790 Environmental Management Systems (EMS)

Step 11: Define Roles and Responsibilities for Specific Environmental Tasks

Step 4 introduced the EMS team as the central group responsible for developing and maintaining the Environmental Management System. However, for the EMS to be successful, responsibilities must extend beyond this team. Many individuals across the organization must serve as environmental stewards by taking ownership of specific tasks that contribute to environmental improvement.

The EMS team should clearly identify which individuals or departments are responsible for certain objectives. For example:

• Fleet managers may be tasked with reducing petroleum use by monitoring fuel efficiency, scheduling preventative maintenance, or transitioning vehicles to alternative fuels.
• Facility managers could help reduce energy consumption by monitoring heating and cooling systems, shutting off unneeded lights, and ensuring that energy-efficient equipment is used.
• Acquisitions staff may be responsible for evaluating and purchasing environmentally preferable products, such as recycled paper, non-toxic office supplies, or energy-efficient appliances.
• Custodial staff play a role in environmental protection by selecting cleaning agents that contain fewer hazardous chemicals and using them in a way that minimizes waste and exposure.
• Maintenance staff may need to implement spill-prevention measures, track chemical usage, and respond quickly to leaks or releases.

Supervisors and department leaders must also be included. They are responsible for ensuring that their teams follow established procedures, meet environmental targets, and report issues that could lead to noncompliance. Senior management must provide oversight, allocate resources, and reinforce the importance of environmental responsibilities throughout the organization.

Documentation

Documenting these responsibilities within the EMS is critical. A written record ensures that every employee understands their role in achieving environmental objectives and that no task is overlooked. Clear documentation also helps the organization identify competency needs. For example, employees handling hazardous waste may require training on storage and disposal requirements, while procurement staff may need guidance on environmentally preferable purchasing standards.

The following table provides an example of a responsibility matrix that could be included in the EMS documentation:

• Role	Responsibility
  Fleet Manager	Reduce petroleum use, track fuel efficiency, schedule preventative maintenance
  Facility Manager	Shut off unneeded lights, monitor HVAC systems, use energy-efficient equipment
  Acquisitions Staff	Purchase environmentally friendly products and materials
  Custodial Staff	Select less toxic cleaning agents, minimize chemical waste
  Maintenance Staff	Implement spill-prevention measures, track chemical usage, respond to leaks
  Supervisors	Ensure teams follow procedures, meet environmental targets, report issues
  Senior Management	Provide oversight, allocate resources, reinforce environmental accountability

Defining roles and responsibilities in this way not only strengthens the EMS but also builds a culture of shared accountability. By involving people at every level, the organization ensures that environmental improvements are both meaningful and sustainable.

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