Green practice: Obtaining ISO environmental accreditation

Managing partner Rainer Hilli shares why Roschier sought '¨ISO 14001 environmental certification

 

Key takeaway points

1. It is becoming increasingly important to be able to demonstrate to various interest groups (such as clients, employees and suppliers) that you are acting in an environmentally responsible manner.

2. Getting certified may be a good way to get organised internally in environmental matters and policies. In the long run, it pays off.

3. Do not underestimate the time and resources needed to obtain certification.

4. The commitment of a sufficiently diverse project team is the key to success.

5. Long-term results can only be achieved with the commitment of the entire organisation – sharing information and internally promoting environmental policies are key.

 

The environment and green technology have been focal areas for both Roschier and our clients for several years. The firm’s green economy practice group serving clients in this field was established in 2008. Before that, we had increased environmental awareness within the firm through various projects. However, we wanted more consistency and long-term planning in this area and investigated different ways of achieving that.

An increasing number of clients are requesting information about our environmental practices as a part of their own environmental policies. Another area where environmental responsibility is an important factor is in employee recruitment. A further consideration is related to the cost savings that can be made through an environmental policy. For these reasons, among others, a more systematic approach to environmental awareness was deemed beneficial.

We looked at different alternatives for the development of a sustainable environmental policy and came to the conclusion that an ISO 14001 certification could be the way to go for us. ISO specifies requirements for an environmental management system but does not, in itself, define specific environmental performance criteria.

The extent of the application of ISO 14001:204 depends on factors such as: '¨

• the environmental policy of the organisation;

• the nature of its activities, products and services; and

• the location where, and the conditions under which, the organisation functions.'¨

This was the kind of approach that we wanted to take. It would require a lot of work and adherence that no other law firm in Finland or Sweden had taken, as far as we knew.

However, reality is usually more cumbersome than a vision. The path towards ISO certification would require a number of formalities and new processes to be put into place.

The idea of an environmentally-friendly firm was not difficult to sell within the partnership or otherwise within the firm. There is a general awareness that makes these kinds of projects rather easy to understand. This meant that there existed '¨a clear commitment to go through with '¨the project.

In 2008, a ‘greener Roschier’ team was formed due to an increasing interest in, and awareness of, environmental matters. During the same year, the firm’s environmental guidelines were published on our intranet.

In 2010, an environmental survey among all employees was completed '¨and, as a result, the environmental guidelines were updated. Thus, there was already very good buy-in of environmentally-friendly practices.

The ISO project

In late 2010, the decision to go for an ISO 14001 certification was made. An internal project group was appointed and we also hired an external consultant to help us with the formalities. The certification was to be made cross-border in Sweden and Finland at the same time.

The work, which formed a close cooperation between the consultant and the project group, took place during 2011.

In November 2011, external audits were carried out in Helsinki and Stockholm. The auditors defined a few issues, which we were asked to attend to. These deviations were of a very minor nature and quite easy to correct.

For example, in Stockholm, we were asked to produce delivery orders related to the collection of hazardous waste, which we had not known that we were supposed to ask for and file.

In December 2011, we were granted the ISO certification.

As a result of the project, we '¨have implemented the following environmental measures:'¨

• promotion of video conferencing instead of travel between the firm’s offices;

• gradual removal of personal printers and secure printing, resulting in reduced paper consumption (this decision was not all that popular among those who were used to having personal printers);'¨

• participation in a carbon offset programme when acquiring new laptops (myclimate);'¨

• energy-saving light bulbs used throughout the offices;'¨

• improved waste sorting and recycling;'¨

• more environmental office supplies;

• water dispensers instead of bottled water on the working floors;'¨

• recommended low CO2 emission company cars; and'¨

• generally increased awareness of environmental matters.'¨

The ISO certification requires that a certain amount of objectives are reached and practices are improved. Our experience has been that some are easier than others to achieve.

For example, travelling policies and document production policies were easier in the short term, but applying environmental policies when choosing suppliers took more time.

The difference between a self-made process and an ISO certification '¨is that, for a certification, there is a standardised process that requires '¨proper documentation. That is certainly '¨for good and bad.
The development of the documentation is cumbersome but, when it has been done, you are better equipped to achieve consistency. We estimate having used some 300 hours to obtain certification.

One bonus feature of the ISO certification is that it concerns the whole firm – everyone is involved.
For example, the teams responsible for ICT, catering, office and conference services have been very much involved '¨and instrumental in the process.

It was also important to have buy-in across the whole organisation at an early stage, in order to accommodate the acceptance for changes that needed to '¨be made and the resources that needed '¨to be allocated to the project.

The time spent with consultants exceeded our expectations; however, I think that it is necessary to have a certification consultant involved, at '¨least when you are doing your first '¨ISO certification.

Impact so far

Our experience so far is that the combination of the environmental awareness project with ISO certification has been very beneficial.

The main aim of course was to go for an environmentally-friendly approach to our business. At the same time, the process has tied together all departments of the firm with a joint goal to stay alert as to environmental matters.

We have seen considerably increased awareness of environmental matters among the core project team of four to '¨five persons, but also generally within '¨the firm. There has been the opportunity for each and every person to contribute ideas for improvements.

We have also been able to see cost savings (travel costs and paper consumption), as environmentally-friendly behaviours and cost savings often go '¨hand in hand. It is, however, too early to say what '¨the full financial impact will be.

All of this could probably have been done without certification, but the ISO process gave us the possibility to benchmark against a good standard. And, since this project is never ending, the requirement for proper documentation will keep the process going on the '¨right track.

 

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Obtaining ISO environmental certification

• Be committed to the project, as it will take time and resources.

• Develop a realistic timetable.

• Ensure optimal composition of the project team, with a good mix of people who are passionate about environmental matters and have a practical approach.

• If using a consultant, stay closely involved at all stages to avoid unnecessary work at a later stage.

• Make sure to capitalise on the certification both internally and externally.

• Remember that the work will continue and resources will be needed on a continuous basis.

• Stay focused on environmental improvements, not just certification.

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'¨rainer.hilli@roschier.com

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