Waste Contractors: Communications Toolkit. To help your company prepare for the Waste (Scotland) Regulations effective from 1 January 2014.

Transcription

1 Waste Contractors: Communications Toolkit To help your company prepare for the Waste (Scotland) Regulations effective from 1 January September 2013

2 2 Report Waste Contractors: Communications Toolkit Introduction From 1 January 2014, the Waste (Scotland) Regulations are changing for all businesses, big and small, operating in Scotland. As waste contractors, you will already have done much to prepare for January. This pack has been designed for waste management contractors, including private, public and third sector organisations. It will provide the context for the Waste (Scotland) Regulations and, more importantly, provide communications support to help you engage with your workforce and communicate with your customers. Your importance as waste contractors in communicating the Regulations to businesses cannot be over-emphasised. Who in your organisation might find this document useful. We appreciate that private and public sector organisations are structured differently, here are some suggestions as to which departments might find the contents herein useful for customer communications and staff engagement. Management Sales Marketing and Communications Commercial Waste and Recycling Food Waste Collection Service Environmental Services Head of Finance and Support Service Education and Children s Services Housing and Strategic Commissioning Economic Development

3 Waste Contractors: Communications Toolkit 3 Contents 1 Policy Overview Waste Management 5 At a European Level 5 At a Scottish Level 5 The Good News We ve Come a Long Way 5 Scotland Still has a Long Way to Go 6 Resource Efficiency is a Global Problem 6 2 The Waste (Scotland) Regulations Why These Recyclates? 7 Quality Recycling 7 Considering Co-mingled Recycling Service 7 Co-mingling Key Points 8 Food Waste Responsibility 8 Question 1 Is your business classified as a food business? 8 Question 2 - Is your business non-rural? 8 Question 3 - Do you produce over 50kg of food waste per week? 9 Absolute Exemptions for Food Waste Separation 9 3 Duty of Care 10 Current Duty of Care 10 Extending the Duty of Care 10 The Waste Hierarchy 11 Roles and Responsibilities 12 Waste Producer 12 Local Authority 12 Scottish Environment Protection Agency (SEPA) 13 4 Enforcement 13 5 How Waste Contractors can Make the Most from the Waste (Scotland) Regulations Communicating with your Customers 14 Communication Platforms 14 Suggested Text / Copy Platforms 15 Explaining the Regulations Suggested Text 15 Summary of Regulations Suggested Text 16

4 4 Report Waste Contractors: Communications Toolkit Key Messages for Customers 17 Text for 10 simple steps to cutting waste disposal costs 18 Text for Online/Web use with Content Approach Suggestion 19 Signposting to Resource Efficient Scotland Suggested Text 21 Copy of our Press Release 22 7 Customer Feedback 23 8 Communicating with a Workforce 23 Workforce Briefings 23 Senior Management Responsibility for Waste Reduction and Management 23 Overcoming Typical Barriers to Change 24 Other Waste Management Ideas for Workforce Engagement 25 Workforce Resources 27

5 Waste Contractors: Communications Toolkit 5 1 Policy Overview Waste Management The way we think about and manage waste is changing. At a European Level In 2010, the European Commission launched Europe 2020, a 10-year strategy for advancement of the economy of the European Union. Its aim is "smart, sustainable, inclusive growth". The strategy included a flagship initiative on a resource efficient Europe, which recognised the need to de-couple economic growth from resource use. Simultaneously, the 2008 Waste Framework Directive required Member States to take measures to promote high quality recycling and, to this end, set up separate collections of waste where technically, environmentally and economically practicable and appropriate to meet the necessary quality standards for the relevant recycling sectors. At a Scottish Level The Scottish Government is ambitious to drive change. Scotland s Zero Waste Plan, published in June 2010, sets clear targets. The Waste (Scotland) Regulations 2012 were introduced specifically to address the recycling targets outlined in the plan, in particular the long term target of 70% recycling for all waste arising in Scotland by 2025, regardless of its source, based on improved data and supported by sector-specific programmes of work. Zero Waste means reducing the unnecessary use of raw materials; re-using products were possible and recovering value from products when they reach the end of their lives either through recycling, composting or energy recovery. Scottish Government The Good News We ve Come a Long Way Over the last 20 years there have been big changes in Scotland s approach to waste and resources. Recycling rates are continuing to rise, the amount of waste going to landfill is declining and awareness of the impact of how we choose to manage raw materials and dispose of waste is growing. Over the last five years, Scotland s total waste arisings have reduced by 10%, total waste to landfill has dropped by 36% and recycling and, over the last 10 years, composting has increased by 83%. While these figures represent great progress, current action is simply not enough There is still a long way to go before Scotland has a truly sustainable approach to resource management.

6 6 Report Waste Contractors: Communications Toolkit Scotland Still has a Long Way to Go The Regulations represent the most significant development in recycling for Scotland and are designed to help realise the true value of resources currently thrown away. New estimates from Zero Waste Scotland indicate that Scotland is currently paying 95 million in landfill taxes to throw away key recyclates (paper, glass, metal, plastic, card and food) valued at 97 million. The Regulations also offer a potential to boost Scotland s economy and create green jobs, and will play a key role in helping Scotland reach its ambitious target of 70% recycling of all waste by The cost of sending materials to landfill is also increasing. A few years ago a landfill tax was introduced to act as a deterrent from this method of disposal; and has been steadily increasing ever since by 8 per year. From April 2014 the tax element of landfill will be 80 per tonne (a rise from 2013 pricing of 72 per tonne). Food waste also creates a major environmental problem when sent to landfill. As it rots, it produces methane a powerful greenhouse gas at least 20 times more potent than carbon dioxide. Food waste has a high calorific value, so processing it through modern treatment facilities has the potential to generate enough energy to power a city the size of Inverness and supply 10% of Scotland's fertilizer needs. Resource Efficiency is a Global Problem And this isn t just a Scottish problem. There is a huge, and ever increasing, imbalance between the global demand on resources and the dwindling availability of those resources. The global demand for energy and raw materials is accelerating faster than ever in human history. Virgin raw materials are running out. For example, Copper - everyday metal which we all rely on. At today's rate of consumption there is only enough copper to last another 60 years and, worryingly, only 31% of Copper currently comes from recycled sources. Silver, aside from its use in jewellery, is a valuable industrial catalyst, and there is only a 30 year supply remaining, with only 16% obtained from recycled sources. Indium, an important material in LCD screens, is estimated to have less than 10 years supply and only 1% of that is being recycled. Increasing scarcity means that costs are increasing ahead of inflation and will continue to do so as the resource groups deplete.

7 Waste Contractors: Communications Toolkit 7 2 The Waste (Scotland) Regulations 2012 Passed by the Scottish Parliament on 9 May 2012, the new Waste Regulations represent the most significant development in recycling that Scotland has ever seen and are designed to help us realise the true value of resources we currently throw away. The Regulations have the potential to boost our economy and create green jobs in the process. The new Regulations will also play a key role in helping Scotland reach its ambitious target of 70% recycling of all waste by The key points outlined in the new Waste (Scotland) Regulations 2012 are as follows: 1. All businesses and organisations to present key recyclable material for collection from 1 January Food waste businesses (in non rural areas) producing over 50kg of food waste per week to present it for separate collection from 1 January Food waste businesses (in non rural areas) producing over 5kg of food waste per week to present it for separate collection from 1 January A ban on the use of macerators to discharge food waste into the public sewer from 1 January 2016 (in non rural areas). 5. A ban on material collected for recycling going to landfill or incineration. 6. A ban on municipal biodegradable waste going to landfill by 1 January Why These Recyclates? There is a focus on metal, plastic, glass, paper, card and, for food businesses, food due to the prominence of these materials, coupled with the available infrastructure to recycle. These materials have been recycled well domestically for a number of years in Scotland. Recycling is not limited to these recyclates and continuing to recycle WEEE (electronic or electical waste), batteries, textiles, wood and other recyclable materials is highly encouraged however they are not the focus of these Regulations. Quality Recycling Under the Regulations, businesses need to ensure that the materials they present are of high quality and have not become contaminated with other materials. Fully segregating waste is the best way to promote high quality recycling because it ensures that the recyclable materials do not contaminate one another. Considering Co-mingled Recycling Service The ideal scenario is full separation of key materials to ensure Quality and Quantity of the material collected. But there will be instances when this is not practicable or feasible.

8 8 Report Waste Contractors: Communications Toolkit Whether or not businesses can co-mingle is a question answered by what is happening further down the waste management chain. If the materials can be separated during the waste management process and the quantity and quality of materials collected for recycling is not significantly less than a fully segregated separate collection then co-mingling is acceptable. Dry recyclables should not be mixed with any waste which cannot be recycled or would significantly reduce the quality of the material. Some dry recyclables are also best collected separately from other dry recyclables. The Duty of Care Code of Practice, therefore, recommends that paper and glass are kept separate from each other as Materials Recycling Facility sorted glass has lower potential for high quality recycling and may contaminate the paper. Co-mingled cans, tins and plastic bottles are easily separated at Materials Recycling Facilities. Co-mingling Key Points When businesses are looking at options for different co-mingled services, you should ask them to consider the following key points to decide on the most compliant service. 1. Partially co-mingle rather than fully - the less material types in one bin the more likely the quality is to be enhanced. 2. Do not mix recyclable and non-recyclable waste. 3. Do not mix glass and paper - small glass particles contaminate fibres for paper recycling and can often cause whole batches of paper to be rejected from paper mills and end up much lower down the waste hierarchy either in landfill or energy recovery. 4. Clear bin labelling and training of staff (including cleaning staff) on what items go where and why it makes a big impact. 5. Always ensure quality and quantity are not compromised. Food Waste Responsibility To understand whether a business is affected by the Regulation concerning food waste seperation, ask them to answer these three questions. Question 1 Is your business classified as a food business? Does the business process, distribute, prepare or sell food? A business may be a non-food business but have a large canteen on site, in which case food is prepared and handled, in which case the answer is yes. Question 2 - Is your business non-rural? Businesses in designated rural areas are exempt from the food waste regulation.this is because food collections in rural areas may not always be cost effective and food waste infrastructure is not yet in place in many rural areas. If, however there is a rural food waste collection available it is preferable that the business use it and it may well be more cost-effective than putting food into a residual waste bin. To find out if a business site is designated as rural and exempt, use the postcode finder tool.

9 Waste Contractors: Communications Toolkit 9 Question 3 - Do you produce over 50kg of food waste per week? If the answer is yes to all three questions, then the business must separate food waste for collection by 1 January If the answer is yes to questions 1 and 2 but they produce between 5kg and 50kg of food waste a week, then the business has a little longer before it needs to comply it has until 1 January As of 1 January 2016, there will be a ban on disposing of food waste to sewer or public drains in nonrural areas (e.g. using waste disposal units at sinks). Legislation is site specific so if a business has a site in a rural area and one in a non-rural area then they will only need to separate food waste for the non-rural site. Hospitals are not required to comply with the requirement to separate food waste for recycling until 1 January Systems which dewater food waste at source and store the solid material for collection and treatment are an acceptable form of management, but only if the loss of solid matter to sewers is minimal. Read our recently commissioned study on dewatering systems: Managing Food Waste. A guide to help Hospitality and Food Service businesses manage their food waste. Anaerobic digestion (AD) is recognised as the preferable method of treating food waste. In addition to producing digestate that can be used as a soil conditioner or fertiliser, AD has the added benefit of the gas it produces (biogas) which can be used as a fuel or to produce electricity. Absolute Exemptions for Food Waste Separation There are three absolute exemptions from the requirement to present food waste for separate collection. 1. Rural food business premises. Rural is defined using the six-fold classification system used by Scottish Government. Resource Efficient Scotland has an online postcode finder which is useful for determining whether particular areas are exempt from the food waste duties. 2. Food businesses producing less than 5kg per week. If a business consistently produces less than 5kg of food waste per week then the requirement to present that food waste for separate collection does not apply. 5kg is roughly equivalent to a full domestic kitchen caddy. 3. Food waste that has arisen from international transport. International catering waste is designated as a Category 1 Animal By-Product, which requires specialist management and does not fall within the scope of these Regulations.

10 10 Report Waste Contractors: Communications Toolkit 3 Duty of Care Current Duty of Care All businesses produce waste and most types of business waste are classed as controlled waste. Businesses are currently required by law to exercise a Duty of Care with regards to their waste, which is: A legal responsibility to ensure that you produce, store, transport and dispose of controlled waste without harming the environment. Duty of Care requires businesses to store waste safely, transfer only to an authorised person and complete the legal paperwork. There is more information online through NetRegs regarding Duty of Care. There is no time limit from the production to the transfer of waste as long as the waste is not resulting in an environmental health issue. This allows for materials such as dry recyclables to be bulk stored until transfer to reduce waste costs, if required. Food waste will be required to be uplifted on a regular basis. A business must transfer its waste to a registered waste carrier. All registered waste carriers are listed on the Scottish Environmental Protection Agency (SEPA) website. Waste transfer notes must be produced with the exchange of waste, and these records must be kept for a minimum of two years. Where the description of the waste, the carrier, the producer and the location remain the same across multiple collections, a single season ticket transfer note may be used for a period of up to 12 months. Extending the Duty of Care Simply put, Duty of Care regarding businesses waste will be extended to include the requirement to recycle. Waste should now be considered as a resource that must be managed to improve recycling volumes and quality by separating out key recyclable materials. Businesses will be responsible for ensuring their waste is handled properly, across the whole waste management chain. Businesses also have a responsibility to be aware of the negative effect waste can have on the environment and to take the right steps to minimise it. So, for the first time, we are seeing a more holistic approach to improving resource use through the whole waste management chain and across the Scottish economy. This not only makes environmental and economic sense, but business sense too.

11 Waste Contractors: Communications Toolkit 11 The Waste Hierarchy Under the current Duty of Care, businesses are required to apply the Waste Hierarchy to the waste they produce. The concept is particularly relevant as businesses prepare for the regulations, as it provides guidance as to how waste should be managed to minimise its effect on the environment. It also correlates to the savings triangle revealing the financial benefits of applying the hierarchy to businesses. Waste Hierarchy Diagramme

12 12 Report Waste Contractors: Communications Toolkit Roles and Responsibilities Waste Producer Every business is responsible for the Duty of Care for the waste their business generates (see below). How they manage it at source ultimately determines the value which can be derived from it. They therefore have the most important role. Summary of Waste Producer responsibilities Secure waste during storage. Ensure waste is transferred to someone who is authorised to receive it, for example, a registered waste carrier or waste manager with the relevant authorisation. Complete a waste transfer note for any transfer of waste, including a full description of the waste, and retain a copy of this note for two years. Describe the waste accurately and provide information for the safe handling, transport, treatment, recovery or disposal by subsequent holders. Take reasonable measures to ensure that waste does not cause pollution or harm to human health. Apply the waste hierarchy to the management of waste to promote high quality recycling. From 1 January 2014, present glass, metal, plastic, paper and card (including cardboard) for separate collection. Take steps to maintain the quality of dry recyclables presented for separate collection. Where applicable, present food waste for separate collection. Local Authority Local authorities have three roles within the requirement to recycle: Enforcement officers will assess whether premises comply with the requirement to sort dry recyclables and/or food waste (where applicable) during the course of routine inspections required under other legislation As suppliers of waste & recycling collection services As waste producers through delivery of various council services

13 Waste Contractors: Communications Toolkit 13 Scottish Environment Protection Agency (SEPA) SEPA is the lead authority for advice and appropriate enforcement relating to the Waste (Scotland) Regulations SEPA is working in partnership with Zero Waste Scotland providing information and advice to businesses ahead of and during implementation of the Regulations. SEPA will ensure that private sector waste collection services comply with the Regulations as they apply to them, and that recycling facilities are designed and operated to promote 'high quality' recycling. 4 Enforcement Enforcement will be undertaken by The Scottish Environmental Protection Agency (SEPA) and Local Authorities and will run alongside other regulation. A waste producer remains responsible according to what they know or should have foreseen. Initially the aim is to achieve compliance through information and support. However, businesses may be fined up to 10,000 for non-compliance. 5 How Waste Contractors can Make the Most from the Waste (Scotland) Regulations Scotland s Waste Regulations represent the single biggest opportunity for the Waste Management Industry to build businesses by improving the volumes and quality of the materials available for recycling. Business waste accounts for 87% of total waste arising. Ensuring that businesses recycle the bulk of their waste materials has huge potential benefits for both the economy and the environment. To what extent waste management companies can embrace economic benefits will depend significantly on the ability to engage with businesses and communicate the new requirements upon them to recycle. Proactively offering Regulations-compliant services, and doing so in an easily managed and flexible way should entrench existing customers and potentially win new ones.

14 14 Report Waste Contractors: Communications Toolkit 6 Communicating with your Customers Before you start communicating with customers, we suggest you brief your customer-facing staff about the Regulations. Training staff about the Regulations enables them to become ambassadors for the changes that your own company and your customers businesses will be facing in the New Year. Informed staff are able to act as a reassuring source of information on the ground to other staff and customers. Having knowledgeable sales teams and crews who can talk to customers about the changes will reassure customers that the company has followed due diligence, has the Regulations in hand, and demonstates that you are offering a compliant service. In addition, the Regulations are kept top-of-mind for staff to ensure that the organisation is operationally ready. Once you have established the Regulations-compliant services you will offer, plan how you are going to communicate your offering to customers. If service provision has improved, it is an opportune time to market your services, upselling to existing customers and potentially acquiring new ones too. Communications should be done in simple terms to explain the changes occurring, the timetable for that change and the guidance and support you can make available to help them make that change. Making the change as easy to achieve as possible will ensure the highest levels of compliance. If you are already providing regulation-compliant services to your customers, it is still important to let them know that. A brief communication of the details of the new Regulations and a reassurance that the service you offer is already up to speed will position you as a forward-thinking, progressive supplier at a time when competitors may be knocking on their doors. Communication Platforms The sooner you brief your staff and speak to customers, the better. Businesses may need time to adjust their processes in order to be compliant. And the sooner their recyclates streams are organised, the sooner you can uplift uncontaminated recyclates and improve the profitability of the waste streams. You are better placed to know what customer contact points work most effectively. Some channels for consideration include: Local authorities: leaflet with license applications/renewals, trade waste and business rate invoices. Business inspections and visits under other regulatory agendas. Direct mail: Bear in mind that a well-written letter can sometimes be a clearer and more efficient means of getting information across than a complicated piece of direct mail. Many businesses prefer to be contacted via over post so an ezine or alert may prove more effective than a hard copy letter. Leaflet: The simple leaflet we have developed on the Regulations would be a useful accompaniment to direct mail. We are happy to supply these free of charge to all waste contractors. They are a useful inclusion into monthly or quarterly bills and annual statements. Local press and radio are still a very effective way of advertising to local small and medium sized enterprises. Company vehicles are mobile billboards and a great way to get the word out.

15 Waste Contractors: Communications Toolkit 15 Reception and congregation points e.g. canteen are good locations to share messages via posters, newsletters and PowerPoint presentations. Websites should be updated to ensure all the questions businesses need answered in relation to the Regulations are available, or are at least signposted to. A landing page covering the Regulations will help direct businesses to your site when searching for information. The Business Resource Centre on Zero Waste Scotland s Resource Efficient Scotland website is a simple online directory that allows customers to search Reuse and Recycling services in their area. Please check that your organisation is listed in the appropraite areas and, if not, request an update. Sales materials and face-to-face meetings should include information about the new Regulations. Customer contact centre if you have one, they should be briefed on the Regulations and be able to redirect the call/ internally. Public Relations is an ideal platform to build your story about the Regulations in the context of your business/service offering. Exposure in newspapers and/or local magazines and newsletters helps improve exposure of your message. Social media may dovetail your corporate or public relations activity. Facebook, Twitter, Linked-in and Youtube messaging ensures a wider exposure of your communications. Trade associations in the area are a useful channel to reach members of the organisations e.g. Chambers of Commerce and Business Improvement Districts. Suggested Text / Copy Platforms The following text is written as a grab-and-go solution for consistent messaging. Please feel free to use any text earlier in the document outlining the Regulations, how to engage the workforce, barriers to change and so on. Explaining the Regulations Suggested Text We are ready for the change in the law on Waste. Are you? Waste management should be high on your agenda as from 1 January 2014, the law on waste changes. Scotland needs to be more resource efficient and all businesses, large and small can help make a difference. All businesses and organisations, regardless of size, operating in Scotland will need to separate paper, card, plastic, metals and glass, for recycling. Most food businesses will also need to separate food waste for recycling. As specialists in waste management, we are here to help. We urge all businesses to speak to us to discuss service improvements so that you are Regulations compliant for the new year. We can help you to audit your waste streams to identify potential cost savings that are usually simple and practical.

16 16 Report Waste Contractors: Communications Toolkit The new Regulations are a key part of the Scottish Government s zero waste strategy to eliminate unnecessary waste and reach a target of 70% recycling by Scotland currently pays around 95 million in landfill taxes to throw away recyclable materials with an estimated value of 97 million. Resource Efficient Scotland, a programme delivered by Zero Waste Scotland on behalf of the Scottish Government, is helping businesses prepare for the new Regulations. There are free resources available online to help your business fulfill its requirement to recycle. Summary of Regulations Suggested Text Your legal duty as a business If you run a business in Scotland, you are already legally responsible for safely disposing of any waste your business produces. From 1st January 2014, the law will require your business to take all reasonable steps to recycle as much of that waste as possible. It will also require all local authorities and waste contractors to meet high recycling standards. Detailed guidance on the new statutory duties and information on how best to comply with them is available in the Duty of Care Code of Practice produced by Scottish Government. What does our business need to do? The Waste (Scotland) Regulations 2012 require all businesses, big and small, to take the following actions: Your business must recycle metal, plastic, glass, paper and card for collection from 1 January Food collection You are considered to be a food businesses if you process, prepare, distribute or sell food. If you produce over 50kg of food waste per week, you must present it for separate collection from 1 January From 1 January 2016, if you produce over 5kg of food waste per week (approximately one food caddy) you will need to present your food waste for separate collection. By 2016, it will also be illegal to dispose of food into a public sewer, through using a macerator where food collections are available. Are you a rural business? If your business is located in a rural area (which you can confirm using the postcode finder online) you are exempt from all the food waste requirements of the Regulations. However, you may still want to examine the economic benefits of food recycling.

17 Waste Contractors: Communications Toolkit 17 Key Messages for Customers The following key messages address the main issues that businesses have when considering how to be Regulation compliant and are written for use by Waste Contractors to incorporate into customer communicatons. Suggested text is shown in bold and is supported, for your clarity, with an explanation. Message 1 - suggested text The law on waste is changing for businesses. From 1 January 2014 the Waste (Scotland) Regulations mean that all organisations, big or small, will have to recycle their plastic, metal, glass, paper and card or risk a fine. Most food businesses will also have to recycle food waste. Explanation Our research suggests that the primary concern of businesses regarding the Regulations is that they will be legally compliant. So, the sooner you can reassure them that you are rolling out services that will enable them to be fully compliant with the new Regulations, the better. Presenting the way you can help businesses deal with the regulations in clear, simple terms is not only a good strategy to retain existing clients but also an excellent vehicle to win new business. If you are already offering a Regulations-compliant service, tell your clients as much. What can be more reasssuring than knowing that they are already compliant and have nothing to worry about. Message 2 - suggested text We ve improved our services to help your business to be compliant and more resource efficient. Explanation It is important to present the Regulations-compliant services you are offering as an improvement for clients. As businesses are forced to examine their waste streams more closely because of the new Regulations they will be looking more closely at the contracts to suit them. Are there opportunities to offer businesses savings or more flexible arrangements if they can deliver you cleaner, more profitable recyclate? If there are, now is the time to communicate the options. Many food businesses have an appetite for daily uplifts of food waste and consolidating collection services in a particular area could help make this more economically viable. Again, delivering a flexible service that meets the needs of customers can be used as a valuable sales tool. Working with business development areas to consolidate collections has the potential to save you money and make you more competitive so facilitating such arrangements could be a very attractive sales tool. Scotland s Resource Sector Commitment is all about improving the way that our industry operates. It s a voluntary initiative for all Resource Management organisations serving business in Scotland to demonstrate their commitment to continuous improvement and excellent customer service. Signatories will benefit from the use of an approved logo, highlighted status in our business directory of reuse and recycling services and access to support available from Zero Waste Scotland. Complete a simple online form to access further information on how to sign-up.

18 18 Report Waste Contractors: Communications Toolkit Message 3 - suggested text Space may not be as big a problem as you think. You are not producing more waste, simply sorting it for collection. Explanation The space constraints faced by many businesses will come to the fore as they seperate material for collection. Communicating with them about how you could help facilitate shared collections with neighbouring businesses will be a valuable tool in rationalising collections and increasing volume and quality in densely populated areas. Guidance and education for your customers about how waste streams can be managed and contained in limited spaces will also be useful for businesses looking for practical solutions to managing extra waste streams. Providing innovative waste storage solutions and pointing them to storage solutions they can use inside their businesses will be helpful. Businesses can be reassured that they will not be producing greater volumes of waste than before so rationalising the size of containers in which they store it will be a solution to most space issues. The concept of only needing a much reduced volume of residual waste bin is an attractive one to everyone. Message 4 - suggested text Recyclingyour waste can save you money. The less waste you send to landfill, the less landfill tax you need to pay. Some recyclates such as card and metal can generate an income stream which can be offset against your other waste uplift costs. Explanation Many businesses will be worried about potential additional costs associated with new Regulation-compliant collections, so advising them clearly about any potential financial benefits of recycling materials will be welcome news. Similarly advice that can help them reduce waste will be valuable. You can direct them to a wealth of information on how businesses can achieve this via the Resource Efficient Scotland website. Engaging with Resource Efficient Scotland is free, with specialist sector advice on how to reduce energy, water and raw material usage. Text for 10 simple steps to cutting waste disposal costs 1. Where is the waste coming from? - MEASURE 2. Check your waste data (regularly). - MONITOR 3. What is your current contract and how much is it costing? 4. Does the amount you need collected actually match what you are paying for? 5. Use the waste hierarchy to set priorities. 6. Consider how much of your waste can be recycled. 7. Identify the value of the recyclate. 8. Work out what kind of waste contract you need. 9. Start your waste reduction initiative. - AVOID 10. Speak to your waste contractor about the most suitable contract.

19 Waste Contractors: Communications Toolkit 19 Text for Online/Web use with Content Approach Suggestion It is a good idea to have an area dedicated to resource efficiency and the Regulations on your website. A simplified approach for doing this is outlined below. Headline: Waste (Scotland) Regulations 2012 Set up a dedicated web address/url for this section: e.g. The new Waste (Scotland) Regulations will help Scotland become one of the most resource efficient nations in Europe. Main button Why your business needs to comply. Supporting text Your business needs to comply because it becomes law as of 1 January Your waste may not be collected if it is not properly sorted for recycling, and if you do not comply you risk a fine of up to 10,000. Both Local Authorities and the Scottish Environment Protection Agency (SEPA) are empowered to deal with companies that do not comply with the new Waste Regulations. There are potential short-term gains for your business as well as long term economic and ecological benefits for Scotland as a country. Your business must present metal, plastic, glass, paper and card for separate collection from 1 January If you run a food businesses (except in classified rural areas) which produce over 50kg of food waste per week you must present that food waste for separate collection from 1 January How the regulations will affect your business. The requirement to present food waste for separate collection (except in classified rural areas) will extend to all food business which produce over 5kg of food waste per week from 1 January In non rural areas, it will be illegal to dispose of food into the sewer, for example, by using a macerator. Waste contractors (including local authorities) will also be affected by the regulations which stipulate that they deliver the best recycling services possible and do not incinerate or landfill materials that have been collected for recycling. As a waste contractor we are able to offer your business a waste collection service that ensures that all recyclable materials covered under the Regulations are uplifted in the most appropriate way. If you are a food business, you may be exempt. Use the Rural postcode If your food business is in a rural area, you are exempt from the food waste requirements of the Regulations. However, there are still economic benefits to recycling you should consider. Link to RES rural postcode finder

20 20 Report Waste Contractors: Communications Toolkit finder We d like to help your business. To discuss your waste collection requirement in order to comply with the Regulations, or simply to find out more about the integrated waste management solutions we can offer, call xx or xxx. Here is a leaflet for businesses detailing the Regulations. (Note. You can download this from our website for you to upload to yours or simply link to the RES site.) Where can I find out more information? Visit Resource Efficient Scotland for free advice and support on the regulations and other resource efficiency savings around water, energy and raw materials (including waste). For more infomation on Duty of Care visit the Netregs website: Funding and training resources available to businesses. For information on funding packages, training, and support tools available to aid your business in the transition to compliance with these new Regulations, visit Zero Waste Scotland's Business Support pages. There is a range of advice to help your business transition to these new ways of working. The Regulations can be seen as just one of many ways to help make your business more resource efficient, profitable and ultimately sustainable. The new Regulations come into effect from 1 January 2014, but it pays to prepare now and not leave it until the last minute. What you can do now. Contact us for information and advice on service provision and related costs. Consider joining forces with other local businesses might be a way to reduce your waste collection services.

21 Waste Contractors: Communications Toolkit 21 Twitter Feeds Suggested Text From 1 Jan 2014, all businesses, big and small need to comply with the new #WasteRegs in order to avoid the risk of being fined. We ve improved our services ahead of the #WasteRegs to help your business to be compliant and more resource efficient. Managing your recyclates to be #WasteRegs compliant doesn t use as much space as you might think. More waste isn t being produced, simply sorted for collection. We are ready for the Waste (Scotland) Regulations coming 1 Jan. Are you? Want to know how to be #WasteRegs ready by 1 Jan? Speak to us. Businesses: Are you recycling plastic, metal, glass, paper and card for #WasteRegs? You need to be by 1 Jan 14 or risk a fine. We can help. We are experts in managing your business waste, keeping you #WasteRegs ready. The new #WasteRegs are an opportunity to mitigate your landfill tax costs. Are you maximising them for your business? Signposting to Resource Efficient Scotland Suggested Text For free advice and support on meeting the new Regulations and how to save money, visit: or enquiries@resourceefficientscotland.com or call

22 22 Report Waste Contractors: Communications Toolkit Copy of our Press Release Will your business be Waste Regulation ready by January? Waste management is high on the agenda as businesses across Scotland prepare for the Waste (Scotland) Regulations coming into effect on 1 January. In the New Year all businesses, large and small will be required, by law, to recycle plastic, metal, glass, paper and card. And most food businesses will be required to present their food waste for separate collection. Resource Efficient Scotland, is a new programme being delivered by Zero Waste Scotland on behalf of the Scottish Government, and is helping businesses prepare for the new Regulations. There are a wide range of user-friendly, informative online resources to help ease businesses transition to the Regulations. Video case studies demonstrate how organisations of different sizes in a variety of sectors have put systems in place and trained staff to be ready for January. A frequently asked questions (FAQ) database provides instant answers on waste management questions arising from the Regulations. A rural postcode finder helps businesses determine whether they are exempt from the requirement to separate food waste. The website also has a Business Resource Centre containing an impartial guide to help businesses find waste management services, including recycling and reuse organisations, operating in their postcode. A poster creator enables businesses to develop clear signage for recycling bins to ensure their employees understand what and where to recycle. Scotland currently pays around 95 million in landfill taxes to throw away recyclable materials with an estimated value of 97 million. Auditing waste streams often pinpoints easy ways to reduce waste costs and manage resources. Resource Efficient Scotland encourages businesses to speak to their local authority or waste contractor to discuss the improvements to services they will be rolling out to meet the requirements of the Regulations. Iain Gulland, Director of Zero Waste Scotland, said: The Regulations are designed to help us realise the true value of resources which we currently throw away and present an economic opportunity for Scotland, including the creation of green jobs. We have a range of support available to help over the coming months and would ask those needing help to get in touch. Working in partnership with Zero Waste Scotland to raise awareness of the new Regulations, SEPA s National Waste Manager, Adrian Bond, said: The new regulations are a key part of Scotland s ambitious journey to zero waste and, as the principal regulator for waste and the requirement to recycle, SEPA will have a key role in ensuring businesses become compliant in time for January Over the last year, the progress made by businesses to engage in recycling has been encouraging and we are confident that the support available from ourselves, Resource Efficient Scotland and local authorities will help drive home the importance of preparing for the coming changes. Resource Efficient Scotland is also working with industry to cut energy, water and raw materials use. Scottish organisations could save 2.9 billion every year by using their resources more efficiently. By taking simple steps to optimise resource use, Scottish organisations can benefit from increased cost savings, productivity, and competitiveness. To get ready for the Regulations and find ways to save money visit or enquiries@resourceefficientscotland.com or call You can follow Resource Efficient Scotland on

23 Waste Contractors: Communications Toolkit 23 7 Customer Feedback Communications shouldn t stop once you have rolled your service out. Clients will need feedback on how well they are recycling so establishing a system by which you can let them know how they are doing will prove invaluable moving forward. It is important that businesses understand that, if they produce contaminated recycling, it will cost more to be uplifted for disposal and that they are failing in their requirement to recycle. 8 Communicating with a Workforce One of the toughest jobs for any organisation trying to reduce and manage waste is getting staff to recycle. How an organisation communicates with its workforce may be the difference between success and failure of recycling in the workplace. How to use this content. The following content is provided to help you support your customers with their staff engagement. You may also find it useful to engage your own staff. Workforce Briefings Engaging the workforce is crucial to when motivating a change of behaviour. Processes may be in place, but if staff are not engaged they will not follow them correctly, if at all. How to brief staff will depend on the culture of the organisation, structure, size and communications channels available. It is recommended that there is a top-line, company-wide briefing, followed by more detailed briefings for staff relevant to their roles and responsibilities. Senior Management Responsibility for Waste Reduction and Management There are potential cost savings and resource efficiencies that managing waste can deliver. Therefore the responsibility for waste should be assigned in the first place at senior level for accountability. But as all staff can make a difference, the responsibility should be placed throughout the organisation, at different staff levels and throughout different departments. Green champions are a great way to do this. They can be a go-to person for answers, drive forward initiatives such as cross department competition or have the role of shamer, noting wasteful behaviour. Green champions should volunteer themselves, rather than being volunteered, to ensure they take charge of the role with enthusiasim.

24 24 Report Waste Contractors: Communications Toolkit Overcoming Typical Barriers to Change Barrier 1: Your workforce won t recycle, no matter how many times you tell them they just keep on throwing everything in the general waste bin. Solution: One tried and tested solution is to remove all bins from desks, and then create a recycling bank - if staff have to move to throw anything away they are more likely to put things in the right bins. This approach should be coupled with awareness-raising to engage staff with the why are we doing this. Barrier 2: Space can always be an issue; especially as businesses will need more bins to house the separate materials. Solution: If storage space is an issue inside, then why not invest in stackable bins for different recycling materials? If storage space is an issue outside, why not work with other local businesses to share space to store bins, or even share services with neighbouring businesses? If you do go down this route, ensure that each partner s Duty of Care is clearly set out in the contract. Barrier 3: Despite your best efforts at providing bins and signage, the public just won t use the facilities correctly, or at all. Solution: The key to engaging the public is communication. Recycle-on-the-Go have carried out research which shows that people respond better to clearly labelled recycling units and supporting messages. Free advice and support is available online at go

25 Waste Contractors: Communications Toolkit 25 Simple Waste Management Steps Businesses should be mindful of the waste hierarchy, and the ideal approach being to reduce waste by preventing waste. Here are some easy, practical steps for near instant improvements, suitable for most businesses or organisations. How all staff can make a difference in reducing and managing waste: Switch default printing to double-sided to cut paper usage; Remove bins from under desks. Do let staff know the reasons behind the change before making the change; Colour coded bins; Use clear signage on bins and at recycle points. Staff Responsible for Waste Management Carry out a waste composition analysis to understand what waste streams the business is producing and quantities. Ensure bins are full when they are collected. Most businesses will be charged per uplift (varying charges depending on bin size) rather than by tonnage. So if bins are usually only partially full, consider reducing the size of the container, or the frequency of the uplift. Some recyclable waste has a financial value and the current price of materials can be checked at Let s Recycle. Office paper, metals, oil and wood can all be potentially good waste streams for recouping costs. Other Waste Management Ideas for Workforce Engagement Internal Brainstorm for Solutions to Recycling Getting the workforce actively involved in addressing recycling issues in order to find solutions, helps them own the problem. Consequently, they are then far more likely to help implement the change, than when management tell them what to do. The 5 Whys? Brainstorm technique: A brainstorm using the 5 Why s? approach is a great activity to get everyone involved. Here s how it works. Take each material stream, for example paper, and ask Why? E.G. Why is this being wasted? Keep asking why until you have a complete list of the reasons. For example; Because we re not printing double sided, Because we were printing s unnecessarily or Because we print reports we could read as PDFs. Usually by the 5 th Why? you will have your list of answers and you can move onto the next waste material.