits of the EMS.
Secure Resources, Assistance
The plan and budget should be reviewed and approved by top management. In some cases, there may be outside funding or other types of assistance that you can use (from a trade association, a state technical assistance office, etc.). See Appendix F of the Environmental Management Systems: An Implementation Guide for Small and Medium Sized Organizations for more ideas on possible sources of help.
Involve Employees
Ownership of the EMS will be greatly enhanced by meaningful employee involvement in the EMS development process. Employees are a great source of knowledge on environmental and health and safety issues related to their work areas as well as on the effectiveness of current processes and procedures. They can help the project team in drafting procedures.
Monitor and Communicate Progress
As you build the EMS, be sure to regularly monitor your progress against the project plan and communicate this progress within the organization. Be sure to communicate the accomplishments that have been made and describe what happens next. Build on small successes. Be sure to keep top management informed and engaged, especially if additional resources might be required.
Plan, Do, Check, Act
Once several "up front" EMS planning tasks have been completed, the next step is to gain an understanding of the individual elements of an EMS and begin the process of putting these elements in place. Learn how to begin putting the key processes in place [Do]
More Information
- Environmental Management Systems: An Implementation Guide for Small and Medium-Sized Organizations
This guide is designed primarily for use by EMS implementers to explain the program's concepts and to support and facilitate the development of EMS among small and medium-sized organizations.
- Case Studies
Highlights of EMS-related case studies with links to more detailed information, if available.