ISO 14001 beginner

What is ISO 14001?

ISO 14001 was first published as a standard in 1996. It specifies the actual requirements for an environmental management system. It applies to those environmental factors that the organization can control, and where it can have an impact. Its designation as an ISO (International Standards Organization) standard means that it is a truly international standard and is based on the input of ISO's global network of 159 national standards bodies. The committees within these institutions are composed of representatives from all sectors and industries. The goal is to maintain the freshness of the standard. On average, the ISO standard is updated every 5 years, and 75% of the world network’s support is needed to make changes.

In 2009 alone, there were more than 10,000 ISO 14001 certificates in the UK. Because it is a universal (ie process) standard, it is very popular, which means that it can be applied to any organization, any department, regardless of size, whether it is a product or service-related. Because of this, ISO 14001 is particularly recognized by the central and local governments, which saves costly and lengthy environmental certification inspections. With increasing pressure on environmental performance, the private sector is also increasingly demanding supply chain standards.

Why choose ISO 14001?

Due to the demand for ISO 14001 by the central government and local authorities, it is not surprising that most organizations seek to implement ISO 14001 because it gives them a greater chance of winning contract bids. In fact, some organizations stated that without it, they would not be eligible to bid at all.

"It opened up the market and we were able to win the bid. Without ISO, we would not even be eligible to submit a bid." – Anthony Hardy, Fine Turf

benefit

Of course, the main reason for the existence of ISO 14001 is to help organizations become more environmentally friendly. The "green" issue will never disappear, and ISO 14001 as an environmental management standard provides a structured approach. It focuses on active management and employee participation in defining roles related to the organization's environmental policies. The framework contains the core elements used to manage the organization's processes and activities, identifying important environmental factors that the organization can control and factors that may have an impact. In short, the standard requires organizations to say what it does and do what it says in environmental management!

Once in place, the implementation of standard improved processes will lead to more consistent delivery, less cost of errors, and thus lower rework costs. You will also use less raw materials and energy, resulting in less waste, which saves money in the long-term.

The improved process brought about by the implementation of ISO 14001 also has no obvious benefits. Organizations that benefit from increased efficiency will help build a more confident and relaxed workforce; that will only lead to better motivation! As more and more people begin to pay attention to the environment, the implementation of this standard can usually also obtain motivation and commitment to the business.

For some people, one of the surprising benefits of implementing ISO 14001 is that it can pay for itself, or even more. A 2010 study by the Department of Environment, Food and Rural Affairs (Defra) revealed real cost savings. A participant of a BAB customer stated that in the first year alone, they saved 19% of energy costs and reached the third year.

"It (ISO 14001) makes our business operations more streamlined and saves us money because employees follow a better working system and do not cause waste." – Sarah Clark, Acorn Cleaning Products

Depending on your industry, you may have to comply with many laws and regulatory requirements, and if you do not understand all of these requirements, it is excusable. Implementation through ISO 14001 ensures that you comply with all current regulations and avoid any potential embarrassment. Ensuring you comply with regulations will certainly reduce your risk. Many companies have found that when they have ISO 14001, their insurance premiums are therefore reduced, partly because of the additional aspects of third-party verification.

An essential part of all ISO management standards is continuous improvement, which requires you to strive to improve year by year. By doing so, you can save more costs while further reducing the impact on the environment.

The introduction mentions the benefits of being eligible for government contracts, and it is important not to forget the growing demand from the private sector. Similar to government tenders, ISO 14001 is usually required as a way of certifying environmental certificates, and large private sector companies now require their suppliers to do the same. The standard encourages organizations to interact with their suppliers and stakeholders, so this is more of a situation than whether you are required to show how your business works.

"By showing that we have the proper recycling process and the standards provided by ISO14001, it means that we maintain a large and important customer." – Keith Bicknell, BMH Contract Services

Choose a certification body

By obtaining ISO 14001 certification by a certification body, you have proven that an independent third party has verified that you meet all the requirements of the standard. This is not only powerful information for new customers, but also helps to provide greater assurance to existing customers.

When comparing certification agencies, it is important to compare costs. Pay special attention to ongoing costs. Although some institutions charge "annual management" or other management fees, others do not. Regardless of the size of your organization, some certification bodies will insist on visiting you more than once a year, which should be up to you (at least once a year re-audit is mandatory).

Certification bodies that implement ISO management standard certification should follow ISO 17021:2011: Requirements for organizations that provide management system audits and certifications. In order to maintain objectivity and impartiality, this means that they cannot write documents or provide certification-related consultations for you. What they can do is provide ISO training, which can be a useful exercise before committing to implementing the standard.

How long does it take for certification?

As you might expect, the implementation of ISO 14001 may take longer, depending on the size of the organization. In order to be successful, the designated representative should take responsibility within your organization. However, this does not mean that you have to appoint a designated "environmental manager", someone who is usually regarded as the main coordinator is sufficient.

Sometimes it may be difficult for you to convince members of the management team to understand the benefits of environmental protection, especially when it comes to spending money!

In most cases, the principles of ISO 14001 will soon be integrated into the organization, and this will become your way of doing things before you know where you are! For most organizations, it takes 3-6 months from the first visit to certification.

What is involved?

The process starts with the so-called "first-stage audit". Here, your lead auditor will review your existing system and provide you with a gap analysis report that will determine the actions required to meet the standards. This can often be used as a useful plan of action, so if you think you are not prepared enough, don't worry. Many organizations find that they already have some necessary processes. They just need better documentation and communication to explain which processes are mandatory and who is responsible for which processes.

Once the organization is prepared and filled in the gaps highlighted in the Phase 1 report, the auditor will visit your premises for a second visit; this is called a "Phase 2 Audit." This will reveal the effectiveness of your environmental management system and whether it meets all the requirements of the standard. If you fully meet the requirements, the auditor will recommend you to be certified. The auditor's report will then be checked through the approval process, and if no abnormalities are found, the certification will be formally granted.

How regular is the audit?

In order to maintain your certification, a surveillance audit visit must be conducted at least once a year to ensure that you still meet the requirements. Such surveillance audits sample the continued effectiveness of your quality management system, and you will receive a written report summarizing the results. These may include major or minor non-compliances and observations. If a major violation is found, you will have a fixed period of time to correct the situation.

Very large organizations usually require more than one surveillance visit per year. In some cases, if a large number of non-conformities are found during each surveillance audit, your certification body may require you to conduct a 6-month surveillance audit within the agreed period.

A comprehensive re-audit is conducted every three years to identify key trends in strengths and weaknesses, and your certification body will work with you to identify opportunities for improvement. This third-year audit is more extensive than the annual surveillance audit, and some certification bodies may charge additional fees to conduct it.

Our philosophy is to cooperate "fearlessly" with customers. However, in order to maintain our objectivity and impartiality, we cannot make improvements for you, but we can and will point out recognized best practices for you and answer questions in a sensitive and understanding manner. Ultimately, we want to help you get the most from your certification and get the benefits that your continuous improvement commitment can provide.

How much is the certification fee?

The cost of obtaining certification depends on criteria such as the number of sites you have, the number of employees, and the scope of certification required. The reality is that, depending on the certification body you contact, finding out the cost can be a bit confusing. It is important not to fall into the trap of hidden costs, which may include "management fees", "management fees" and so on.

It is also worth considering ongoing costs. When you consider the price for the annual surveillance review, the initial offer may not look so attractive. Some certification bodies insist on conducting more than one audit per year, which is rarely necessary for small businesses. You may also find yourself connected to a long-term contract, which limits your chances of looking around for the best price every year.

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