EMAS "Easy" For Small and Medium Enterprises - in 10 Days With 10 People On 10 Pages in 30 Steps

The easy way to improve
your environmental
and business performance
EMAS "easy" for Small and

Medium Enterprises
in 10 days
with 10 people
on 10 pages
in 30 steps
easy
Performance, Credibility, Transparency
version 1
what is EMAS?
It means that
EMAS is like a trademark • We go beyond legal compliance.
• We have active employee involvement.
• We practice honest and true communication.
• Our goal is good environmental performance.
The Community Eco-management and Audit Scheme (EMAS) is a management tool for both manufactur-
ing and service organisations for evaluating, improving and reporting their environmental performance.
EMAS is open to all economic sectors including public and private services.
In 2001, EMAS was strengthened by the adoption of EN/ISO 14001 as the environmental management
system required by EMAS; by adopting an attractive EMAS logo to signal EMAS registration to the out-
side world; and by stronger consideration for indirect effects, such as those related to financial services or
administrative and planning decisions.
Participation in the scheme is voluntary and extends to public or private organisations operating in the European
Union and the European Economic Area (EEA) - Iceland, Liechtenstein, and Norway.
The main steps of EMAS

4 steps to registration
To receive EMAS registration an organisation must:
1. C
onduct an environmental review considering all environmental aspects of the organisation’s activi-
ties, products and services; methods to assess these; its legal and regulatory framework and existing
environmental management practices and procedures.
2. E stablish responsibilities within the EMS; set objectives; provide the resources to support the EMS;
implement operational procedures appropriate to the objectives; identify training needs and imple-
ment monitoring and communications systems.
3. C
arry out an environmental audit, assessing in particular the management system and conformity with
the organisation’s policy and programme as well as compliance with relevant environmental regulatory
requirements.
4. P
ublish a statement of its environmental performance that lays down the results achieved against
the environmental objectives and future steps to be taken to continuously improve the organisation’s
environmental performance.
This Brochure will walk you through each step on the way to EMAS in a easy way.
Note
EMAS easy for small business has been developed by Heinz Werner Engel with the support of DG
Environment. Reproduction is authorized except for commercial use, providing the sources are
acknowledged. 2
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EMAS easy for small SMEs
EMAS is adapted for small business !

SME’s and micro enterprises are the economic backbone of most economies in Europe. They typically account for
90% of the industrial fabric and contribute in a significant way to economic growth, social cohesion, employment,
regional and local development. The majority of these companies employ less than 5 people. One of today’s mega
trends is that the global economy is leading towards fast-growing standardisation in products, processes, manage-
ment and information. Global sourcing of goods and services imposes labels, standards, management tools and con-
trol systems. Furthermore, greening of government programmes and corporate green purchasing underpin this trend
and, as these measures become commonplace, more sustainable procurement will result.
For SME's in the supply chain in the European and the Global market, these changes will have impacts in day-to-day
activities.
A growing number of small companies have already demonstrated or may soon need to recognize demonstrate track
record of regular, positive environmental management, even in emerging economies. Furthermore health, safety,
working conditions and social issues are the subject of growing public scrutiny by consumers worldwide.
Therefore, the business of tomorrow is not just about products or processes but also about the management pro-
cesses which surround them. This is the focus for EMAS!
Standards and tools are shaped/have relevance to 90% of industry, whether medium or large, or multi-site or multi-
national organizations.
But traditional quality and environmental management tools do not fit into the reality of the small or micro-business
with less than 10 employees. Nor do they fit well in many SME's.
It is not the intrinsic qualities of those standards which are too high - it is more the internal and external barriers to
access which are more demanding – cost, bureaucracy, resources, knowledge…
This is what EMAS easy is about

It lowers the bureaucracy, the barriers of knowledge and consulting & certification costs
Introduction What is EMAS ? 2

What is ecomapping, what is ISO/EMASeasy? 4
Informal Ecomapping – getting started 5

Step 1 : Urban situation map 8
Step 2 : Material flow 9
Step 3 : Workers opinion poll - the Weather map 10
Step 4 : Eco-map water 12
Step 5 : Eco-map soil and storage 13
Step 6 : Eco-map air, odours, noise and dust 14
Step 7 : Eco-map energy 15
Step 8 : Eco-map waste 16
Step 9 : Eco-map risk 17
Step 10 : Your environmental information system 18
Formal Moving from ecomapping to EMAS 19

Step 11 : Upgrade your ecomaps for EMAS 20
Steps 12 to 16 : Planning your environmental management system 21
Step 12 : Your environmental policy 22
Step 13 : Environmental aspects identification 23
Step 13 and 14 : FLIPO 24
Step 15 and 16 : Objectives and targets 25
Step 17 to 23 : Implementation and day to day management 26
Step 17 : Assign jobs and tasks to your EMAS 27
Step 18 : Train your staff
Step 19 : Your environmental manual 28
Step 24 to 28 : Controlling your environmental management system 30
Step 24 and 25: Internal controlling -your quick check 31
Step 26 : Recording of events and documents - your ecologbook 32
Step 27 :
Step 28 : Management review - your control panel 33
3
Step 29 : Environmental statement 34
Step 30 : Verification of your EMAS and use of the EMAS logo 35
The online EMAS toolkit for SMEs 36
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Ecomapping and EMAS easy
What is ecomapping ?
Ecomapping is a simple, practical tool, designed in a visual format to be used as
a starter kit in environmental management.
Ecomapping is about scanning environmental impacts, problems and practice in
SME‘s in a participatory learning process. As such, it can be used in the initial
environment review as required by EMAS.
Useful environmental information is gathered systematically observation of
everyday practice and procedures as well as through reference to legislative
requirements and good practice.
It is a systematic method that builds up a picture of key environmental information by using symbols on
a simple plan of the site.
The visual approach makes ecomapping very easy to understand and a useful support tool for raising the
awareness of employees and stakeholders of the environmental impacts of an organisation’s activities. It
also enables you to get more people involved at an early stage without needing a huge amount of special-
ist understanding.
Ecomapping uses several ECOmaps in order to facilitate and visualize environmental problems (“hot
spots”) within a company. The different maps (water, energy, air, wastes) create a useful multi layer set of
graphical information and lead immediately to environmental action programs.
As 80 % of environmental information is location based, the Ecomaps show what is happening and where.
Ecomapping is the ideal starter kit for EMS. In 10 steps, it helps you to understand the environmental
problems, materials flows and records, opinions and the perception of workers and work process.
Urban situation
Water Soil Air, odours, noise and dust
What is EMAS easy ?

X Energy Waste Risks
4.3.1. Problems, practices and impacts
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l Use of old light bulbs: excessive electricity
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External document audits and site audits can easily be done within a day.
The shared documentation and procedures allow cluster approaches in a very cost effective way.
The environmental declaration is compact and delivers essential information in a simple way.
The entire process has already been successfully audited against the EMAS regulation and 1SO 14001 by
industrial auditors in 3 companies by certification bodies.
Emas easy is delivering EMAS in ten days, with ten people on ten pages. The work process from, Start to
End, takes 30 steps.
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Getting EMAS easy started
There is no standard method. The implementation process depends on the size of the organisation, its
products and services and also on its management culture.
1. Be clear about the ultimate objective of your project

Do you have to implement an EMS because the European head office has requested this ? Is an ISO cer-
tification or EMAS registration indispensable for you in accessing a new market?
Do you want to take part in an environmental excellence programme (e. g. regional voluntary agree-
ment)? Do you want to get savings or market benefits? Are you convinced that an EMS is the natural
extension of your current management and that it represents an investment for the future?
2. Analyse your need for resources

EMAS needs time, knowledge, human resources, additional information, external advice, your company’s
enthusiasm and also your economic resources.
3. Have the support of the boss

Make sure that management, at the highest level, is involved and supports the EMAS implementation
project.
4. Involve motivated staff

Involve and integrate your colleagues from the outset. Form a competent team. Make use of internal
“know-how” and of the experience of the employees. Take the time to act, learn, build capacity and
experiment.
5. Get a leader
Find and name a dynamic co-ordinator that can bring life to the project, make it effective and promote
it internally.
6. Look for and find the necessary information

The great number of books published on environmental protection in different sectors can be a source
of information and can help you to understand how to start your project. Look for information on the
Internet. You will find information about your legal obligations, clean technologies to use as well as action-
plans, case studies, recommendations, etc.
7. Call on eco-counsellors and ask for public grants and help

External assistance can be useful in carrying out the different steps in the EMS, such as the initial review
and identification of the significant environmental aspects of your company’s activities, legal requirements,
the development of procedures, etc. Many regions offer a financial assistance to cover costs associated to
the counselling to the SME’s.
8. Provide for training and capacity building

Environmental management requires substantial awareness raising among employees, possibly using
‘learning-by-doing’ techniques. Environmental education is very important. Many countries have public
and private sector initiatives for capacity building. 5
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The Ecomapping toolbox, your EMAS starter
Ecomapping is a step by step process to gather useful information and to immediately trigger
environmental action. As 80 % of environmental information is location-based, Ecomaps of your
shop floor are useful. They point to inadequate behaviour, problems with equipment, workfloor
arrangement and lead to the identification of environmental impacts.
They show what is happening and where, in terms of environmental protection and behaviour.
Ecomapping is a toolbox with ten working steps, each one leading into the next one. The work is partly
done in the office, but mainly on the shop floor…
Ecomapping is easy : it helps and assists you in understanding environmental problems, materials flows,
opinions, facts and figures.
1 The Urban map and your sector specific information

2 Your material flows and a rough evaluation of what is
10 Steps going in and out
3 Workers’ opinion pool and implication
4, 5, 6, 7, 8, 9 Ecomapping
10 Integration and Micro reporting
Step 1 Site in the city : the urban situation

Make a map of the site, seen from above, including car parks, access areas, roads and the surrounding
environment. What is the big picture ? Think also about your transport, subcontractors, procurement
policy and the impact of your products and services !
Step 2. What is going in and out ?
Get an idea of your material flows and their very nature and this will help you to pay more attention later
in the work to some aspects like storage, health risk and resource use. The material flow is also useful to
get a feeling about associated costs.
Step 3. What do they think and how do they feel
Workers are adults with experience, opinions and ideas. Get them involved now and do a 120 second
audit. This will help the way you do your assesment on the shopfloor and get buy in into EMAS.
Step 4, 5, 6, 7, 8, 9. Map out the site – Observe and evaluate environmental behaviour
and equipment
The Ecomaps should show the real situation - they should be simple, recognisable and in proportion. They
should have a date, a name and a reference. You will have to integrate one or two significant objects
which will enable you to orient yourself straight away in the site (e.g. machines, boilers, etc.). You may
use the example in the documents as a template as well.
Step 10. Organize, manage and communicate
During the process you will discover information deficits but also decide on which environmental steps and
actions to implement. Put all this relevant information in the appropriate cases and files. Environmental
indicators and very lean reporting will help you to keep you and your staff informed and to sustain dia-
logue with all other stakeholdes like your marketplace or public administration. Try the template pages 17
and 18 if you stop here !
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How to prepare and use eco-maps
Indispensable materials
A4 -squared paper and a photocopy machine.
Time needed
Less than one hour of work for each map.
When to do it?
At any time but, ideally, at the end of the accounting year.
How often should they be up-dated?
Once a year, or when you renovate the site, extend your activities, or within the audit cycles.
Filing
With ISO 14001 and EMAS documentation, with your annual accounts.
Who can use them?
The maps can be used during different steps : baseline assessment, training, communication
and reporting, documentation, etc.
How to eco-map
1. Map of the urban situation - satellite picture
Make a map of the site, seen from above, including car parks, access areas,
roads and the surrounding environment. It should show the real situation.
(2 copies)
2. Map of the shopfloor

1. Eco-map: urban situation
Draw the outline of the site to scale, showing the interior spaces. This map
should be copied (6 times) and will be the basis for the work to be done.
The maps should show the real situation - they should be simple, recog-
nisable and in proportion. They should have a date, a name and a refer-
ence. You will have to integrate one or two significant objects which will
enable you to orient yourself straight away in the site (e.g. machines, boil-
ers, etc.).
3. Symbols
Develop your own symbols, but use at least two:
Hatched lines: small problem (area to be monitored, problem to be studied)
Circle: large problem (stop, corrective action)
2. Eco-map: site The more serious the problem: the thicker the circle
In terms of environmental management and impact, those symbols also mean :

Frequency Scale Severity
happens occasionally is minor small impact
happens regulary very local can be diminished
7
happens every day significant for all bad and irreversible
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Eco-map: the satellite picture Step 1
•W
hat is the interaction between your site and its neigh-
bours?
•W
hat is the authorised use of the area covered (i.e. com-
mercial, industrial)?
•W
hat traffic is generated by your activities (car, train, truck,
plane)?
• Are there rivers nearby? What kind of sewage system?
• Are your subcontractors respecting the environment ?
• What
are the environemental impacts of your products and
6 floor
services ?
Entry
Di building
re
ctio Problems are always linked to activities
no
ft
ra
ffi
c • Car parking : oil spillage
• Landscaping and gardening : use of pesticides
• Conflicts with neighbours
This map situates your site in its urban context.
Who are you ?

Company name .............................................................................................................................
Contact person ..............................................................................................................................
Address : Street ....................... n°....... City ........................................ Post code ....................
Phone .................................... Fax............................... E-mail ...................................................
NACE code .............................. VAT n° ........................................
Sector ❐ Handcraft ❐ Industry ❐ Service
Management system in place : ❐ HACCP ❐ ISO 9000 ❐ Other :
Assess the number of vehicles in relation to your activities and estimate their annual number of movements (cars,
trucks, lorries, etc). The table below will help you to roughly calculate the pollution generated.
Emissions gr per km Light vehicles, petrol Light vehicles, diesel Heavy vehicles, diesel
CO2 (Carbon dioxide) 250 133 837
NOx (Nitrogen oxide) 2.53 0.55 19.2
SO2 (Sulphur dioxide) 0.026 0.168 1.052
The reader may wish to consult national government web-sites to identify any national criteria or
emissions attributed to specific vehicle types.
Observe & locate Collect information Evaluate & Estimate Indicators & reporting
•U
sage of neighbouring • Cadastral survey • Importance of traffic • Surface in m2
areas (residential, green • S ectorial environmental (cars, trucks, etc.) • Date of establishment
areas, industrial) guidances •P
arking areas available •A
verage number of
•R
oads and direction of • License to operate and used employees a year
traffic • In-coming and outgo-
• Construction permit • Age of buildings
•P
roblems with neigh- ing movements (suppli-
bours ers, bin-men, employ- •N
umber of vehicle
ees’ and customers, movements
• Public transportation
etc.) • Turnover (€) 8
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Your material flows and resource use Step 2
Your company is a black box. Raw material, energy, auxiliary products and packaging are entering the
company. New products, services and also different types of waste (solid, liquid, airborne) are leaving the
company.
A material process flow will allow you in terms of kilograms (Kgs), tonnes (T), cubic metres (M3) to get
a clear picture of resource use, non productive output and a better understanding of the very nature of
the products you use or dispose of. Please use generally accepted international metrics (m3, kWh, Tons,
Kg, etc.)
Decide which flows deserve the most attention
IN (per year) OUT (per year)

Consumption Nature Production Nature
of product of product
Energy Emissions to Air
Heating Fuel . . . . . . . . litres . . . . CO2 . . . . . . . . . kg . . . .
Gaz . . . . . . . . . m3 . . . . SOx . . . . . . . . . kg . . . .
Electricity . . . . . . . . kWh . . . . NOx . . . . . . . . . gr . . . .
Diesel & fuel for vehicles . . . . . . . . litres . . . . concentration of solvents . . . . . . . . ppm . . . .
Renewable energy . . . . . . . . kWh . . . . Waste Water
Water consumption Recycling of water in process . . . . . . . . . m3 . . . .
Distribution water . . . . . . . . . m3 . . . . DBO . . . . . . mgr/lit . . . .
Groundwater . . . . . . . . . m3 . . . . CDO . . . . . . mgr/lit . . . .
Packaging Waste
Films . . . . . . . . . . kg . . . . Packaging waste . . . . . . . . . kg . . . .
Cans . . . . . . . . . . kg . . . . Hazardous waste . . . . . . . . . kg . . . .
Cardboard . . . . . . . . . . kg . . . . Non toxic waste . . . . . . . . . kg . . . .
Auxiliairy products used Paper and card board . . . . . . . . . kg . . . .
Lubrification . . . . . . . . litres . . . . Liquid waste . . . . . . . litres . . . .
Detergeants . . . . . . . litres . . . . Products and services
Cleaners, salt . . . . . . . litres . . . . Finished products . . . . . . . Units . . . .
Office supplies . . . . . . . . . . kg . . . . Semi-finished products . . . . . . . Units . . . .
Computers and electronics . . . . . . . .Units . . . . Service unit . . . . . . . Units . . . .
Raw material
Paints . . . . . . . . . . kg . . . .
Solvents . . . . . . . . . kg . . . .
Please identify if possible the nature of the products :
1 2 3 4 5 6 7
Dangerous
for the
Eco-labelled Recycled environment Corrosive Flammable Harmful Toxic
Purchasing - recycling Environment Health & safety
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Step 3
Workers' opinion poll –
the environmental "Weather" Map
Before doing Ecomapping on the shopfloor, fine tune your preparation with an opinion
poll among your staff. This will allow you to get the perception of your employees on where
environmental action is required. Ask them to give quick and intuitive responses –‑one cross
per question in 120 seconds. The correspondence be tween the results of this quick «‑opinion
poll‑» will help you to investigate the following steps and harvest interesting information.
Organise your own opinion poll in 3 steps :

1. Adapt the existing mini-audit to the activities and environmental
aspects of your organisation, if needed.
Distribute enough copies of the finalised mini-audit to all the employ-
ees
Tip Differentiate the management staff and the

workers perception by using the mini-audit on
2 different collored papers
Organise the mini-audit either by building, by zone or by activity
2. Collect and summarise the answers and visualise the results by

integrating them in a spreadsheet to get a graphical representation.
print out 2 weather maps graphics : one stacked

Tip column graph which will show the different answers
and one 3D column graph which will compare only
the best (sun) and worst (storm) answers.
3. Communicate the results to the employees that have participat-

ed in the exercice and to the top management. Focus on bad points,
but point out also the "sunny side" !
Investigate the activities and aspects rated as worst by the
employees and follow up.
Take into account the opinions expressed and have a clos-
er look at the areas when you walk around the shopfloor
with your eco-maps and are conducting environmental
reviews.
Waste recycling
Air pollution
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A 120 seconds Mini-audit :
The Environmental «Weather» Map
Template
Location: …………………… Date: …………… Name (facultative): ……….............
Help us to get a feeling of the strengths and weaknesses of the environmental

management of our company. Please tick (X) the area which expresses your
opinion.
Use of raw materials, products and resources
Use and choice of energy (fuel, gas, electricity)
Use of water and wastewater
Prevention and reduction of waste stream
Recycling and selective separation of waste
Air pollution, dust and odours
Reduction and control of noise and vibrations
Storage of products
Mobility and transport of employees and goods
Green planning for products and services
Health and safety in the workplace
Prevention of environmental accidents
Environmental information (internal and external)
Communication with suppliers and subcontractors
Neighbourhood (dialogue and implication)
Motivation of managers
Motivation of employees
Environmental management practices
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Eco-map: Water consumption
and wastewater system Step 4
This eco-map looks at your consumption

of water and discharge of wastewater.
•W
here is there a high level of water consump-
tion?
•W
here are hazardous products poured into the
sewer?
• Possibilities for product substitution
• Possible accidents
• Wastage and bad habits
• Potential for cost-savings
• Identify major release of domestic, process, cool-
ing water
Environment impacts are always linked to activities
•H igh pressure engine cleaning and drains with-

out oil separator - waste water
• Floor cleaning with Kärcher - excessive water
concumption
Do you like to calculate? • Motorpart cleaning with detergents - waste
Convert your water consumption in m3 into equivalent water
per inhabitant, keeping in mind that an average Belgian
consumes 120 litres a day. • Maintainance - Blocked Piping system
One drop of water takes from five to 25 years to go from a cloud to

your tap.
Water is a resource which must be protected and must not be wasted.
One person consumes on average 120 litres of water a day. How much
does your company consume per year in comparison with a normal per-
son? Which areas of activities are dangerous in terms of water pollution,
e.g. cabin for painting or paint stripping? Check to see where all drains
are situated. Don’t forget that one drop of petrol product contaminates
more than 5,000 litres of water.
• Areas where harmful • Annual water bills • Wastage •M
ajor sources of con-
liquids are poured •P
ermits for discharge of •A
ctivities which require sumption, % (domes-
•Leaks in piping and wastewater much water tic, process, cooling)
drainage system •P
ermit for pumping of •P
ollutants and impact •R
esults of measurments
• Existing treatment groundwater of pollutants of discharges (chemical
equipment and biological oxygen
• Plan of sewage system •M
easurements of dis- demand)
• Major areas of con- • If treatment equip- charges
sumption (washing •C
ost of water con-
ment is used, technical •P
roper functioning of sumption in €
machines, ...) description from supplier water treatment equip-
• Pumping of groundwater ment and quantity •T
axes of water dis-
•T
echnical description of charges‑in €
• Use of rain water cleaning product treated
• Cleaning methods and

products
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Eco-map: Soil and storage Step 5
This eco-map looks at the storage of inflammable, dangerous or hazardous • Is there a threat to groundwater in the case of
products in relation to groundwater.
accidents?
• Where are your old oil tanks?
• Soil pollution?
• Procedures in the case of accidents?
•D
o storage areas have concrete floors, are they
partitioned off, are they ventilated?
• F uel and chemical storage in area without reten-

tion system - potential soil pollution
• Refill fuel for heating in oil tank - risks of spill-
ages, soil and groundwater pollution
• Product delivery - spillages
• Outside storage of drums and bins - uncontrolled
waste
• Check for adequate storage rooms :

- ventilation system
- impermeability of surfaces
- correct electric systems and wires
- well sealed drums
- automatic doors closing
- etc
•C
heck for isolated chemical drums into
nooks and cranies
• S torage areas and • Data
safety sheets on •A
nalyse condition of •W
atertight surfaces in
rooms products old tanks m2
• Tanks • Analysis of basements • Impermeability of soil •P
ermanent stock of
•D
rums, containers, • Layout of tanks •C
onditions of storage inflammables and toxic
“suspicious“ pallets of hazardous products, material in litres
•A
reas of water collec-
• Impermeable surfaces tion finished goods and •C
apacity of tanks in
waste litres
• Secondary containment •P
ermits for tanks above
3.000 liters •T
ype of products stored •N
umber of leaking inci-
in tanks and drums dents per year
•W
atertight and security
reports •H
istory of oil & chemi-
cals leakages
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Eco-map: Air, odours, noise, dust Step 6
This eco-map looks at all the points of • What is the air quality inside your company?
emissions and the functioning of machinery.
•D
o you pay attention to sources of noise, com-
plaints from local residents?
• Are filters replaced regularly?
•W
hen was maintenance work last carried out on
your boiler?
• Air extraction with old filters - air pollution

• Painting with airgun - Noise, odours, VOC
• High pressure air cleaning - Noise, dust
• Painting cabin with bad ventillation - VOC
If your company is located in an urban area you

should pay particular attention to the problem of
The air here is dangerous and can- noise. Do a test. If at the edge of the site you can
not be breathed. no longer have a conversation without raising your
voice, you have exceeded 65 decibels.
Atmospheric emissions are mainly due to heating installations and

generators. Make an estimation :
Natural gas (g/m3) Heating oil (g/litre)
Greenhouse effect: CO2 1,879 3,136.5
Photosmog: NOx 3.01 3.35
Acid rain: SO2 0.027 3.6
Do a total calculation of CO2 by multiplying the total calculated for your eco-
map urban situation by 5.
Make a comparison: a person living in a developing country generates 1.8 tonnes
of CO2 per year.
•O
penings in roofs and •C
ertificates of mainte- • Work procedures •V
olume of volatile pol-
ventilators nance • Product quality lutants, litres
•M
ain points of emis- •T
echnical instruction • S tate of filters and •N
oise levels (dBa)
sions (air, odours, sheets pipes inside and outside
noise, dust) • Product safety sheets • F requency of analysis
•D
isturbance and fre-
• Filtration system •M
easurement of air quency of odours, dust and maintenance
•U
se of individual pro- pollution report and noise •R
esults of measure-
tection (masks) • E mission level of stan- •N
eighbours’ complaints ments (CO2, NOx,
•N
oise reduction sys- dards and norms about noise, air, dust SOx)
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Eco-map: Energy Step 7
This eco-map looks at your consumption

of energy and the impacts that it has.
• Where are areas of wastage?

• State of electrical installations?
• Where do heat losses occur?
• L ightening of storage rooms - electricity

• Air compressing for pneumatic tools on oversided
machinery - electricity
• Opened entrance of vehicules - loss of energy
• Running and maintainance of boilers - electricity
and fuel
Energy production with fossile fuels generates greenhouse gases
Step 1 : Convert your energy Step 2 : Visualise the equivalent

consumption into kWh quantity of resources necessary to
generate this energy.
Resources Energy
consumed generated (kWh) Resources necessary to generate 1000 kWh
• Fuel: 1 litre 10 • Brown coal 1,300 kg
• Gas: 1 m3 11.28 • Low energy-value waste 3,500 kg
• Propane: 1 ton 12,880 • Solar panels 12,500 m2
• Coal: 1 ton 8,500 • Uranium (Nuclear power) 0.022 gr
• Wood (broad-leafed tree): 1 stere 1.56 • Natural gas 270 m3
• Water (dam of 10m height) 43,200 m3
• L ocation of “heavy” •M
aintenance cer- • Type and use of energy •C
onsumption kWh
machinery tificates of heating sys- • Insulation (computing and admin-
• Useless lighting tems and machinery istration, lights, cooling
• E nergy efficiency (good and heating, process
• Areas of heat loss •T
echnical instruction / ok / bad)
sheets for machinery and machinery)
• Oversized machinery •C
ost of electricity, gas
• Bills
•H
eating installation and fuel consumption
•A
udit reports of energy efficiency in €
suppliers
•Correct use of installa-
tions and wastages
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Eco-map: Waste
Producing and recycling Step 8
This eco-map looks at management and prevention of waste.

• What is the level of recycling ?
• What preventative measures have been taken ?
•A
re your suppliers obliged to take back materials
and packaging ?

•W aste separation - Mix of household/non-hazardous
waste and toxic/hazardous waste
•W
aste generation during painting - toxic waste
•O
utside waste storage - uncontrolled waste flow
• Product delivery - packaging waste
Generation of waste
can be reduced by 50% by
simple changes in behaviour.
Evaluate the level of waste management

1 to 5: more or less good management
Example
6 to 10: no management
1 Paper and cardboard for packaging 3
11 to 15: lack of management is the source of prob-
2 Tyres 1 lems
3 Non-metallic car body parts 5 16 to 20: lack of management is the
4 Batteries 2 source of serious problems
5 Waste from recycling 20 Scoring from 0 to 20 takes different
6 Empty oil filters 15 criteria into account. Hazardousness
of products and potential for finding
7 Aerosols 15
alternative solutions (recycling and
8 Packaging chemical products 16 others). Fill your figures into a table.
9 Empty paint tins 15 Make a radar graph and the areas of poor or no man-
agement will be visualised immediately! (Put this up in
10 Cabin filters 16
the area of work in your company for everyone to see!).
11 Scrap 10 See the example given.
• Bins and containers •R
ecycling certificate • Level of recycling • k g of Waste disposed /
•D
irection of waste from transporters • Prevention measures category / year (paper,
flows • Annual bills toner, hazardous, plas-
• Categories of waste tic, metal, etc.)
•A
reas of wrong waste •A
ssessment and devel- • F requency of waste
separation opment of flows •T
axes paid on waste
evacuation in‑€
• L ocations of waste pro- •R
e-use of waste and
duction and storage •N
umber of different
rejects sorted waste
• Old useless machinery
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Eco-map: Risks Step 9
This eco-map identifies risks of accidents and pollution. •A

ccessible and clearly identified emergency
exits
• Known emergency procedures
• Dangerous situations
•W
here do you use products which are carcino-
genic, cause allergic reactions, etc.?
• F loor cleaning - Problems with falls

• Storage of chemicals - Solvent clouds and risk
of explosion
• Car parking - risks of fall
• Painting room - damage to health
Risks related to health, e.g. inhalation and absorption of dangerous products

or accidents which cause bodily harm.
Risks related to the environment, e.g. leakage of products, accidental spillage and
usage of toxic products
Risk related to fire, e.g. explosions and dispersion of toxic products
You must be prepared and know emergency procedures and telephone numbers
(
• L ocation of fire extin- • Toxicology sheets • State of machinery •N
umber of accidents
guishers • Emergency procedures • Emergency facilities / year
• Emergency exits • Authorisations • State of ground •H
ours of training for
• Areas of risk employees / year
• Fire services reports •C
ategories of toxic
•U
se of personal protec- products (corrosive, •%
of dangerous and
• Accident reports toxic products in stock
tive equipment (shoes, flamable, harmful,
gloves, masks, …) • E lectricity services toxic)
reports
•C
orrect lightning of risk • Risk
areas correcly
areas •T
raining sheets and marked with picto-
records grams
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Your environmental information system Step 10
Smart filing of environmental information

General data E. Waste
•Data on the company (address, NACE • Ecomap of waste
code,....) • Origin of waste
• Historical development • Storage of waste
• Marketing information • Elimination of waste
• Construction plans, site plan, land registry • Waste management
Impact on the environmental quality of the • Recycling of waste
surroundings
F. Risks
• Urban map
• Ecomap of risks
• Geological underground of the site
• Toxicology sheets
• Mobility and transport statistics
• Emergency procedures
• Relationship with local residents
• Accident reports
Company operations
Environmental costs
• Material and energy flows in physical terms
(bills, investment, taxes, charges, insurance, fines)
• Technical documents of equipment
Legal information
• Production processes
• Permits and licences
• Choice of products and raw materials
• Relationship with authorities
•W
eather map - workers implication and
trainings • Insurance policies
• Subcontractors & purchasing criteria Your environmental action plans
A. Water and Wastewater Your Environmental reports
• Ecomap of water Your Environmental indicator
• Quantity and quality of wastewater
• Management and Treatment of wastewater
Building up environmental
• Sewage system (plans)
information with ecomapping
•T
axes and charges paid for wastewater dis-
charged
B. Soil and groundwater Urban map
• Ecomap of soil
• Storage of chemical products Material flow
• Storage systems
• Soil analysis
C. Air, Dust, Noise and vibrations Weather map
• Ecomap of air, dust, noise and vibrations
• Points of emissions to air Eco-maps
• Airborne emissions and odours Water
• Sources of noise and measurements Soil
• Maintainance certification Air, dust, odours & noise
D. Energy Energy
• Ecomap of energy
Waste
Risks
• Toxicology sheets
• Maintenance certificates of heating system
Integration and organisation of information
Environmental action programme

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Moving from Ecomapping to EMAS
From Ecomapping to Processes and Formal Management Systems
Strategic DO
Management
plan do
PLAN CHECK
Business Business Business act check

Client process 1 process 2
Human ressources
process 3 produit
ACT
Infrastructure
Finances
Other
EMS
In order to develop a formal management system you need now to connect the environmental impacts
to your business activities.
EMASeasy with Ecomapping : building up a small

Environmental Management System
Transforming Ecomapping into a environmental management system is not so difficult :
- a simple language allows you to navigate in the requirements of ISO 14001
- lean adapted ISO 14001 & EMAS templates help to organize information in an recognizable way for
external auditors
In the EMAS easy toolbox you will find :
1. F low, Legislation, Impacts and Opinions (FLIPO) a small procedure to use the different information
streams coming from Ecomapping to filter and rank activities with significant impacts. Other informal
management approaches can be handled the same way
2. Environmental control panels to frame management reviews
3. The green logbook to record events documents communication and training
4. Internal audits, controlling, measurements, evaluating good Housekeeping and corrective action are
integrated in one compact worksheet
5. The one sheet of paper procedures of ISO 14001 explains how the small system works !
6. The micro environmental EMAS declaration
It is also understood that most of the work instructions remain oral, informal and adapted to the com-
munication style of the shopfloor.
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Upgrade your Ecomaps for EMAS Step 11
From informal to formal

Ecomapping is very informal, free hand. It will generate a significant number of environmental problems and questions.
It may help to sort things out if you put the collected information into specific "boxes". This will lead you into the
environmental management logic.
Urban situation

Identification of
environmental l Office heating: excessive fuel consumption
aspects l Use of old light bulbs: excessive electricity
consumption
l Bad roof insulation: loss of energy
Shows when this

map was done
X Initial review Annual review
Part of your legal 4.3.2. Environmental legislation

l Conformity of electric circuit checked by Electrabel
register
4.5.1. Indicators, data and measures 4.3.3. Objectives and targets for the year 2004
Part of your inter-
nal controlling l Fuel consumption : 47.000 litres l Reduction of 5% of the fuel consumption of our
l Heating fuel : 4.000 litres vehicles
l Oxygene : 19.140 m3
l Propane : 3.720 kg
N° 4.3.3. Environmental action programme 4.4.1.Responsible End Date

Environmental 1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003
action with dead- 2/. Awareness raising posters on mobility and energy saving instructions FM dec 2003
lines and respon- 2/. Investigate better transport organisation with subcontractors CP dec 2003
sibilities 2/. Start roof insulation FM dec 2003
Training compe- 4.4.2. Trainings Nbr of participants Date Duration

tences l Awareness raising sessions on mobility and energy saving instructions 15 4 dec 2003 2 hours
by CP
l
Date Signature and name Update Nbr
EMAS - EN - ISO 14001 © HW Engel | 3.0
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Step
Planning your environmental management system
12 to 16
Step 12 Develop an environmental policy for Step 14 Comply with and go beyond legal
your organisation requirements
Environmental policy (see page 22) Legal and other requirements (see page 23)
An environmental policy is a public document EMAS is useful in helping you to comply with the
prepared by your company in which you describe legal requirements, voluntary agreements and sec-
your commitments to the environment. toral codes of conduct that affect your activities.
This written commitment from the management must make a It gives you a system for keeping up-to- date with develop-
reference to: ments.
• the development of environmental performance beyond In the event of noncompliance, corrective measures must be
legal requirements taken to redress the situation.
• the implementation of measures necessary to reduce, pre- It is often difficult to keep informed of all legal requirements
vent or eliminate environmental pollution and pressures. that affect you but there are now many places where you can
• the prevention and reduction of the risk of emissions of pol- find this information. Websites of environmental legislation are
lutant substances in the event of accident given in the Resources area of the toolkit.
• providing full information to the public by opening a dia- EMAS-registered organisations go beyond compliance with
logue about the environmental impact of your company legal requirements, they anticipate new regulations and there-
http://ec.europa.eu/environment/emas/toolkit/toolkit_4.htm fore work with and towards higher standards. EMAS can also
help you to build a stronger relationship with the authorities.
http://ec.europa.eu/environment/emas/toolkit/toolkit_5_2_15.htm
Step 13 Analyse the significant environmental
impacts of your activity
Set clear environmental objectives and
Initial environmental review (see page 23) Step 15
targets
The most important step in the implementation of
EMAS is probably the initial environmental review. Objectives and targets (see page 24)
This is the systematic and in-depth evaluation of the vari- Environmental objectives derive from the environ-
ous aspects of your activity under environmental criteria. It mental policy and initial environmental review. An
is like a picture of the ‘ecological footprint’ of your organisa- environmental target is the precise performance
tion. The review provides a basis for a sound environmental requirement, quantified over a period of time, for achieving
action programme with clear objectives and targets. The initial the objective. Objectives and targets of an EMS have to be
review includes an examination of: described, communicated and regularly up-dated; they must
• significant environmental impacts associated with your reflect the company’s environmental policy. These objectives
activity, products and/or services may include commitments such as:
• legal and regulatory requirements relevant to your organi- • Reduce waste and the consumption of resources
sation • Reduce or eliminate pollutant emissions in the environment
• all your existing practices and procedures concerning • Re-design products in order to minimise their environmental
environmental management impact during their production, utilisation and disposal
• evaluation of the results of inquiries into previous inci- • Promote environmental awareness amongst employees and
dents the external community connected to your organisation
• complaints from neighbours about your activities http://ec.europa.eu/environment/emas/toolkit/toolkit_6.htm
These results will figure in a so-called ‘Register of significant
environmental impacts’. There is no universal method of assess-
ing and measuring environmental impacts. To start, have a
Establish your environmental action plan
Step 16
closer look at your direct and indirect impacts. While evaluating Environmental management programme
your organisation you should consider issues related to the loca-
tion of your activity like noise, odours, visual impact, occupation Who does what? When? How? (see page 24)
of space, etc. An environmental management programme is a set
http://ec.europa.eu/environment/emas/toolkit/toolkit_5.htm of environmental objectives and targets designed
to improve the environmental performance of the
organisation.
It is an overall work plan that translates the company’s environ-
mental policy into everyday practice. The programme designates
Direct environmental Indirect environmental the responsibilities and identifies the means to achieve the
aspects aspects defined objectives and targets and to meet the deadlines.
Air emissions Design of products The programme integrates environmental protection into
Use of natural resources Transport the daily life of the organisation and must lead to changes
Use of raw materials Supply chain practices
Waste generation Recycling of waste in behaviour and better environmental performance. It is the
Wastewater disposal Planning and administrative driver for continuous improvement.
decisions http://ec.europa.eu/environment/emas/toolkit/toolkit_7.htm
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Your environmental policy Step 12
Environmental policy means the leading environmental principles for the company to integrate pollution
prevention as an essential…
Strategies, visions often exist, but are not yet written down. The written policy should be drafted with the staff and will be
the basis of an appropriate action plan. The owner of the company, by underwritting this policy, puts enough resources on the
table to realize the objectives. There are some basic rules for writing a policy.
C
Environmental Statement 2003
Our environmental policy
Beyond legal Concerned to preserve the environment for future generations, Retrival commits itself,
compliance beyond current legislation, to a continual improvement of the environment and of its
and continuous protection.
improvement We will focus our efforts on the following items:
- To integrate our site into its urban and landscape environment
- To improve our management of flows and our storage policy in order to reduce its
impact on the environment
Environmental
objectives - To train and make each of us aware of her/his responsabilities regarding her/his wor-
king methods and their impact on the environment
- To favour materials reuse before entering the recycling process; to favour recycling to
landfilling
Prevention of pol-
- To consider prevention as an essential theme in our thinking and in our actions, both
lution internally and towards our clients
- To manage risks through information, communication and signalling
- To become a model in environmental matters for our clients and for our part
ners
Concise, short,
sharp - To convince each of us to represent individually the whole Retrival team
For Retrival’s team

Dated, signed,
available for
public
October 6, 2003
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Significant environmental aspects Step 13 Step 14
With Ecomapping you have identified the environmental problems of your company and the associated
operating activities / issues.
This information will contribute to the compilation of your environmental aspects (Step 13) and of your legal require-
ments (Step 14). Aspects are those elements of your environmental activities that have or can have environmental
impacts. For example, if you consider gardening, the use of pesticides is an environmental aspect because it can cause
surface water contamination (an environmental impact).
To identify those environmental aspects that are significant, you may use the FLIPO form.
Flow - Legislation -Impacts - Practices - Opinions FLIPO

No. of Environmental aspects of the Associated Flow Legislation Impact Practices Workers’ TOTAL
Ecomap activities of the company Energy opinions
Impacts Permits Risks Obsolete
Materials
Waste
Requirements Seriousness Inadequate With the ‘Total’
X2 X3 column you can
Rehabilitating green spaces Soil 1 1 1 1 1 8
X2 X3
highlight signifi-
Pre-demolition and flame cutting Air 2 2 2 1 1 14 cant environmental
5 Collections: paper, WEEE, bulk refuse,.... Energy 3 3
X2
2
X3
2 1 18 aspects.
X2 X3
1 Sorting of common industrial waste Water 3 3 2 2 1 22
X2 X3
3 “ Air 3 3 2 2 1 22 With the ‘legal
requirements’ col-
6 “ Waste 3 3 2 2 1 22 umn you also have
X2 X3
Sorting of wood 2 2 3 3 3 14 an overview of legal
X2 X3 compliance.
Sorting of wood B – auton. port 3 2 2 2 1 16
X2 X3
Sorting of small scrap 2 1 2 2 1 14
X2 X3 The heading for col-
Sorting on client’s site & deconditioning 2 1 1 1 1 10
X2 X3
umn F.L.I.P.O. repre-
6 Sorting of Electronic Waste Waste 3 3 3 3 1 22 sents the evaluation
X2 X3
1 “ Transport 3 3 2 2 1 22 criteria. You are free
to change them and
7 “ Risks 3 3 2 2 1 22 to add factors for
X2 X3
Cleaning & marking of the site 1 2 2 2 3 16 determining signifi-
X2 X3 cance.
Rational use of energy 2 1 2 2 2 14
X2 X3
Water and wastewater 1 3 1 1 2 13
X2 X3
Security and hygiene 1 3 1 2 2 14
X2 X3 In a workshop you
1 Storing of materials Transport 3 3 3 2 2 22
evaluate the aspects
6 Waste 3 3 2 2 1 22 against these crite-
ria, employing the
table of sensitivities
at the bottom.
Procedure: Information from an Ecomapping implementation have to be integrated into this evaluation matrix, which is reviewed
every year.
Flow, materials- 3 Very important 2 Important 1 Normal
Legislation, environmental- 3 Environmental permit 2 Administrative requirement 1 Market pressures
Impacts, environmental- 3 Serious and repeated 2 Very important 1 Light
Practices, environnemental- 3 To be stopped immediately 2 To be changed 1 To be checked
Opinions, workers- 3 50% unsatisfied 2 30% unsatisfied 1 20% unsatisfied
Issue date Signature and name Update No.
EMAS – EN – ISO 14001 : 4.3.1. Identification of significant environmental aspects © HW Engel | 3.1
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Objectives, Targets and
action programme Step 15 Step 16
On the basis of the environmental policy and the identified environmental aspects you will define a num-
ber of objectives and actions.
All the different ideas come from the creative Ecomapping process. But at one point we have to collect all these ideas and see
how we can really achieve them. There are sometimes limits such as finances, technology, and, of course, that they improve
the environment.
The environmental objectives will be published in the environmental statement. The objectives and targets (Step 15) and the
action programme (Step 16) will be documented on the different ecomaps. You can use the form on the next page to sort
out your priorities of action.
Urban situation

Significant
l Office heating: excessive fuel consumption Environmental
l Use of old light bulbs: excessive electricity Impact
consumption
l Bad roof insulation: loss of energy
Environmental
aspect
Activity in rela-
tion with the
environment
X Initial review Annual review
4.3.2. Environmental legislation

Reduction l Conformity of electric circuit checked by Electrabel
4.5.1. Indicators, data and measures 4.3.3. Objectives and targets for the year 2004
Ponctual specific l Fuel consumption : 47.000 litres l Reduction of 5% of the fuel consumption of our
actions l Heating fuel : 4.000 litres vehicles
l Oxygene : 19.140 m3
l Propane : 3.720 kg
N° 4.3.3. Environmental action programme 4.4.1.Responsible End Date

1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003
2/. Awareness raising posters on mobility and energy saving instructions FM dec 2003
Current practice 2/. Investigate better transport organisation with subcontractors CP dec 2003
2/. Start roof insulation FM dec 2003
4.4.2. Trainings Nbr of participants Date Duration

l Awareness raising sessions on mobility and energy saving instructions 15 4 dec 2003 2 hours
by CP
l
Date Signature and name Update Nbr
EMAS - EN - ISO 14001 © HW Engel | 3.0
24
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•N
•M
actions
of actions :
Ecomapping
15 and 16).
Following the
environmental
on the primary
ful to prioritise
• S mall correc-
has been made
and actions are

statement form
aspects (FLIPO)
edium term
are recorded on
identification of
Once a decision
improvements
environmental
tal performance.
objectives, these
4.3.3 of step 11.

tive immediate
(step 29). Targets

generates 3 types
tion of significant
your environmen-
aspects, it is help-
• Investments and
the environmental
ways of working
ew permanent-
recorded in section
and the determina-
new technologies
Setting Priorities
environmental improvements.
Significant environmental aspects of the Proposal for objectives and actions Technics Costs Work Flow Staff Public Other TOTAL
activities
Production of liquid toxic waste Reducing of toxic waste flow
Invest in a 25 litres solvent recycling unit 2 2 1 2 3 10
Production of waste Improve recycling of waste - step up to 5 fractions of waste
Buy and install 3 * 140 lit waste containers 3 3 1 1 3 11
Airgun Painting Reduce air pollution and damage to health
Shift from solvents to water based process 2 2 2 3 2 11
Reduction of Water consumption and Wastewater
Handwash and cleaning Install automatic stop taps 2 3 3 2 1 11
Maintainance Install water meter to evaluate consumption 2 2 3 2 1 10
Cleaning of the shopfloor Reduce divergence of detergeants by half 2 3 3 2 2 12
Reduce Energy consumption
public image, as well as any other criterium you may think important.
Lightning of garage and office spaces Buy and install 35 energy saving lamps 2 2 2 2 2 10
Building Improve thermal insulation of roof 2 1 2 2 1 8
Defining priorities for your actions
Warm water Install solar panels on roof for hot water boilers 2 1 2 2 2 9
Buy green energy 2 1 2 2 3 10
Reduce soil pollution and improve storage conditions
Storage of fuel and chemicals Install retention equipments 2 2 2 2 1 9
Procedure: Informations from an Ecomapping process can to be integrated into this matrix, it will help to set priorities among the
objectives and action programme by using a set of 5 simple criterias. High marks means go for it !
Technically possible 3 Easy to implement 2 Problematic 1 Not possible

Costs- 3 Brings and/or saves money 2 Affordable costs 1 Too much expensive
Work flow (simplifies/complicates)- 3 Makes life easier 2 Neutral 1 Makes life difficult
Motivation of staff 3 Take up 2 Neutral 1 Discouraging
Public Image - 3 Raises profile 2 Could be 1 Not important
Issue date Signature and name Update No.

Use the form to evaluate your ideas, considering technological feasibility, costs, impacts on work flow, staff motivation and
The ideas you will get from your various ecomaps. In defining your objectives, you should ensure that you can achieve them
in an appropriate timeframe, depending on your financial and technological capabilities, and make sure that you achieve real
EMAS – EN – ISO 14001 :

sation, you define your environmental objectives as well as the action plan to reach these objectives (Step
Based upon the significant environmental aspects and considering the environmental policy of your organi-
25
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Step
Implementation and day-to-day management
17 to 23
some more steps, as well as teamwork
Step 17 Is there a pilot in the plane? Step 20 The importance of EMS record-keeping
Structure and responsibility (see page 27) Environmental management system docu-
An environmental management system may mentation (see page 32)
be informal in nature but it must have a formal EMS documentation is the internal memory of
structure. One must delegate tasks and designate the environmental history of an organisation. It is
responsibilities to individuals. In this way everyone the proof of the performance and progress of the
knows what has to be done. For the system to operate well management system. It should be adequate, well organised
for all involved it is vital to know who does what, how, when and efficient. It may be on paper or in electronic format.
and with what authority. http://ec.europa.eu/environment/emas/toolkit/toolkit_11_1.htm
These responsibilities must be in writing and formalised. More
importantly, one person has to be in charge and steer the
entire environmental management system. Step 21 The spoken word fades away, the writ-
http://ec.europa.eu/environment/emas/toolkit/toolkit_8_1.htm ten word remains
Document control (see page 28-32)
Step 18 Back to school The main goal is to circulate up-to-date informa-
tion to all and to eliminate out-of-date informa-
Training, awareness and competence tion. By doing this, the system becomes cred-
Whatever the size of your organisation, the
ible and new procedures are not confused with old ones.
activity of every employee has an impact on the
Important documents must have an identification number, a
environment. Directly or indirectly, he or she
publication date and should be endorsed by an appropriately
can contribute positively by suggesting new ideas, changing
responsible person.
behaviour, involving people and increasing the level of aware-
http://ec.europa.eu/environment/emas/toolkit/toolkit_12_1.htm
ness for all around him or herself.
This requires information, training and the acquisition of new
skills. The EMAS Team evaluates the capacity and needs and Step 22 Writing procedures
then organises appropriate training.
http://ec.europa.eu/environment/emas/toolkit/toolkit_9_1.htm Operational control (see page 28-29)
Operational control is a set of precise instruc-
tions that an organisation follows to protect the
Step 19 Say what you are going to do and what environment. It is the heart of your environmental
you have already done management system. It helps to pursue environmental objec-
tives and targets and to comply with the requirements of
Communication (see page 28) EMAS and environmental legislation. It is the guarantee for
Communication is probably the most motivating good environmental performance under normal or abnormal
element in an environmental management system. working conditions. A procedure can be a simple pictogram
Without it nothing moves. Internal communica- or description of tasks to be accomplished. It may also be a
tion is not only the circulation of environmental messages and statement of specifications for your sub-contractors.
documents. It also means reporting on the EMS’s evolution http://ec.europa.eu/environment/emas/toolkit/toolkit_13_1.htm
and progress. Furthermore, it should be an open transparent
dialogue involving the entire workforce.
Step 23 The prevention of emergency situations
EMAS requires active employee participation
Employee participation is the driving force and prerequisite for Emergency preparedness and response
continuous environmental improvement. Employees should Major accidents and incidents can damage the
participate and collaborate in the initial environmental review, environment and the health and safety of the
action program and the authentication of the environmental organisation’s work force and even neighbours.
statement. Communication must be guaranteed at all levels of They can generate major economic repercussions
the employment ladder. for your organisation.
Suggestion boxes, appropriate training, environmental team- Prevent risky situations before it is too late. The programme
work and reward systems are the cornerstones of successful for prevention of emergency situations is based on learning
environmental management. from past incidents and the identification of potential acci-
http://ec.europa.eu/environment/emas/toolkit/toolkit_10_1.htm dents and emergency situations.
26
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plan.
charge
for EMAS
improvements
I = Information
about the events

and coordination
C = collaboration
R = a person who
must be informed
can be taken over
means this person

delegate work but
is responsible may
and environmental
by somebody with-
out beeing totaly in
remains responsible
Responsibilities matrix
Tasks of your Environmental Management System
(TJ)
(FM)
Director
Workers
Secretary
Operational
(JPJ; DC; AB)
manager (CP)
Environmental
Internal Auditor
PLAN : PLANNING OF THE EMS
4.2. Environmental policy R C C I I I
4.3.1. Initial environmental review C R C C I I
4.3.2. Assure legal compliance C C R I I I
4.3.3. Objectives and targets R C C C I I
Assign roles and responsibilities
4.3.4. Environmental management programme R C C C I I

DO : IMPLEMENTATION OF THE EMS
4.4.1. Structure and definition of reponsabilities R C C I I I
4.4.2. Identification of training needs and organise trainings C C R I I I
4.4.3. Internal and external environmental communication R C R I I I
4.4.4. Organise environmental documentation C R C I I I
4.4.5. Control and maintain EMS documentation C R C I I I
4.4.6. Develop codes of conduct and precise instructions C C C R C I
4.4.7. Preparation of emergency situations R C C C I I
CHECK : MONITORING AND MEASUREMENT OF THE EMS
4.5.1. Organise monitoring and measurements C R C I I I
4.5.2. Organise preventive and corrective actions C C R I I I
Step 17
4.5.3. Record significant documents and events I R C I I I

4.5.4. Organise internal audit I C R I I I
ACT : EVALUATION OF THE EMS C C R C I I
4.6. Management review R C C C I I
Clearly defined responsibilities are a central building step of the environmental management system
Report on environmental performance C R C I I I

EMAS easy will help you with this matrix to establish who is doing what in EMAS, who is in charge of particular jobs, who
has to participate and those who have to be informed. Idealy all people should be informed. After assigning environmental
responsabilities, check if the person has the adequate qualifications and, if not, include the necessary eucation in your training
EMAS - EN-ISO 14001 point 4.4.1 : structure and responsabilities © HW Engel | 3.1
27
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Your small environmental manual Step 19 to Step 23
The Environmental Management System (EMS) is applicable over the whole activities of the company.
EMS PLANNING
Separate documen-
tation 4.2. Environmental Policy
You find a description of the company environmental policy in a annexed document.
Where are the 4.3.1. Identification of the relevant aspects

environmental The company evaluates its environmental aspects in a matrix at least once a year or when important
problems ? modifications occur in the company. The evaluation criteria are:
• The material flow and the resources allocated
• Legal requirements
• Environmental impacts
• Current practices in the company
• Employee opinions / suggestions
For this purpose, the different information for the completed ecomaps are processed in an environmental
aspects evaluation in the FLIPO form and register.
4.3.2. Identification of legal aspects

The company indicates on each ecomap the reference of the applicable legislation. Conformity to this
legislation is verified during internal audit and quarterly controls. The Environmental Manager keeps
What do we have himself informed about the evolution of the legislation through personal contacts and specialised press.
to do ? The register of legal aspects is made from the ecomaps.
4.3.3. Objectives and targets

Some objectives and targets are defined on the basis of the ecomaps results, the weather maps, materi-
What we would als flows, environmental impacts and the analysis of the environmental legislation in use. The strategic
like to do ? objectives are published in the environmental declaration and the annual targets are annotated on each
eco-map. The register is made of the .completed ecomaps.
Environmental management programme

The different environmental actions are planned and recorded in each thematic ecomaps. They are
updated quarterly in the environmental control panel.
EMS IMPLEMENTATION
How do we organ- 4.4.1. Structure and responsibilities
ise ourselves ? The environmental responsibilities are defined by putting the initials of the responsible person in the
information fields of the differents ecomaps and in the responsibility matrix. The environment manager
(EM) signs all the ecomaps and make sure all the EMS related actions. The E.M. and internal auditor
receive appropriate training.
4.4.2. Identification of the training needs

Each newcomer in the team should receive basic environmental skills training appropriate to the com-
How do we pany's operations, similar to the skills training for other priorities in, for example, health and safety. He
become smarter ? will participate at the ecomaps update during the next control / revision.
On-the-job training is ensured through active employee involvement and is an essential part of any
significant change to the materials used or to the organisational structure.
The environmental manager and members of staff with specific responsibilities will receive specialist train-
ing for managing their routine processes.
4.4.3. Internal and external communication

How do we involve The employees are involved in the EMS through the company-wide and routine use of the various tools
workers and com- – ecomaps, weather map – and while attending company meetings. The environmental declaration is
municate published in a paper and electronic format once a year. It is available on the company web site. The
Environmental Manager is in charge of the internal and external communication (informations inquiries,
claims, clients relation, providers and authorities).
An environmental manual is not an obligation but 28
a good practise. easy
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Your light environmental procedures Step 19 to Step 23
4.4.4. Documentation
All useful EMS documentation is located in a binder following the ecomaps thematic logic and a defined
table of contents. The E.M. manages the documentation and updates it quarterly.
Words fade away
4.4.5. Document control
The different elements have a date and a serial number and are chronologically and logically organized.
The retention time of the documents in paper and electronic is a minimum of 3 years. The update, the
substitution and the electronic document archiving will be done every six months. The document binder
is located in the environmental manager's office and the electronic documents are located on his com-
Keeping order
puter hard disk.
4.4.6. Operational control

For each environmental theme, clear working instructions are communicated orally or in writing and
posted in the workshops. These instructions are explained in working groups and automatically checked
through regular evaluations, thanks to the « Quick Check » form, during staff interviews or during train-
ing. In the case of subcontractors, work instructions and procedures should be developed together with
Codes of good prac-
the client / provider.
tises
4.4.7. Emergency situations
The environmental risks are identified on the risk ecomaps. They are evaluated quarterly after each audit
made with the 'Quick Check' form. Emergency drills should be practised at least once a year.
Risk management
MONITORING AND MEASUREMENT
4.5.1. Control and measures
Control and measures are executed at least twice a month following the « Quick Check » form instruc-
tions. The results are evaluated each trimester in the control panels.
Dashboard
4.5.2. Legal compliance check
Legal compliance is checked according to a programme established on the Quick Check. Market require-
ments are also followed.
4.5.3. Correctives notices

The employees' involvement in corrective and preventive action is encouraged through the use of a ade-
Controlling
quate communication and through the use of the 'Quick Check' form. The corrective actions are validated
by the company managing director. Their efficiency is verified during the E.M: audits.
4.5.4. Records
The records are updated quarterly and registered thanks to the initials PDCA (Plan-Do-Check-Act) or I
Logbooks (Information) to enable a better identification in the « Eco-Logbook ».
4.5.5. internal Audits

Some or all of the environmental aspects are verified at least twice a month using an appropriate audit
and monitoring support (Quick Check). Following a better explanation of SME functions, an evaluation
is made quarterly. The audit report is made of a related form collection.
Evaluation
4.6. Management review

The quarterly control panels are evaluated during the annual management review. The objectives are
evaluated at the same time using the thematic ecomaps. Functions and responsibilities are evaluated and
Top level
any changes reported on the responsibilities matrix and the thematic ecomaps. The management review
evaluation will also approve results for publication in the environmental declaration.
The small manual describes the system and the generic 29
procedures of an environmental management system easy
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Control your environmental management system
Step
24 to 28
Continual improvement in 5 more steps

The control panel of your EMS Logging your environmental man-
Step 24 Step 26
agement
Monitoring and measurement (see page 31)
Records management (see page 32)
A management control panel with environmen- Your records represent evidence of the envi-
tal performance indicators is vital for navigating, ronmental management system for the outside
managing and communicating environmental world. EMAS implementation will generate and
performance. accumulate new and useful data on energy, waste, resource
Environmental performance indicators provide information use and efforts made on a daily basis.
and guidance for continuous improvement. They improve
clarity, transparency and comparability of the information All major information and events must be recorded correctly
provided by the organisation. to keep track of the evolution and life of your EMAS.
You also have to control your legal compliance. http://ec.europa.eu/environment/emas/toolkit/toolkit_18_1.htm
Continuous monitoring and measuring is helpful in:

• providing relevant data on request to public authorities
• controling the use of resources Step 27 The audit of the EMS
• comparing environmental performance over the years
Internal audit (see page 31 and 33)
• informing employees in a precise way The internal audit consists of a periodic assess-
•m
onitoring the continuous improvement of environment of how well the EMS is functioning and
mental management how environmental performance is being
improved. It also enables the EMS to check its
• involving the financial management team in the environ-
compliance with the EMAS regulation.
mental process and in measuring the financial impact
The EMS audit is a systematic, routine and documented
process that must be carried out by someone independent
of the processes being audited. it is a critical element in
Do not forget! You also have to evaluate ensuring that the EMS is delivering objectives and assisting
improvement.
regularly and systematically your
compliance with environmental legislation Internal audit results are examined regularly, at least once a
year at the time of the management review.
Particular attention has to be paid to control in a precise
Learning by doing way if you have some applicable environmental legislation.
Step 25
Make up a checklist following you register with things you
Nonconformance and corrective and pre- have to look after.
ventive action (see page 31)
Things do not always run to plan, and a manage-
ment system takes time to run smoothly after its
introduction. Reality in the field does not always
match the environmental action plan written in the office, or
the requirements of EMAS.
Step 28 Continual improvement
Nonconformance can be caused by technical problems
(leaks, accidental spillage, etc.) or by management problems Management review (see page 33)
such as insufficient routine monitoring, lack of training, poor Management reviews are important judging
work manuals, etc. the effectiveness of the EMS in improving and
reporting environmental peformance. Annual
Corrective action is a rapid and adequate response to prob- internal audit results, measurements and other
lem solving, moderating the negative effects and preventing useful insights are the basis for planning the environmental
the problem from occurring again. Preventive action avoids strategy for the next year.
the occurrence of a problem.
http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm
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Internal eco-controlling
Step 24 Step 25
Quick Check - a light tool for internal controlling and regular evaluation
For internal control and regular evaluation to see whether environmental practise is effective and that objectives are beeing
achieved, you need a simple tool. "Quick check" helps you to keep a constant eye on relevant activities, measurements and
compliance checks (Step 24). If you discover any kind of non-compliance or malfunction, you should analyse and respond by
implementing corrective actions and continuous improvement (Step 25). You may also capture good ideas for improvement.
The template is also useful for internal audits. You define the audit topics upfront. The Quick check is used as document base
for all controlling functions of an EMS.
“Quick check”
Monthly 4 times
controlling a year
4.5.1 MONITORING AND 4.5.4. INTERNAL AUDIT 4.4.6 OPERATIONAL
MEASUREMENTS 4.5.5 CONTROL
mClean the stocking areas regularly
(minimum 1x /week) Weekly
Waste PLAN DO m After each use, check the state of
Solid waste : CHECK ACT tools and vehicles (cleanness, levels)
controlling
Recycled waste flows : mAvoid any inadequate waste
dumps by marking the site appro-
Treated waste : priately.
Water Internal communication mRational Use of Energy: limit
wasting electricity, water and hea-
Water consumption : Training
ting
Energy mOptimalize transport
Heating oil : mFill in weighing forms accurately,
with tonnages and the necessary
Fuel oil : descriptions
Oxygen : mCheck that vehicles loads are
Problems identified
Propane : conform at each delivery/dispatch.
Electricity :
Zone BOIS
Transport
Zone Halis Belle- Vue
Waste transported ... MIT
by train :
BOIS
4.5.2. COMPLIANCE What
Papier
by road : has
Zone
Soil and storage MIT Permanent fuel stock in tanks :
bascule to be
Nbr of env. incidents: Piste vers CARSID
Air, odours, noise

controlled ?
Train
900 Bureaux
Nbr of complaints : Route de la Providence
Stop ! To change To be monitored
4.5.3 - NON CONFORMITY, CORRECTIVE AND PREVENTIVE ACTIONS
Problem
- Unrecyclable waste products came in our process from one of our clients
Source of the problem

- wrong communication and instructions to the client
- absence of clear rules
Proposed solutions
- Contact with the client to redefine process in order to eliminate products and waste which aren’t recycled by us
Date of implementation 23th of November 2003 Signature
NC number 5 Date 10th of October Year 2003
EMAS - EN - ISO 14001 : 4.4.6. - 4.5.1. - 4.5.2. - 4.5.3. - 4.5.4. © HW Engel | 3.0 31
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Recordings of documents and events Step 26
The Ecologbook is a small template which helps you to keep track of documents, records and environmental
activities.
Here you note relevant incidents (hint of inspection authorities, spillages,...) and activities like audits, seminar, trainings.
This helps you to evaluate all EMS activities on a glance and have a solid track record of environmental related activities.
Eco Log Book A
EVENTS ( audits - visits - control - inspections - incident)
N° Date Event
Date 1 18/12/2002 First visit to the company by Ressources, within the Managens project
2 28/02/2003 Drafting of Ecomaps, by a trainee from Institut Eco-Conseil
of important 3 14/04/2003 On-site follow-up visit for EMAS implementation by consultant and Ressources asbl
events, audits, 4
5
14/05/2003
17/05/2003
On-site follow-up visit for EMAS implementation by consultant and Ressources asbl
Mid-term environmental review according to the Postar method, by consultant
etc 6 01/07/2003 On-site follow-up visit for EMAS implementation by consultant and Ressources asbl
7 13/07/2003 On-site follow-up visit for EMAS implementation by consultant and Ressources asbl
8 15-16/09/2003 Visit and environmental analysis on communication aspects by 3 trainees from Institut Eco-Conseil
9 02/10/2003 External audit by Ressources asbl and consultant
10 08/10/2003 Check-up of transport regulations
11 09/10/2003 Visit by the regional environmental police (DPA) for the exploitation permit
TRAINING AND COMMUNICATION ( trainin session - schooling - awareness raising - press )

N° Date Content Speaker Duration Nbr participants
1 13 - 14/01/2003 Introductory training on EMS ECE 2 days 2

2 17/02/2003 Training on EMS planification ECE 1 day 2
3 26/03/2003 Training on Ecomapping and on objectives and targets identification ECE 1 day 2
Trainings done 4 31/03/2003 Training on the evaluation of significant environmental aspects ECE 1 day 2
5 07/04/2003 Training on environmental permits N. Schadeck 1/2 day 1
6 28/04/2003 Training on legal compliance CDD - Esher 1/2 day 1
7 23/05/2003 Training on environmental good practises and on indicators ECE 1/2 day 1
8 23/06/2003 Training on the documentation to be used within the EMS ECE 1 day 1
9 02/07+03/10/2003 Training on environmental communication JY Marion (IEC) 1 day 1
10 mai 2003 Training on security, by the GSK client GSK 2 hours 5
11
12
19/05/2003
01/07/2003
Awareness-raising of « brigadiers » on EMAS
VVA 1 - Training on security
CP
AIB-Vinçotte
3 hours 5
8 hours 4
Eco Log Book B
13 30/08/2003 Scania Professional Driver schooling for drivers Scania 6 hours 2
14 17/09/2003 P = Planning
Conference on waste management channels, by ADEME-France D =ADEME
Do - implement 8 hoursC = Checking
3 A = Action I = Information
15 30/09/2003 Awareness-raising to good practises ('EMAS breakfast') CP 1 hour 8
IMPORTANT DOCUMENTS (permits and autorisations - statements - reports - brochures - complains -...)
Date Version Signature
Year 1 Documentation on environmental performance indicators 19/12/2003
2 Ecomapping brochures 19/12/2003
3 Brochure on why and how to implement EMS in the social economy sector 19/12/2003
4 EMAS REGULATION (EC) No 761/2001 of 19 March 2001
© HW Engel | 3.1 13/01/2003
EMAS - EN-14001 : 4.5.2. records
5 Guidance on staff involvement within EMAS 14/01/2003
6 Guidance on the use of the EMAS logo 14/01/2003
7 Guidance on the auditing of EMAS organizations 14/01/2003
Documents that 8 Guidance on entities that can become EMAS-registered 14/01/2003
9 Candidature file to the Managens project 29/11/2009
are important for 10 Report on the first on-site visit by Ressources 19/12/2003
your EMS 11 Report on the initial analysis by the trainee from IEC
12Pictures of the environmental problems
28/02/2003
03/05/2003
13Follow-up report on neighbour complaints 08/05/2003
14 ABC analysis grid 05/05/2003
15 Environmental policy 21/04/2003
16 Results of RETRIVAL workers' Weather Map 02/10/2003
17 Summary of the initial analysis 11/06/2003
18 Table on objectives and targets for 3 years 22/05/2003
19 Indicators for external communication 03/10/2003
20 Guide to environmental good practices 03/10/2003
21 Control panel of the 3d quarter of 2003 09/10/2003
22 Ecomap: water 29/05/2003
23 Ecomap: soil and storage 29/05/2003
24 Ecomap: air, odours and dust 29/05/2003
25 Ecomap: energy 29/05/2003
26 Ecomap: waste 29/05/2003
27 Ecomap: risks 29/05/2003
28 Report on the visit by eco-counsellor trainees on communication aspects 29/05/2003
29 Trainings register 18/09/2003
30 Training programme 06/10/2003
31 Regulatory control of transport 06/10/2003 32
32Visit by the regional environmental police (DPA) for the exploitation permit 08/10/2003
33 Visit by the regional environmental police (DPA) for the exploitation permit 09/10/2003
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Year Last update

Management review Step 27 Step 28
The management review is the most important meeting and the EMAS control panel an important tool.
4 times a year you should take stock of the company performance using the quick checks and the eco log books (internal audit – step
27). This helps to evaluate the effectiveness of the EMS. Consolidate environmental performance indicators, audit results, the history
improvements and corrective actions.
Then move on !
The control panel is your environmental dashboard and you will use it as management review (Step 28).
http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm
Control panelA
1st QUARTER 2nd QUARTER X 3rd QUARTER 4th QUARTER
ACTIONS IMPLEMENTED
N° OBJECTIVE
Progress report on 5, 4 • Clean-up and tidying-up of our operation site
4 • Introduction of a collective sorting system for internal waste for the administration and workers’ premises
actions 2 • Small ADR certification for WEEE collection
6 • Training of manual workers and employees raised to 4,8 hours per full-time equivalent
1, 3 • Purchase of a truck equipped according to EURO-4 standards
5 • Cross-dialogue with the main clients (Carsid, Cockerill Sambre,...)
5 • Support to 5 local sustainable development initiatives
INDICATORS AND MEASUREMENTS Control panelB

Trends N° OBJECTIVE
1st QUARTER 2nd QUARTER X 3rd QUARTER 4th QUARTER
ENERGY ENVIRONMENTAL MANAGEMENT INDICATORS

1 km of transport on road : 24.441 kms
1 litres of fuel for transport : 9.301,05 litres Environmental Training : 2 hours
WASTE Number of Quick checks : 3
Competences 2 Treated waste (non-hazardous, WEEE,...) : 4650 T
2 Recycled waste flows : 4431.4 T
2 Reused waste (WEEE, furniture,...) : 2,3 T
4 Landfilled final waste : 215.96 T AUDITED EMS SECTIONS
PURCHASING PLAN : PLANIFICATION
3 Total purchasing of furnitures : 1990.29 4.2. Environmental policy 4.3.1. Initial environmental review
What was 3 Total purchasing of furniture based on green criteria : 198.59 4.3.2. Assure legal compliance 4.3.3. Objectives and targets
4.3.4. Environmental management programme
audited ? DO : IMPLEMENTATION OF THE EMS

4.4.1. Structure and reponsabilities 4.4.2. Identification of training needs
SOCIAL INDICATORS 4.4.3. Internal
ECO-EFFICIENCY and external communication X 4.4.4. Documentation
INDICATORS
4.4.5. Control EMS documentation 4.4.6. Develop codes of conduct
4.4.7. Preparation of emergency situations
Sustainable Complaints from neighbours : 0 Turnover : 320.042,07 euro
CHECK : MONITORING AND MEASUREMENT OF THE EMS
Jobs created within a 5-km radius : 0 kg of treated waste / 1000 of turnover : 14528,16 kg
Hours worked : 8.601 hours
4.5.1. Control and measurements
kg of final waste / 1000
X 4.5.2. Corrective actions
of turnover : 674,80 kg 4.5.4. Internal audit
4.5.3. Records
Number of schools supported by our activities : 5 litres of fuel oil / 1000 of turnover: 29,06 kg
CORRECTIVE AND PREVENTIVE ACTIONS

Problem Solution Date Resolved Not resolved
Date Signature and Name
Continuous
1/. Site is dirty Clean the site 18/07/03 on going
improvement 2/. Balisage du site Mise en place d’un balisage temporaire 18/07/03 OK
3/. Stock management Mise en place d’une base de données 18/07/03 on going
EMAS - EN - ISO 14001 : 4.6. Environmental review © HW Engel |
Balisage
3.1
4/. No waste separation on the workplace Waste separation containers and posters 18/07/03 on going
CONTACTS AND ACTIONS WITH SUPPLIERS, SUBCONTRACTORES AND EXTERNAL PARTIES
Actions with sub- Contact with land owners to ask if there was any historic pollutions
contractors Contact with managers of the “Port Autonome” to eliminate illicit dropping on site
Contact with Carsid to redefine process in order to eliminate products which aren’t recycled by us
By the way, if you stop here, you Date Signature
have already finished implement-

EMAS - EN - ISO 14001 : 4.6. Environmental review © HW Engel | 3.1
ed ISO 14001
33
easy
version 1
External communication, reporting
and dialogue Step 29
External communication a clear and comprehensive manner. You may use the EMAS logo
to pinpoint verified information in your organisation communica-
tions.
Environmental reporting with verified information The EMAS logo is the trademark of the EMAS regulation. It repre-
sents a proof of environmental excellence as well as the reliability
Communication of your environmental performance will add con- and credibility of the information with regards to its environmental
siderable value to the organisation and enhance your image in the performance.
market. Customers, suppliers, public authorities and the local com- http://ec.europa.eu/environment/emas/toolkit/toolkit_21.htm
munity will appreciate the fact that this information is reliable, due
to its verification by an external body.
The environmental statement or declaration must be presented in
a clear and unam-

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the organisation
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activities, products bîhîhZa[idVXi^c\[dgZck^gdcbZciVaegdiZXi^dcVcYedaaji^dcegZkZci^dcVcYid\d^c\[jgi]Zgi]VcaZ\VagZfj^gZbZcih^ci]^hgZheZXi#I]ZXdbeV"
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direct and indirect HôZ hbVaa"hXVaZ M >cYjhign M HZgk^XZh
environmental aspects IneZd[jgWVcVgZV B^mZY GZh^YZci^Va M >cYjhig^Va
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34
easy
version 1
Audit and validation Step 30
Your last step

This verification is carried out by examining documents, visiting
the organisation and interviewing personnel.
Independent verification and validation of
your environmental management system and This is a unique feature and will give credibility to your manage-
environmental information ment system.
When the EMAS environmental management system is function- After successful verification, registration and its publication in the
ing an accredited environmental verifier is invited to validate envi- Official Journal of the European Communities, the organisation
ronmental information and have a closer critical look at the reality may use the EMAS logo.
and performance of the environmental management system. http://ec.europa.eu/environment/emas/toolkit/toolkit_22.htm
7
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" aîgZh d[ [jZadâ$&%%%Ïd[ ijgcdkZg " i]Vi i]Zeda^Xn! i]Zegd\gVbbZ! i]ZbVcV\ZbZci hnhiZb!i]Z environmental verifier
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:ck^gdcbZciVaiVg\Zih[dg'%%) Vhi]ZZck^gdcbZciVahiViZbZciVgZXdc[dgbidG:<JA6I>DC:8Cd (Annex III 3.2. g)
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has been validated by
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35
easy
version 1
KH-74-06-136-EN-C
EMAS toolkit online for SMEs
Introduction
Section 1: Introduction to EMAS
Section 2:What are the benefits and costs of EMAS?
Section 3: How to get started?
PLAN
Section 4: How to develop an environmental policy
Section 5:How to carry out an initial environmental review
5.1: How to evaluate the direct and indirect environmental impacts of your organisation
5.2: How to ensure compliance with legal requirements
Section 6:How to develop an environmental programme
6.1: Objectives and targets
6.2: Environmental management programme
DO
Section 7: How to structure an environmental management system
7.1: How to structure and assign responsibility within your EMS
7.2: How to evaluate training needs and provide new skills and education
7.3: How to communicate with internal and external stakeholders
7.4: How to organise your environmental documentation
7.5: How to control and maintain lean documents and worksheets
7.6: How to develop codes of conduct and precise instructions to support your EMS
7.7: How to be prepared for emergency situations
CHECK
Section 8: How to control and monitor environmental performance and management systems
8.1: Monitoring and measurements
8.2: Continual improvement and corrective action
8.3: Records
8.4: Internal audits
ACT
Section 9: How to review an environmental management system
Section 10: How to communicate and report on environmental performance
Section 11: How to get official recognition
This EMAS easy guide is completed by the EMAS toolkit which is available for free
on the EMAS website http://ec.europa.eu/environment/emas/index_en.htm
Further assistance for each member state, more than 40 case studies of different sectors and other additional resources are pro-
vided on the website
The first EMAS Tool Kit for SMEs in 1998 was the result of co-operation among the International Network for Environmental
Management (INEM) organisations from Western and Central and Eastern Europe with experience with both small and medium-
sized enterprises and environmental management. The Toolkit brought together tools which have been developed, tried and
tested with and by SMEs, newly-developed tools and examples, and case studies of SMEs that had already established an environ-
mental management system.
In keeping with the principle of continual improvement, INEM has upgraded and expanded the EMAS Toolkit for SMEs to
cover the scope of the new EMAS regulation. This expansion in scope is reflected by the new name: EMAS Toolkit for Small
Organisations.
Contact the EMAS Helpdesk • http://ec.europa.eu/environment/emas
Performance, Credibility, Transparency easy
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EMAS "Easy" For Small and Medium Enterprises - in 10 Days With 10 People On 10 Pages in 30 Steps

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The easy way to improve

EMAS "easy" for Small and

The main steps of EMAS

EMAS is adapted for small business !

This is what EMAS easy is about

Introduction What is EMAS ? 2

Informal Ecomapping – getting started 5

Formal Moving from ecomapping to EMAS 19

What is EMAS easy ?

4.3.1. Problems, practices and impacts

l Office heating: excessive fuel consumption

EMAS easy is a way to implement EMAS which is proportional to the size,

financial capacity and organisational culture of small business.

and EMAS but still focusing on what matters – environmental protection

on the shop floor.

If a company has already done some some preparatory environmental

14001, can be concluded within a week.

1. Be clear about the ultimate objective of your project

2. Analyse your need for resources

3. Have the support of the boss

4. Involve motivated staff

6. Look for and find the necessary information

7. Call on eco-counsellors and ask for public grants and help

8. Provide for training and capacity building

1 The Urban map and your sector specific information

Step 1 Site in the city : the urban situation

2. Map of the shopfloor

In terms of environmental management and impact, those symbols also mean :

This map situates your site in its urban context.

Who are you ?

IN (per year) OUT (per year)

Please identify if possible the nature of the products :

Organise your own opinion poll in 3 steps :

Tip Differentiate the management staff and the

Organise the mini-audit either by building, by zone or by activity

2. Collect and summarise the answers and visualise the results by

print out 2 weather maps graphics : one stacked

3. Communicate the results to the employees that have participat-

Help us to get a feeling of the strengths and weaknesses of the environmental

Use of raw materials, products and resources

Use and choice of energy (fuel, gas, electricity)

Use of water and wastewater

Prevention and reduction of waste stream

Recycling and selective separation of waste

Air pollution, dust and odours

Reduction and control of noise and vibrations

Mobility and transport of employees and goods

Green planning for products and services

Health and safety in the workplace

Prevention of environmental accidents

Environmental information (internal and external)

Communication with suppliers and subcontractors

Neighbourhood (dialogue and implication)

Environmental management practices

This eco-map looks at your consumption

Environment impacts are always linked to activities

•H  igh pressure engine cleaning and drains with-

One drop of water takes from five to 25 years to go from a cloud to

• Cleaning methods and

Environment impacts are always linked to activities

• F uel and chemical storage in area without reten-

• Check for adequate storage rooms :

Environment impacts are always linked to activities

•H igh pressure engine cleaning and drains with-

• Cleaning methods and

• F uel and chemical storage in area without reten-

• Where are areas of wastage?

• L ightening of storage rooms - electricity

• F loor cleaning - Problems with falls