"Development of workplace policy and procedures for sustainabilityINTRODUCTION:The present report aims at developing a sustainability policy and strategies for simulatedbusiness named Coffeeville. The sustainability policy has been developed for this business andalso the procedures for implementing the policy has been found out and the activities formonitoring these procedures have been searched out. As an in-charge of developing asustainability policy and the procedures to support implementation and communication of thispolicy, the researcher has done in-depth study of various aspects, materials have beengathered from various sources and assimilated to form a concrete document. TASK 1. Develop the sustainability policya. Describe the operations and organizations of the company. Include anorganisational chart.ANSWER: CoffeeVille believes that the community and health go hand in hand. They can’t be separated.The company is headed by two siblings namely Rufus and Emma Belcastran who are trainedand well experienced in the hospitality industry. With the aim to utilize their skills, knowledge aswell as the passion for quality, they opened the business named Coffeeville. The business iswell-known for providing quality products to thousands people across the city. It has embodiedthe serving of certified fair trade coffee by including local ingredients and products i.e. organicingredients and products. There are also options for vegetarian and gluten-free products. Thestaffs as well as the customers have a family-feel while dealing with this business. Not only theappetite, but also minds are satisfied after having the products of CoffeeVille. The businesshead office is located at Collins St Melbourne. It welcomes the community for their hunger or thirst calls. Opened five days a week (from Monday to Friday) from 7.00 am to 5.00 pm, with theaim of establishing itself as premier provider of gourmet coffee and food in next five years, thebusiness is seeing the path of ever success. The various operations and organisations of thisbusiness may be depicted from the following chart: DIRECTOR/OWNER CMD/CEOHR MANAGEROPERATIONMARKETINGMANAGERMANAGERRECRUITMENT PAYROLLDISCIPLINECATERINGCUTOMSER CAREEXECUTIVEEXECUTIVE EXECUTIVE EXECUTIVEEXECUTIVEEPOLICYEXECUTIVE ADVERTISING MARKETIINGBUDGETINGSALES & REVENUEEXECUTIVE EXECUTIVEEXECUTIVE EXECUTIVEb. Define the scope of the sustainability policy that you are proposing:• How broadly the policy will apply within your organisation (what sections of yourcompany)• What business activities the policy will cover (types of everyday processes, greenpurchasing, reporting etc.) • consider compliance with relevant environmental laws and regulations (reasonsfor compliance and benefits; also talk about what possible laws and regulations apply toyour organisation of choice – list the legislation).ANSWER: CoffeeVilleis committed for promoting sustainability. It has great concerns for the environmentand therefore the management has decided to make all the activities paperless and add tominimization of vehicular pollution by use of battery operated and public vehicles and means oftransport. It is predicted that it will result in saving a lot of trees and vehicular pollution onaccount of traveling of staff for supplying the products to the customers. Thus conservation ofenvironment will be achieved in long run. The owner and the CEO of business hascommunicated to all staff to make use of technology and updating the software as well asapplications for reducing the use of paper and tending for paperless operations of all thedepartments be it budgeting, customer care or any other department. It is intended that incoming five years the business will be purely paperless and the company will acquirecompletely battery vehicles for transportation of staff, goods and products. It is necessary tomention here that the implementation of the sustainability policy will be as per law, all applicablelegislations, regulations and codes of practice. The business will give wide publicity of this policyso that everyone comes in the knowledge of it. c. Identify stakeholders and describe the consultation processes you would use toassist in developing the sustainability policies.ANSWER: STAKEHOLDER CONSULTATION PLANCOMMUNICATIONINFLUENCE/ROLE(How they impact, are impacted by,METHOD – Describeor have an interest or influence onSTAKEHOLDER NAMEappropriate method/s forthe sustainability policy - commenteach different stakeholderregarding needs and concerns)The customers are part of The customers will beCustomers public at large and they are communicated duringhighly affected by any policy telephonic conversation,of the business. The will be website advertisements,provided the products of high hoardings etc.qualities at all the times.Employees The employees are the actual The employees will be givenpersons who will put the proper training and updationpolicy into the practice.courses from time to time.Government agenciesSome government agencies The concerned govt agenciesare involved due to some are informed through mediumlegitimation, law and rules.of mails and their onlineportals. d. Describe the types of sources you would use to gather data and information onthe current performance of the company in regards to sustainability and theenvironment.(Internal AND external sources). Give specific examples in each case – website address,identify organisation or individual, for example.ANSWER:The policy will be failure if the correct information and feedback is not received regarding itssuccess and drawbacks. The following sources may be used for gathering data and informationon the current information of the company in regards to sustainability and environment. (i). The staff who are involved in supplying of products will be asked to give their comments,feed backs and suggestions for improvement, if any.(ii). The marketing staff will be giving feedbacks regarding use of battery and public vehicles andexpenditure incurred. (iii). The feedbacks from customers and other concerned departments (government agencies)will be giving feedbacks.These all feedback will be received on separate page of website and it will be also paperless. e. Sustainability Policy StatementRecommend sustainability initiatives that would reflect how you are going to achieve thegoals of your sustainability policy goals (as expressed in your sustainability policy):• WRITE the Sustainability Policy STATEMENT – this is where you recommend andsummaries your key initiatives.(Details on how you implement them will be listed in your Action Plan, NOT here).ANSWER:Sustainability Policy Statement:The business will strive to make all the operations paperless and minimize vehicular pollution byuse of battery and public vehicles.For achievement of purpose:(i) The delivery staff will be using battery operated vehicles (ii) The marketing staff for the purpose of meetings etc. will be traveling using publicvehicles.(iii) All the reports, budget and information communication will be done online. (iv) The customers will be encouraged for online business and dealings. f. Outline how you would plan on reporting the achievements of your policyinitiatives.ANSWER:The reporting of the achievements of the policy will be as follows:(i) All the staff will be preparing their daily reports and will be submitting to theirexecutives on daily basis. (ii) The executives will submit the report to their concerned managers on every Friday.(iii) The reporting by managers to the CEO will be fortnightly.th (iv) The report to the owner by CEO will be by 28 day of every month. TASK 2. Communicate the sustainability policyOutline a communications strategy that would be used to disseminate informationregarding• the sustainability strategy, policy and procedures and• the implementation of the procedures by staff. The communication strategy should consider:1. Stakeholders (internal and external)2. Communication methods and tools3. Change management strategies where applicable. ANSWER: COMMUNICATIONS PLAN TO PROMOTE SUSTAINABILITY POLICYCore MessageGoal/ObjectiveIntended to audience ofBarriers toof this Time BenefitsAudience of the theCommunicationframe to ThemOvercomeCommunication CommunicationEmployees They are actual You are the4 All will Personalimplementers hands of Monthsunderstand inhibitionsexecution of the as what topolicy doCustomers They are the You are the 6 Hassle Generalpersons actual monthsfree barriers tobenefitedbeneficiaryservices adopt newand methodsproductsGovernment They are the You are the 2 All laws Unwillingnessagencies guiding personsguardians monthswill be for extra workfollowedDepartment Channel/Method ofActivities/Events Materials/Prompts Responsible CommunicationInternal departmentsIntranet and bulletins Get together events General speechesExternal agencies Formal emails, Formal informationAdvertisements newspaperpublicationsTASK 3. Implement the sustainability policya. Prepare an Action Plan / Implementation Plan that includes a range of proceduresused to implement workplace sustainability policy. ANSWER:SUSTAINABILITY IMPLMENTATION ACTION PLANEstimatedDescription ofProcedures Potential savings Department/ the Strategy TargetStrategy to be Benefits/Other (Units or $ Staffstrategy/initiati Target Deadlineimplemented comments or other Responsibleveresources)Training The Demonstra Working Waste 4 4 Allto employees tions and knowledge will month months departmentemploye will on-job of program minimize s esunderstand trainingsthe programs Updatio The sources Updation Working Actual 4 4 Alln of of workings of knowledgeutilizationmonth months departmentsoftware computers sand othersystems Purchas Infrastructure Normal Reduction in General 6 6 Sales ande of procedure pollution savings month months marketingbattery and soperate expendituredvehicles Commu All stake Normal To make General 2 2 Stakenication holdersmethodsthem aware informati month months holderson sb. Specify methods of continuous improvement that will ensure resource efficiencyacross the entire company and its operations. ANSWER:Following methods will be used for continuous improvement of the policy:(i) The employees of the company/business will be reporting to their next superior stafffor any shortcomings, problems faced and general working of the system using thepolicy.(ii) The next superior staff will, continuously and on regular basis, forward theinformation to upwards superiors.(iii) Any changes, if required, will be communicated to all the staff and they will be givendue training to adapt to the changes. (iv) The feedback from customers and government agencies will be also used.TASK 4. Review the sustainability policya. Outline methods of reviewing and documenting outcomes and post- implementation activities for the sustainability policy and procedures. ANSWER:Following methods and actions will be taken for reviewing and documenting the outcomes of thepolicy:(i) The sales and marketing staff will be provided with formats to fill up their comments,experiences and feedback based on their day to day working and the same will bereviewed by the senior staff and lastly by management.(ii) The feedbacks and suggestions from the government agencies and customers willbe placed before the final staff. There will special formats for taking such feedbacksand comments. The same will be scrutinized by the managements for feasibility andif possible the necessary changes will be made. (iii) There will be general and get together meetings for major decisions to be taken. b. Specify how you’d provide feedback to key personnel and stakeholders regardingthe success or otherwise of the policy. ANSWER:It is necessary that the feedbacks received from the internal staff and stakeholders arescrutinized and the persons giving feedbacks are informed regarding the action taken on theirsuggestion/comments. The following methods will be used:(i)The customers will be sent personal mails for change for success of their efforts andthanks for feedbacks.(ii) The government agencies will be sent formal letters.(iii) For internal purposes the general bulletins will be used.(iv) Every quarters the newspaper and periodical publications will be made for generalinformation on success of the policy and other possible changes.REFERENCES:1. Barr, S. (2012). Environment and society: Sustainability, policy and the citizen. AshgatePublishing, Ltd..2. Munda, G. (2009). A conflict analysis approach for illuminating distributional issues insustainability policy. European Journal of Operational Research, 194(1), 307-322.3. Introna, L., & Pouloudi, A. (1999). Privacy in the information age: Stakeholders, interestsand values. Journal of Business Ethics, 22(1), 27-38.4. Lafferty, W. M. (Ed.). (2006). Governance for sustainable development: The challenge ofadapting form to function. Edward Elgar Publishing.5. Burton, E., Jenks, M., & Williams, K. (Eds.). (2003). The compact city: a sustainableurban form?. Routledge.6. Hezri, A. A., & Dovers, S. R. (2006). Sustainability indicators, policy and governance:Issues for ecological economics. Ecological Economics, 60(1), 86-99. "