An introduction to environmental management and the ISO 14001:2015

Oil spills, air pollution, contamination of the soil - these effects on the environment should be prevented by implementing an environmental management system. In this way, not only our habitat but also our health is protected.

Environmental awareness has increased greatly over the last 60 years, at least in Germany. Smog in the Ruhr area, forest dieback in the 80s, the Chernobyl disaster - there are plenty of examples of environmental pollution. In recent years, the population's awareness of issues such as climate change and sustainability has grown. The changes in our environment are partly reflected in the consumption behavior of the population and also have an influence on the external perception of companies and their position on the market.

Today we would like to give you an introduction to environmental management. Here you will learn what you should bear in mind when implementing ISO 14001. For which companies the introduction is worthwhile and why.

DIN EN ISO 14001 contains requirements that help to reconcile the environment, social expectations, and the economy. The aim is to make it easier for companies to deal with their ecological responsibility. This responsibility is important to meet the needs of the current generation and future generations equally.

The development of social-environmental awareness in recent years has certainly not escaped their notice. The economic upturn in the early 1960s led to the development of smog that was harmful to health in large parts of the Ruhr area. Dust and sulfur oxide caused former German Chancellor Willy Brandt to demand: "The sky over the Ruhr area must become blue again." The rising numbers of diseases such as cancer, rickets, blood changes, and even a tripling of deaths at the peak of the smog crisis showed the effects of considerable environmental pollution. In 1979 and 1985 the SMOG alarm was declared in the Ruhr area. In 1979, Alarm Level I was in force, followed six years later by Alarm Level III. To counter this and other environmental pollution, the first standard for environmental management, ISO 14001, was issued in 1996.

Due to stricter legislation and increasing pressure due to climate change, loss of biodiversity and inefficient use of resources, expectations of companies have grown enormously. The standard is intended to make it easier for you to maneuver the various requirements and laws.

The standard can be applied by any organization, which means that not only companies can be certified, but also NGOs, schools, kindergartens, associations, etc.

The overall objective is that organizations promote environmental protection, reduce environmental impacts, and implement environmental objectives correctly.

The requirements of ISO 14001 relate to how products and services are developed, produced, distributed, consumed, and disposed of. As with ISO 9001:2015, the aim of ISO 14001 is to continuously improve company processes and to establish a continuous improvement process concerning environmental management. This goal is to be achieved with the help of a PDAC cycle, also known as the Deming cycle. The requirements of the standard are not only to be fulfilled by the organizations but are to be integrated into the daily business by the management (top management). As in other standards, ISO 14001 defines the framework conditions to be adopted by the organizations and transferred to the situation there.

These framework conditions include the definition of goals and measures to achieve these goals. Before setting these objectives, the organization should be aware of their context (clause 4.1 Understanding the organization and its context). To this end, internal and external issues that can be improved must be selected. These topics must include (local) environmental conditions that can be influenced by the organization or vice versa. The following events can fall under this heading: Pollution, lack of resources, new technologies, etc. The scope is defined by the organization itself.

The top management of the organizations shall establish, implement, maintain, and continuously improve an environmental management system. In the course of this, an environmental policy shall be defined, implemented, and maintained. This policy shall be based on the context of the organization, provide a framework for environmental objectives and targets, and define obligations to protect the environment and prevent pollution. The environmental policy shall be recorded as documented information and communicated within the organization.

Furthermore, the organization shall define measures for dealing with risks, opportunities, and emergencies.

The documentation of all information required by the standard as well as the information considered relevant by the organization shall be documented. The documentation of relevant information is subject to certain formalities. Specifically, the following is required:

(a) appropriate marking and description (e.g. title, date, author or reference number);
b) appropriate format (e.g. language, software version, graphics) and medium (e.g. paper, electronic);
(c) appropriate review and approval as to suitability and appropriateness

The organization shall also ensure that the information is available and at the same time protected against loss of confidentiality and improper use. (7.5.2 Documented information - creation and updating)

A recertification audit takes place within three years. Here it is checked whether the organization has complied with the requirements and whether there is a continuous improvement process.

The implementation of standards is usually associated with a corresponding effort. At this point, it is not possible to give a general estimate of the costs or benefits. The cost of certification may vary depending on the certification body. The size of the company, the number of employees, and the time involved may cause internal costs. The added value that certification can bring you also depends on your company. Implementing the standard can help you to introduce greater awareness of environmental management in your company. Furthermore, actively addressing environmental management can make you more aware of risks and identify opportunities. Savings potentials through reduced electricity costs, waste disposal costs, the avoidance of fines can also be achieved through the implementation of DIN EN ISO 14001.

Further advantages can be a positive external perception, like environmental protection, as already mentioned, is becoming more and more of a focus for society. The continuous improvement process and the sensitization of employees can have a positive effect on product development. The positive image can win new customers and continue to ensure the satisfaction of existing customers.

qmBase offers you the tools you need to efficiently implement ISO 14001. With qmBase you can also map integrated management systems, for example, if you also have ISO 9001 certification or are planning to do so.

A fundamental aspect of the ISO standards is the performance of audits. Audits are investigations to determine whether the requirements have been implemented in conformity with the standard. With the Audit Management app, you can efficiently plan and document the audits in your enterprise. You can use Audit Management to store all required documents, such as procedural instructions, and later the audit report in the planned audit. The required documentation of any deviations that are discovered during an audit can be documented directly in the software. After the audit has been performed, measures for these deviations can be derived directly and implemented. For a better overview of future audits, you can create an audit matrix and see at a glance which audits have already been carried out and which are still to come.

Click here to learn more about how to use the App Auditmanagement of qmBase 

With qmBase document management, the documentation required by ISO 14001 is made much easier. The standard expressly requires that it must be ensured that all documents have been checked and released. All document versions must be identifiable (versioning).  It must be ensured that employees only work with valid and released documents. Invalid documents must be confiscated. The documents must be available to the employees at their workplace. With qmBase document management, you can always meet these requirements. We offer you:

• Automatic versioning of documents
• The archiving of invalid or no longer current documents
• The constant availability of documents for the employees
• A high level of document findability through filters and search functions
• A sensibly structured document filing system

Click here to learn more about the numerous advantages of qmBase document management.

For the planning and maintenance of the environmental management system, it is necessary to weigh up the opportunities and risks associated with the environmental aspects. With qmBase Chance and Risk Management, you can monitor all risks and opportunities that are relevant for your company. Since opportunities and risks are always individual, you have the possibility to evaluate the opportunities and risks with your individual evaluation criteria that are useful for your organization. Measures can also be derived directly from the identified opportunities and risks. In the Dashboard & Reports area, you will receive automatic evaluations and graphics of the risks and opportunities of your company.

Click here to find out more about how you can use qmBase to seize opportunities and reduce risks. 

The idea management of qmBase not only enables you to meet the requirements of the standard by offering employees an environment in which they can make their suggestions for improvement as easy as possible. At the same time, all ideas, their evaluation, and the status of their implementation are documented. Your employees can easily submit their ideas and suggestions for improvement from any Internet-capable device. The ideas are then automatically forwarded to the employees designated for this purpose for professional and organizational review. If the idea is accepted, further information can be stored, such as potential savings. The idea can then be directly linked to a corresponding measure from the measure management.

Click here to learn more about the idea management of qmBase. 

Management systems aim to achieve long-term improvement. To check whether a company is developing positively and whether the management system is effective, management reviews are used. In point 9.3, ISO 14001 explicitly requires the preparation and documentation of a management review. In the management review, information on the effectiveness of the management is recorded. The review should take place systematically and regularly to allow the companies to identify and implement improvement potentials in time.

The management review should help to ensure that the management actively deals with the company's developments and that the planned goals and measures are recorded transparently. With the qmBase Managementreview Generator, we facilitate this process for you.

Click here to learn how to create a management evaluation with qmBase.