SW-EMS-TRN-001
Environmental Awareness Training
Version
1.0
Owner
Environmental Lead
Effective Date
2024-01-15
Review Date
2025-01-15
Environmental Awareness Training
Duration: 30 minutes
Target: All Swedwise staff (mandatory annual training)
Prerequisites: None
Why This Matters
30-second version: As consultants, our biggest environmental impact comes from how we travel and work. Small decisions - like choosing a video call over a flight, or taking the train instead of flying - add up to significant carbon reduction. This training helps you make informed choices that benefit both the environment and align with our "Make Time For The Good" philosophy.
Module 1: Introduction to Environmental Management
Swedwise's Environmental Commitment
At Swedwise, we recognize that our operations have an environmental impact, and we're committed to:
- Minimizing our carbon footprint through smart travel and energy choices
- Operating efficiently to reduce waste and resource consumption
- Helping customers reduce their environmental impact through our SaaS solutions
- Continuous improvement - always looking for ways to do better
Why ISO 14001?
ISO 14001 is an international standard for Environmental Management Systems (EMS). It helps us:
- Systematically identify and manage our environmental impacts
- Comply with environmental regulations
- Demonstrate environmental responsibility to customers and stakeholders
- Drive continuous improvement in environmental performance
Key principle: Prevention is better than cure. We identify environmental aspects before they become problems.
Our Environmental Policy Highlights
Swedwise commits to:
- Compliance with all applicable environmental legislation
- Prevention of pollution through proactive management
- Continuous improvement of environmental performance
- Efficient resource use and waste minimization
- Climate action through carbon footprint reduction
Where to find it: SW-EMS-POL-001 (Environmental Policy)
Module 2: Environmental Aspects at Swedwise
An "environmental aspect" is how our activities interact with the environment. Here are Swedwise's most significant aspects:
1. Travel and Carbon Footprint (Our Biggest Impact)
As a consulting company with staff at client sites, travel is our primary environmental aspect.
Impact breakdown:
- Flights (especially short-haul): Highest carbon per kilometer
- Car travel: Moderate impact (varies by vehicle type)
- Train travel: Lowest carbon impact
- Video conferencing: Minimal impact
The numbers:
- A Stockholm-Karlstad flight: ~50 kg CO2
- The same trip by train: ~5 kg CO2
- A video call: ~0.15 kg CO2
That's a 10x reduction by choosing train over flight!
2. Energy Consumption in Offices
Our three offices (Karlstad, Stockholm, Uddevalla) consume energy for:
- Lighting and HVAC
- Computer equipment
- Kitchen appliances
- Servers (minimal - most infrastructure is cloud-based)
Good news: Most of our work is remote or at client sites, so our office energy footprint is relatively small.
3. Electronic Waste (E-waste)
Technology is our business, which means:
- Laptops, monitors, phones (equipment lifecycle)
- Accessories (chargers, cables, peripherals)
- End-of-life disposal requires proper recycling
Why it matters: E-waste contains hazardous materials (lead, mercury) and valuable resources (gold, copper) that should be recovered, not landfilled.
4. Paper Usage and Digital Alternatives
Despite being a digital company, we still use paper for:
- Printing contracts and proposals
- Note-taking and whiteboards
- Marketing materials
The shift: Moving to digital signatures, cloud storage, and electronic documentation reduces both paper use and carbon emissions from transport.
5. SaaS Environmental Benefits for Customers
Our Swedwise Communications SaaS service helps customers reduce their environmental impact:
- Replaces physical mail with digital communications (fewer trucks, less fuel)
- Shared infrastructure (multi-tenant) is more efficient than individual servers
- Swedish data center with renewable energy sources
- Reduces customer e-waste by eliminating on-premise hardware
Win-win: Good for the environment AND good for business.
Module 3: Climate Action and Carbon Reduction
Climate change is real, and business travel is a significant contributor. Here's how to make smart choices:
Video Conferencing vs. Travel
When to use video:
- Regular status meetings
- Initial prospect conversations
- Internal team meetings
- Quick check-ins or clarifications
When travel is justified:
- Final contract negotiations
- Complex problem-solving workshops
- Relationship-building with key clients
- Onboarding new customers
Rule of thumb: If the meeting is under 2 hours and doesn't require hands-on work, default to video.
Train vs. Flight Decisions
Choose train when:
- Distance is under 500 km
- Total journey time (including airport time) is comparable
- Route is well-serviced (e.g., Stockholm-Gothenburg)
Example: Stockholm to Karlstad
- Flight: 1 hour flight + 2 hours airport time = 3 hours total, 50 kg CO2
- Train: 3 hours direct, 5 kg CO2
- Clear winner: Train
Choose flight when:
- Distance is over 500 km
- Train journey exceeds 5-6 hours
- Time value justifies the carbon cost
Always ask: "Is this trip necessary, and what's the lowest-impact option?"
Remote Work Benefits
Working remotely (from home or client site) reduces:
- Commute emissions
- Office energy consumption
- Need for office space expansion
Swedwise advantage: Our distributed workforce model is inherently more sustainable than traditional office-based work.
Carbon Footprint Tracking
Swedwise tracks carbon emissions from:
- Air travel (via booking systems)
- Car travel (via expense reports)
- Office energy consumption
Your role: Accurately report travel in expense claims (mode, distance) so we can measure and improve.
Module 4: Office Environmental Practices
Small daily actions in our offices add up to significant impact:
Energy Saving
Lights and equipment:
- Turn off lights when leaving a room
- Power down monitors and computers at end of day (don't just lock screen)
- Use natural light when possible
- Set heating/cooling to reasonable levels (20°C winter, 24°C summer)
Kitchen and common areas:
- Don't leave coffee makers on all day
- Fill kettle only with needed water
- Close fridge/freezer doors promptly
- Use dishwasher only when full
Waste Management and Recycling
Sorting guidelines (varies by office location):
- Paper/cardboard: Newspapers, magazines, packaging, office paper
- Plastic/metal: Bottles, cans, food packaging
- Electronic waste: Batteries, old equipment, cables (special disposal)
- General waste: Everything else (minimize this!)
Food waste: Compost where available, otherwise general waste.
Pro tip: The best waste is the waste you don't create. Refuse unnecessary packaging and single-use items.
Reducing Paper Usage
Digital-first practices:
- Use e-signatures (DocuSign, etc.) instead of printing contracts
- Take notes digitally (OneNote, Notion, etc.)
- Share documents via cloud links, not printouts
- Use double-sided printing when printing is necessary
When you must print:
- Print double-sided (default setting)
- Use print preview to avoid wasted pages
- Reuse misprints as scratch paper
- Recycle all paper waste
Sustainable Procurement
When purchasing for Swedwise:
- Prefer local suppliers (reduces transport emissions)
- Choose energy-efficient equipment (Energy Star rated)
- Buy durable goods (quality over cheap disposables)
- Consider environmental certifications (FSC, EU Ecolabel, etc.)
- Avoid single-use plastics (water bottles, coffee cups, cutlery)
Example: When ordering office supplies, choose recycled paper, refillable pens, and reusable coffee cups.
Module 5: Compliance and Legal Requirements
Environmental Regulations Overview
Swedwise must comply with:
Swedish environmental legislation:
- Environmental Code (Miljöbalken)
- Waste regulations
- Energy efficiency requirements
- Chemical safety (REACH, RoHS for electronics)
EU regulations:
- Waste Electrical and Electronic Equipment Directive (WEEE)
- Restriction of Hazardous Substances (RoHS)
- Energy Efficiency Directives
Industry-specific:
- Public procurement environmental criteria
- Customer environmental requirements
- ISO 14001 certification requirements
Reporting Requirements
Internal reporting:
- Travel carbon emissions (monthly)
- Office energy consumption (quarterly)
- Waste disposal (annual)
- Environmental incidents (immediately)
External reporting:
- Annual environmental statement (if required by customers)
- Sustainability reporting (as business grows)
Your role: Report any environmental incidents or concerns to your manager or the Environmental Lead.
Consequences of Non-Compliance
Business impact:
- Loss of contracts: Public sector requires environmental compliance
- Fines and penalties: Environmental violations can be costly
- Reputation damage: Environmental incidents harm brand trust
- Certification loss: Non-compliance can result in losing ISO 14001
Personal responsibility: Everyone at Swedwise has a role in environmental compliance. If you see something concerning, speak up.
Module 6: How You Can Contribute
Environmental management isn't just for the Environmental Lead - it's everyone's responsibility. Here's how you can make a difference:
Daily Actions That Make a Difference
Travel choices:
- Default to video calls for internal meetings
- Choose train over flight when practical
- Combine trips to reduce total travel
- Carpool when traveling to same location
Office habits:
- Turn off equipment when not in use
- Recycle properly (when in doubt, ask)
- Avoid printing unless necessary
- Bring reusable water bottle and coffee cup
Remote work:
- Optimize home office energy use
- Turn off equipment during lunch breaks
- Use video call software efficiently (camera off when not needed saves bandwidth and energy)
Purchasing:
- Question whether new equipment is necessary (can you reuse or repair?)
- Choose sustainable options when buying
- Properly dispose of old equipment (don't throw in trash!)
Suggesting Improvements
Got an idea for reducing Swedwise's environmental impact? We want to hear it!
How to suggest improvements:
- Talk to your manager - They can help develop the idea
- Submit to Environmental Lead - Formal improvement suggestions
- Raise in team meetings - Collaborative problem-solving
- Use improvement register - Document your suggestion for review
Examples of good suggestions:
- "Can we negotiate with our train booking provider for better rates to incentivize rail over air?"
- "Could we install motion-sensor lights in the meeting rooms?"
- "What if we had a bike-to-work incentive program?"
Reporting Environmental Concerns
What to report:
- Potential environmental incidents (spills, leaks, unusual waste)
- Non-compliance with environmental procedures
- Equipment malfunctions (lights left on overnight, heating issues)
- Suspected environmental violations by suppliers or partners
How to report:
- Non-urgent: Email Environmental Lead or your manager
- Urgent: Call manager immediately, follow up with written report
- Anonymous: Use incident reporting system (if you're uncomfortable reporting directly)
What happens next:
- Environmental Lead investigates
- Corrective action taken if needed
- Root cause analysis conducted
- Preventive measures implemented
- You're informed of the outcome
Leading by Example
As a consultant, you represent Swedwise at client sites and in the market. Your environmental behavior reflects on our company.
Lead by example:
- Share your sustainable practices with colleagues
- Advocate for environmental considerations in client projects
- Demonstrate that environmental responsibility and business success go together
- Mentor new hires on Swedwise's environmental practices
Remember: Small actions, multiplied by 35 people, create significant impact.
Quick Reference Guide
Decision Trees
Should I travel or use video?
Is it a new customer relationship? → YES → Travel justified
→ NO → Is it complex problem-solving requiring hands-on? → YES → Travel
→ NO → Use video
Train or flight?
Is distance under 500 km? → YES → Choose train
→ NO → Is time critical? → YES → Flight may be necessary
→ NO → Compare total journey time
Can I print this?
Is digital version acceptable? → YES → Don't print
→ NO → Is it required for compliance/legal? → YES → Print (double-sided)
→ NO → Reconsider if necessary
Key Contacts
- Environmental Lead: [Contact info in SW-EMS-POL-001]
- Management Team: For policy questions
- IT Support: For e-waste disposal
- Facility Management: For office environmental issues
Useful Links
- Environmental Policy: SW-EMS-POL-001
- Environmental Procedure: SW-EMS-PRO-001
- Integrated Management System: SW-IMS-POL-001
- Incident Reporting: [Internal system]
Check Your Understanding
Assessment: 8 questions, 75% passing score (6 correct answers required)
Question 1
What is Swedwise's most significant environmental aspect?
A) Office energy consumption
B) Paper usage
C) Travel and carbon footprint
D) Electronic waste
Correct Answer: C
Explanation: As a consulting company with staff frequently traveling to client sites, travel represents our largest environmental impact, particularly air travel which has the highest carbon footprint per kilometer.
Question 2
A consultant needs to travel from Stockholm to Karlstad for a 3-hour client meeting. What is the most environmentally responsible choice?
A) Take a flight (faster)
B) Take the train (similar time, 10x less carbon)
C) Drive a car
D) Use a video call instead
Correct Answer: B
Explanation: The Stockholm-Karlstad route is well-serviced by train with comparable total journey time. Train travel produces approximately 10x less CO2 than flying. While video is even better environmentally, the question specifies the need to travel for a client meeting.
Question 3
Which of the following is NOT a proper way to report an environmental concern at Swedwise?
A) Email the Environmental Lead
B) Inform your manager
C) Ignore it if it seems minor
D) Use the incident reporting system
Correct Answer: C
Explanation: No environmental concern should be ignored, regardless of how minor it seems. All concerns should be reported through appropriate channels so they can be assessed and addressed properly.
Question 4
How does Swedwise Communications (our SaaS service) help customers reduce environmental impact?
A) It runs on renewable energy
B) It replaces physical mail with digital communications
C) It uses shared multi-tenant infrastructure efficiently
D) All of the above
Correct Answer: D
Explanation: Our SaaS service provides multiple environmental benefits: it's hosted in a Swedish data center with renewable energy, replaces carbon-intensive physical mail delivery, and uses efficient shared infrastructure instead of individual customer servers.
Question 5
What should you do when leaving the office at the end of the day?
A) Lock your screen
B) Power down your monitor and computer
C) Leave everything running for quick start tomorrow
D) Just turn off the monitor
Correct Answer: B
Explanation: To minimize energy consumption, you should power down both your monitor and computer at the end of the day. Locking the screen or leaving equipment in standby mode still consumes energy unnecessarily.
Question 6
When is it most appropriate to use video conferencing instead of traveling to a meeting?
A) Final contract negotiations with a new customer
B) Regular status meetings with an existing client
C) Complex onboarding workshops
D) Never - face-to-face is always better
Correct Answer: B
Explanation: Regular status meetings are ideal for video conferencing - they're routine, don't require hands-on work, and the relationship is already established. This reduces carbon emissions without sacrificing effectiveness.
Question 7
What is the primary purpose of ISO 14001?
A) To reduce company costs
B) To systematically identify and manage environmental impacts
C) To comply with customer requirements only
D) To win environmental awards
Correct Answer: B
Explanation: ISO 14001 provides a systematic framework for identifying, managing, and continuously improving an organization's environmental impacts. While it may help with costs and customer requirements, these are secondary benefits.
Question 8
Which of the following is the best example of sustainable procurement?
A) Buying the cheapest option available
B) Ordering from the fastest shipping provider
C) Choosing local suppliers with environmental certifications
D) Always buying new equipment
Correct Answer: C
Explanation: Sustainable procurement considers environmental impact, which includes preferring local suppliers (reduced transport emissions) and looking for environmental certifications that demonstrate responsible practices.
Assessment Results
Scoring:
- 8 correct: Excellent! You understand Swedwise's environmental responsibilities.
- 6-7 correct: Pass. Review missed questions to strengthen your knowledge.
- Below 6: Please review the training material and retake the assessment.
Certificate: Upon passing, you'll receive a certificate valid for 12 months. Annual refresher training is required.
Need Help?
Questions about this training?
- Environmental Lead: Responsible for EMS implementation
- Your Manager: Can clarify how environmental practices apply to your role
Environmental incident or concern?
- Non-urgent: Email Environmental Lead
- Urgent: Contact your manager immediately
Want to suggest an improvement?
- Improvement register: Document your suggestion
- Team meetings: Raise ideas collaboratively
- Direct to Environmental Lead: For formal proposals
Additional Resources
- Environmental Policy (SW-EMS-POL-001): Our commitment and objectives
- Environmental Procedure (SW-EMS-PRO-001): Detailed operational procedures
- IMS Policy (SW-IMS-POL-001): How environmental management integrates with quality and security
- Swedish Environmental Code: https://www.government.se/government-policy/environment/
- Carbon calculator: [To be implemented - track personal footprint]
Remember: Environmental responsibility is part of "Make Time For The Good" - efficient resource use, smart travel choices, and sustainable practices create time and value for what matters most.
Thank you for completing this training. Your actions make a difference.
Document Information
Version: 1.0
Status: Draft
Owner: Environmental Lead
Review Date: 2025-01-15
Related Documents: SW-EMS-POL-001, SW-EMS-PRO-001, SW-IMS-POL-001