Monitor performance of sustainable work practices

The benefit of collaborating with a team to implement sustainable work practices is that many hands make light work. During the planning process, the workplace often develops a sustainability management team. This team is responsible for different areas of the program and supports the education, implementation and monitoring of practices and strategies.

They are key investigators in observing whether the strategies are:

• Being implemented consistently by stakeholders 
• Are Successful 

The teams will return to the Action Plan within the agreed timeframe and compare measures. For example, with the energy efÏciency goals, a measure may be energy bills and data from providers. You may look at, as an example, what the last quarter’s bill and readings were compared to after implementation of the goal or target. If this has improved the consumption of energy, it can be considered a success. From here, you could continue to modify and improve, or move on to a new goal.

It would be an opportunity and need for review and reflection when results demonstrate a lack of success and targets are not met by the timeline. The workplace must decipher why the goal has not been met or perhaps not as much as required.

Whether the goals have successfully been achieved or not, this information must be recorded for the business within the planning documentation. Over time, this may also be able to tell a story around why some areas are most successful than others (where this occurs).

Remember that this is an ongoing journey, cycle and process that does not end. There are always more goals to achieve or raise the stakes to continue to minimise our carbon footprint and emissions as a business and in the world.

Goals Re-Evaluation, Modification and Re-Design

At this point of monitoring, the organisation will assess the success of the approach so far. If this needs to be amended or adjusted to achieve desired results, new strategies to achieve targets will need to be considered.

Documenting and communicating outcomes to key personnel and stakeholders is essential for transparency, accountability, and fostering support for sustainability initiatives. Here's a step-by-step guide on how to effectively document and communicate outcomes:

Compile Data and Results

Data compilation is understood as a set of statistical procedures performed on collected data to derive new information according to a given set of rules, resulting in intermediate data and final statistical outputs.

Gather all relevant data and results related to the sustainability initiatives or projects. This may include performance metrics, key performance indicators (KPIs), progress reports, audit findings, and any other relevant information.

The results from the compilation and analysis of data and information are very important and significant for the organisation and show success factors. The result of the process also depicts the trend of the organisation by determining weak and strong points and how they stand in the market.

WATCH

Next, watch this small video explaining what data collection is. 

Organise Information

Data organization is the practice of categorizing and classifying data to make it more usable. Similar to a file folder, where we keep important documents, you'll need to arrange your data in the most logical and orderly fashion, so you — and anyone else who accesses it — can easily find what they're looking for.

Organise the data and results in a clear and logical manner. Use charts, graphs, tables, and other visual aids to present information in a format that is easy to understand and digest.

Use a logical, hierarchical folder structure to store your files, grouping files in categories, and descending from broad high-level categories to more specific folders within these. There is no single right way to do this; the important thing is that the structure is logical, legible, and meaningful for its purpose.

Watch

The next video explains data types, storage and management. 

Create a Summary Report

Prepare a summary report that highlights the key outcomes, achievements, challenges, and lessons learned from the sustainability initiatives. Include an executive summary at the beginning of the report to provide an overview of the main findings.

Steps to write a summary report

• Read the original report carefully 
• Identify the key findings
• Write a brief introduction 
• Summarise the main findings
• Write a conclusion 
• Proofread the summary report carefully 

Tailor Communication for Different Audiences

While the content of a message may remain the same, it's crucial to adapt the message to suit the specific audience to whom it is being conveyed. This involves understanding their unique needs, interests, and priorities and framing the message in a way that resonates with them

Consider the needs and interests of different stakeholders when communicating outcomes. Tailor the message and format of communication to suit the preferences and priorities of key personnel, executives, employees, customers, investors, regulators, and other relevant stakeholders.

One thing to make sure you do is use appropriate language: Tailor the tone and language of your messages to your audience. Use language that is understandable and relevant to them, avoiding words that may be confusing. Personalize content: Tailor the content of your messages to be relevant and meaningful to your audience.

VIDEO

The next video is a presentation on how to tailor your presentation/ communication for different audiences. 

Use Plain Language

Plain language (also known as plain English) is a way of writing or presenting information so that readers can understand it quickly and easily. Plain language should be easy to read, understand and use. Plain language avoids verbose or convoluted language, jargon, euphemism, and ambiguous language.

Avoid jargon and technical terminology when communicating outcomes to ensure clarity and accessibility. Use plain language that is easy for non-experts to understand, especially when engaging with stakeholders who may not be familiar with sustainability concepts.

5 rules of plain english

• use active voice
• use common words
• use positive tone
• write for your reader
• keep sentences short

WATCH

The next video is a Ted Talk by Deborah Bosley explaining how plain language makes life easier. 

Highlight Impacts and Benefits

Clearly articulate the positive impacts and benefits of the sustainability initiatives.

Highlight how these initiatives have contributed to environmental conservation, resource efficiency, cost savings, risk reduction, improved reputation, employee engagement, and other tangible or intangible benefits.

Some examples on how to highlight achievements? 

• Sending it in an email 
• Holding a presentation to the stakeholders 
• Holding an information session 
• Email a newsletter update about the project 
• Providing updates on social media and blogs 

Provide Context and Contextualise Results

To contextualise methods means that you explain all of the conditions in which the study occurred. It might be helpful for you to think of answering the questions who, what, when, where, how, and why.

Provide context for the outcomes by explaining the rationale behind the sustainability initiatives, the goals and objectives set, and the strategies employed to achieve them. Contextualise results by comparing current performance with baseline data, industry benchmarks, or relevant standards and targets.

WATCH

The next video is a short video looking at ways to explain how Sustainability is important and how to explain this. 

Encourage Dialogue and Engagement

Dialogue establishes what could be called 'common sense' amongst those who participate. It is a mode of talking and thinking together which establishes a common understanding amongst a diverse group of a dozen or more people.

Dialogue strengthens our sense of belonging and connection by building relationships. When we listen, share, and discover the stories of our community, we are able to create meaning together—and are better positioned to act as stewards in our organizations, communities, and regions.

Encourage dialogue and engagement with key personnel and stakeholders by soliciting feedback, answering questions, and facilitating discussions about the outcomes. Create opportunities for two-way communication to ensure that stakeholders feel heard and valued.

VIDEO 

The next video is Joanna Ashworth explaining Dialogue and Engagement the Principles and Concepts. 

Follow-Up and Follow-Through

Both follow-up and follow-through are different phrases with different meanings. While the former involves checking in or providing an update, the latter means taking responsibility, staying committed, and seeing things to the end.

Follow up with key personnel and stakeholders after communicating outcomes to ensure that they have received the information and understand its implications. Follow through on any commitments made, address any outstanding issues or concerns, and continue to engage stakeholders in ongoing sustainability efforts.

WATCH

The next video is a Ted Talk by Jonothan Scales 

By following these steps, organisations can effectively document and communicate outcomes to key personnel and stakeholders, building support and momentum for sustainability initiatives and driving positive change within the organisation and beyond.

Watch

Watch some following videos explaining strategies and techniques on how to influence stakeholders. 

A performance improvement plan is a document that sets out what the problem is with your employee's performance and what they need to do to improve it. A performance improvement plan (PIP) is a document that aims to help employees who are not meeting job performance goals. A PIP covers specific areas of performance deficiencies, identifies skills or training gaps and sets clear expectations for an associate's future conduct.

• Define: Why is this important to the business and customer? Sert project for success! 
• Measure: What do we measure? What is the current baseline for the process? 
• Analyse: What are the root causes of the problem? Cause and effect analysis. 
• Improve: What needs to change? How will we validate and verify improvements, changes and recommendations? 
• Control: How will we maintain improvements? Real-time process and data monitoring by process owners. 

Identifying changes required to targets and tools from strategies and improvement plans involves a systematic review of performance data, stakeholder feedback, and the effectiveness of existing strategies.

Here are some strategies on how you can approach this:

Review Performance Data

Start by reviewing performance data related to the targets set in your strategies and improvement plans. Analyse trends, variances, and progress towards achieving these targets. Identify any areas where performance is falling short or where targets may need to be revised based on changing circumstances or priorities.

To review performance data effectively: 

• Define objectives and key metrics.
• Gather and organize data.
• Analyze trends and compare performance.
• Identify root causes of variations.
• Interpret results and generate insights.
• Communicate findings to stakeholders.
• Take action and drive continuous improvement.

Assess Stakeholder Feedback

You can use a stakeholder analysis matrix to map out their level of influence, interest, and impact on your project. This will help you prioritize your communication and engagement strategies and tailor your messages to different groups.

Gather feedback from stakeholders on the effectiveness of current strategies and improvement plans. Solicit input from employees, customers, suppliers, regulators, and other relevant parties to understand their perspectives, concerns, and suggestions for improvement.

How to measure and report stakeholder satisfaction and feedback? 

1. Identify your stakeholders: The first step is to identify who your stakeholders are and what their expectations, needs, and interests are. You can use a stakeholder analysis matrix to map out their level of influence, interest, and impact on your project. 
2. Choose your methods: The next step is to choose the best methods to measure and report stakeholder satisfaction and feedback. Depending on your project scope, budget, and timeline, you can use various methods, such as surveys, interviews, focus groups, workshops, observations, or feedback forms. 
3. Define your metrics: You should align your metrics with your project objectives, deliverables, and outcomes. Some common metrics include satisfaction ratings, net promoter scores, feedback themes, issues raised, suggestions made, or actions taken.
4. Analyse your data: You should use quantitative and qualitative methods to process and interpret your data. You can use tools such as spreadsheets, charts, graphs, dashboards, or text analysis software to visualize and summarize your data. You should also look for patterns, trends, gaps, or outliers in your data.
5. Report your findings: You should use clear, concise, and compelling language to communicate your results and implications. You should also use visuals, stories, or examples to illustrate your points and engage your audience. You should also highlight your achievements, challenges, and opportunities for improvement.
6. Follow up and act: You should thank your stakeholders for their participation and input and let them know how you will use their feedback to improve your project. You should also implement any changes or actions that you agreed on and monitor their impact. You should also seek ongoing feedback and update your stakeholders on your progress.

Watch 

Watch the next video from AMA explaining how to solicit stakeholder feedback for strategy review. 

Evaluate Tools and Methods

The tools and techniques of evaluation, such as checklists, rating scales, questionnaires, observations, interviews, and more, collectively provide a multifaceted and nuanced approach to assessing individuals, projects, or outcomes, ensuring a holistic understanding of the subject.

Evaluate the tools, methods, and approaches used to implement strategies and improvement plans. Assess their effectiveness in achieving desired outcomes, addressing challenges, and supporting progress towards targets. Identify any gaps, limitations, or areas for enhancement.

Advice for choosing methods and processes 

1. Choose methods or processes for every task in the evaluation 
2. Analyse the types of Key Evaluation Questions (KEQ)
3. Consider your particular situation
4. Review the advice provided for each method 
5. Aim, to use a complementary mix of methods 

Compare Results to Objectives

The objective describes the direction or your mission-supporting goal. They are inspiring, bold, concise, and straightforward, expressing the company's vision. The key results are a set of metrics that measure your progress toward the Objective.

Compare the results achieved with the objectives outlined in your strategies and improvement plans. Assess whether the current targets are still relevant, realistic, and aligned with organisational goals and priorities. Consider whether adjustments are needed to better reflect changing circumstances or emerging opportunities.

Consider External Factors

External factors are elements from outside the company that affect business performance, such as competition, economic climate, political and legal environment, technological advances, or major global events.

Take into account external factors such as market conditions, regulatory changes, technological advancements, and stakeholder expectations. Evaluate how these factors may impact the achievement of targets and the effectiveness of existing strategies and improvement plans.

Engage Stakeholders in Review Process

Ask for feedback: During the review, actively seek feedback from stakeholders. Encourage them to share their thoughts and suggestions openly. Address concerns: If there are any specific concerns about stakeholder engagement, discuss them openly but constructively during the review.

Engage stakeholders in the review process to ensure that their perspectives and insights are considered. Seek input on proposed changes to targets and tools, and incorporate their feedback into decision-making to enhance buy-in and support.

Who are the project stakeholders?

• Project Managers
• Resource Managers 
• Sponsors
• Workers 
• Customers 

Stakeholder Engagement

• Alignment of Objectives 
• Improved Decision Making 
• Risk Mitigation
• Resource Optimisation 
• Enhanced Transparency

Identify Areas for Improvement

Examples of areas for improvement can be divided into three broad areas:

1. planning and organization
2. leadership and management
3. communication and interpersonal skills.

Goal-setting, engagement, professional development, and work-life balance are key for employees looking to improve their performance.

Based on the review and assessment conducted, identify specific areas where changes are required to targets and tools. This may involve revising target metrics, adjusting timelines, refining measurement methods, or introducing new tools and approaches to address identified gaps or challenges.

By following these steps, organisations can effectively identify changes required to targets and tools from strategies and improvement plans, ensuring that they remain aligned with organisational objectives, stakeholder expectations, and evolving circumstances.

To promote successful strategies in the development of new efficiency targets, organisations can take several steps:

• Highlight Past Successes: Begin by showcasing successful strategies that have led to improvements in efficiency. Share specific examples of initiatives that have resulted in cost savings, resource conservation, or other positive outcomes. This helps build confidence and demonstrates the value of pursuing new efficiency targets.
• Engage Stakeholders: Involve key stakeholders in the development process to gather insights, share best practices, and generate ideas for new efficiency targets. Encourage collaboration and dialogue among employees, managers, customers, suppliers, and other relevant parties to ensure that targets are realistic, achievable, and aligned with organisational priorities.
• Communicate Benefits: Clearly communicate the benefits of setting new efficiency targets, both internally and externally. Explain how achieving these targets will contribute to cost savings, environmental stewardship, regulatory compliance, and overall business success. Emphasise the positive impact on employees, customers, communities, and other stakeholders.
• Provide Training and Support: Offer training and support to employees to help them understand the importance of efficiency targets and how they can contribute to their achievement. Provide access to tools, resources, and guidance to assist teams in developing action plans and implementing strategies to meet the targets effectively.

Watch

Watch this next tutorial on how to create training programs your employees will love. 

• Set SMART Targets: Ensure that new efficiency targets are specific, measurable, achievable, relevant, and time-bound (SMART). Define clear objectives and metrics to track progress towards the targets. Establish realistic timelines and milestones to keep teams focused and motivated.

• Recognise and Reward Success: Recognise and reward individuals and teams who contribute to the achievement of efficiency targets. Celebrate milestones, acknowledge accomplishments, and publicly praise efforts that lead to positive outcomes. This fosters a culture of excellence and encourages continuous improvement.
• Promote Innovation: Encourage innovation and creativity in developing new strategies to improve efficiency:  Provide opportunities for employees to propose innovative solutions, pilot new technologies, or test alternative approaches that have the potential to drive significant improvements in performance.
• Share Best Practices: Share best practices and lessons learned from past successful initiatives to inspire and inform the development of new efficiency targets. Encourage cross-functional collaboration and knowledge sharing to leverage expertise and experiences from different parts of the organisation.
• Monitor and Adjust: Continuously monitor progress towards the new efficiency targets and be prepared to adjust strategies and tactics as needed. Regularly review performance data, identify areas for improvement, and make necessary adjustments to stay on track towards achieving the targets.
• Communicate Progress: Keep stakeholders informed about progress towards the new efficiency targets through regular updates, reports, and communications. Be transparent about successes, challenges, and opportunities, and seek input and feedback to ensure ongoing support and alignment.

By promoting successful strategies in the development of new efficiency targets, organisations can drive continuous improvement, enhance performance, and achieve sustainable success in the long term.