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Howes Percival LLP recognises its responsibility for protecting and preserving the environment and, accordingly, will environmentally manage its activities so as to minimise any potential impact so far as is reasonably practicable.
We have therefore implemented the following policy as a guide to staff to encourage a "greener" office environment.
We have identified the following environmental objectives:
1. To achieve continuous improvement in its environmental management and performance and encourage support from members of staff at all levels;
2. To implement and regularly review and improve their environmental policy;
3. To promote awareness of its impact on the environment and its environmental policy to members of staff at all levels;
4. To ensure responsibility for environmental issues are supported at all levels of management;
5. To promote the philosophy "Reduce, re-use, recycle";
6. To minimise, where possible, energy and water consumption;
7. To encourage car sharing;
8. To endeavour to comply with all relevant environment legislation and regulations.
1. Staff Suggestions
All staff are encouraged to suggest methods of improving current environmental management practices in place from time to time.
2.1 We are trying to limit the use of electricity by encouraging you to turn off lights, computers and monitors. If therefore you are leaving your office at the end of the day or for a significant period of time, you are responsible for ensuring that your light, computer, monitor and other electrical equipment is switched off. However, please note point below regarding tube lighting. When you turn off your computer, the monitor goes onto standby unless you switch the monitor off too. You should therefore ensure that this is switched off. Equipment should not be left on standby mode.
Lights which do not need to be switched on at all times (i.e. meeting room spotlights) should not be switched on unless necessary. Fluorescent tube lights should be kept turned on when needed throughout the day, as it uses more energy to constantly turn these on and off.
The last member of staff in each office at the end of each working day, and particularly at the end of each working week, is also encouraged to ensure that all lights (including those in store rooms, meeting rooms, kitchens and toilets) and equipment (e.g. photocopiers) are switched off where appropriate. Fax machines should be left on so that faxes can still be received.
2.2 All computers should be set to "hibernate mode" as opposed to screensaver. A screensaver does not save any energy.
2.3 We recognise that one of the biggest issues within the office is the temperature and that the air conditioning and heating system may have its faults, particularly where the offices were built around an open plan office environment (such as in the Leicester office). We do however waste a lot of resources if the air conditioning is on and windows are also open or heaters are on. Conversely, if the heating is on but staff have fans on or windows open, energy is wasted.
We would therefore ask that if the air conditioning is on then before opening the window or turning on a heater, you check with your team leader/manager as to whether or not there is anything that can be done to adjust the air conditioning or heating.
We would also ask that you use common sense in this situation and that, if possible, you do your best to add or remove layers before turning on a heater or fan.
Always ensure that the air conditioning is turned off when leaving meeting rooms or if you are last in the office at the end of the working day.
Printers, Paper and Stationery
2.4 You should only print documents where necessary (this should not however compromise the ability to keep an accurate record of the advice that you have been giving, instructions received or the stages of the transaction in which you are involved).
2.5 As printers are shared in some offices, you should take steps to promptly recover items from the printer so that they do not get intermingled with the printing of other members of staff. If you pick up someone else's printing it should also be given to them promptly so that they do not re-print it.
2.6 Where this is not a default setting, you should print documents double sided where possible and in single line spacing. Default computer settings can be changed for this purpose and the advice of the IT department should be sought.
2.7 You should not print in colour or on the colour printer unless that is specifically required.
2.8 You should monitor what stationery you are taking from the stationery cupboard and not hoard it in drawers where it may not get put to effective use.
2.9 You should not print on engrossment paper unless it is necessary for you to engross the document because you are at a final version.
2.10 You should have a reminder at the bottom of e-mails reminding all recipients "Think before your print".
2.11 The majority of communication should be sent via e-mail as opposed to fax or post. Letters should not be sent by fax and post or fax and DX. Preference should be given to e-mail communication or where this is not possible to DX or fax.
2.12 Consider "enveloping" email replies, where appropriate, to avoid long email chains. This is likely to reduce wasted paper in printing for both sender and recipient of emails.
3.1 Car sharing is encouraged between members of staff. If therefore you are travelling between offices or to the same destination as a colleague, you should share cars unless you are returning to a different destination or you have other pre-arranged meetings which make this impossible.
3.2 Employees should also endeavour to use the train wherever possible. Employees will not be expected to use the train where the route or timings of the transport make this inconvenient. However, the train and tube should be used rather than an employee's own vehicle in most cases, particularly where this means you can work on the train. Where public transport is used, standard class should be booked, unless a partner has approved first class transit.
4.1 Where you are not using a document that you have printed, you should use it as scrap paper. Confidential documents (i.e. client related) should, however not be used as scrap paper and should be disposed of using confidential waste bins.
4.2 Pads of paper should not be used when scrap paper can be utilised instead – however, once again, this should not compromise the professional image of the firm, and neat and tidy notepads or counsel's notebooks should be used for client meetings.
4.3 You should not use "Howes Percival" branded stationery, which should be utilised solely for client use. Where possible stationery such as ringbinders, lever arch files and dividers should be re-used wherever possible.
4.4 Packaging such as cardboard boxes, padded envelopes, bubble wrap, can be re-used for internal (and possibly external) mail. In each case you should not compromise the professional image of the firm.
4.5 "Internal Envelopes" should normally be used for all internal mail. Alternatively, normal envelopes can be re-used for internal mail. The use of new envelopes for internal mail should be a "last resort".
5.1 Printer and fax cartridges should be recycled, either by sending them to IT or by sending them to a charity. This will be co-ordinated within each office and you should not therefore dispose of printer and/or fax cartridges in the normal waste system.
5.2 Fluorescent tubes will be safely disposed of by placing them in "tube coffins", where practicable.
5.3 Recycled products are encouraged where practicable.
5.4 We have implemented a recycling system in some offices in relation to the following types of waste by providing dedicated recycling bins: paper, cardboard, plastic bottles, drinks and food cans. You should make yourself aware of the recycling facilities and should use these rather than throwing items into the normal bins.
5.5 Confidential waste paper is shredded and taken to local recycling facilities for some offices and shredded on site in others. Non-confidential waste paper should also be placed in confidential waste bins.