The four Green Steps

Seven environmental categories

Some workplaces have already begun environmental actions in some form and may already meet more than one step at a time. Institutions already certified with ISO 14001 environmental management systems or have implemented other types of environmental work like the Green Flag have an easier time adopting the Green Steps.

Electricity and indoor heating

In the Electricity and Indoor Heating category, the focus is on reducing energy use and costs by utilizing features of electrical appliances that offer energy savings and maximum energy efficiency, such as eco-settings, LED bulbs, and motion sensors. There is also an emphasis on general awareness by encouraging staff to consider energy-saving measures such as drawing curtains in the cold and using sunlight instead of electric lighting.

Step 1

• Devices like computers and printers are set to go into energy-saving mode when not in use.
• We select the energy-saving setting on dishwashers and washing machines, avoiding starting half-full machines.
• We turn off all lights in unused areas and all lights at the end of the day. Particular attention is given to meeting rooms, storage areas, and spaces where daylight can be utilized.
• We have placed reminder notes near switches and selected exits to turn off lights at the end of the day and power down electronics when not in use.
• Signs near elevators encourage employees and visitors to use stairs instead of the elevator

Step 2

• When renewing light sources, we always choose bulbs or lighting with the best energy efficiency, such as LED.
• We remind staff to turn off electronics and power strips connected to devices that are infrequently used to save energy.
• We maximize the use of sunlight to reduce the need for electric lighting and heating.

Step 3

• We have explored various ways to save energy in heating buildings.
• We send an email reminder to all employees before major holidays and at the start of vacation periods on how to conserve electricity and heat when closing up for the holidays.
• We monitor and record annual electricity and heating usage at the workplace and set goals to reduce consumption

Step 4

• In areas with low occupancy, such as restrooms and storage rooms, motion sensors are installed instead of switches. Where it's not possible to install such motion sensors, there are reminder notes to turn off the lights.

Sorting and reducing waste

This category emphasizes proper waste sorting and correct labeling of sorting containers. Actions are also taken to reduce waste and overall consumption, for example, by reducing printing and reusing available materials.

Step 1

• We sort waste into at least 5 categories in break rooms, cafeterias, and other areas where waste is generated (such as plastic, cardboard, mixed, metals, and organic or corrugated paper). All containers are labeled with the appropriate waste category, and the sorting chart is visible to everyone at the workplace, with staff well informed about sorting and recycling.
• We sort high-quality paper (white office paper), newspapers, magazines, and refundable beverage containers.
• We sort hazardous waste as regulations dictate, such as batteries, ink cartridges, paint waste, fluorescent bulbs, and dispose of them responsibly.
• We print on both sides of the paper whenever possible. Printing double-sided and in black and white should be the default setting on employees' computers.
• We reuse paper that is printed on one side. Near printers and copiers, there is a bin where such paper is collected and, for example, used as notepads.
• We use reusable envelopes for internal mail and encourage their use over disposable ones.
• When issuing promotional and other materials, we always offer an electronic version that readers can choose instead of a paper version.

Step 2

• We sort waste into six categories (metals, cardboard and paper, plastic, glass, refundable beverage containers, and organic waste) for recycling in break rooms, cafeterias, and other areas where packaging waste is generated. Batteries are sorted separately.
• We sort into other categories as needed, such as high-quality paper (white office paper), corrugated paper, hazardous waste, and so on.
• There are no containers for mixed waste at employees' workstations. Waste generated is placed in corresponding sorting bins in common areas.
• A designated area has been set up that staff are familiar with and can access for office supplies and small items that can be reused. Examples of such items are pens, envelopes, and stickers.
• We reuse packaging such as shopping bags, boxes, and other materials generated from the purchase and usage of goods
• We have become familiar with eco-printing settings to minimize ink usage and encourage staff to use them.

Step 3

• Sorting containers, at least 3 categories, have been set up in public spaces.
• We have requested all suppliers to use reusable transport boxes instead of disposable ones, for instance, for fruits and other food items.
• We encourage our employees to use digital promotional materials and mobile-friendly presentations instead of printed content.

Step 4

• In restrooms, we use recycled, environmentally certified paper for hand drying.
• When replacing furniture or other whole items, we try to repurpose them by advertising, thereby promoting a circular economy.
• We have analyzed where we can most effectively reduce waste generation and taken at least one action to address it.

• Learn more about sorting charts
• Learn more about sorting labels

Events and meetings

We strive to make all events and large meetings as eco-friendly as possible by following the Environmental Agency's checklist for sustainable event planning. Consideration should be given to the types of refreshments offered and their packaging, the event location, transportation options to the venue, and the transportation of items to the location.

Step 1

• We offer tap water instead of water in disposable drink containers.
• We encourage participants to consider the environment and use sustainable modes of transportation to and from meetings and events, for instance, with a footnote in an email.
• We do not purchase disposable drinkware and tableware, and if unavoidable, we use eco-labeled or compostable products. We recommend tableware rental for larger events.

Step 2

• At events, we avoid distributing small items (giveaways) or printed materials. This is only done when necessary.
• We have access to remote meeting equipment and encourage remote meetings when appropriate.
• Employees use sustainable transportation modes to events as much as possible (e.g., bicycles, scooters, carpooling).
• We offer meals and snacks in environmentally friendly packaging.
• Guests have access to containers for sorted waste, at a minimum for paper, plastic, and refundable beverage containers, at all events and outdoor gatherings we host.
• At all meetings and events organized by our workplace, we do not use disposable sachets for liquids, salt, sugar, sauces, and so on, as far as possible.

Step 3

• To prevent waste generation at our meetings and events, we use reusable containers for water, salt, sugar, milk, etc., and select products in larger units.
• At indoor events, we mostly offer unpackaged catering, or keep packaging to a minimum and ensure it is environmentally friendly.
• We emphasize a diverse selection of plant-based foods at meetings and events.

Step 4

• Sustainability is our guide in planning events, and we follow a checklist in the manual for eco-friendlier events.
• At our events, we offer organically grown and/or fair trade certified coffee and tea.
• If there are leftover catering from events, we seek ways to prevent them from becoming waste, for example, by donating to charities or offering employees to take them home.
  
• Manual for sustainable events.

Transportation

In the Transportation category, emphasis is placed on actively commuting to and from work. Employers can encourage people to leave the car at home by improving infrastructure for bicycles or scooters, offering transportation agreements, public transport tickets for use during working hours, or an electric company car for work-related errands.

Step 1

• Outside the workplace, there are bike racks for employees and guests.
• Our staff can access cards (Klappkort) for public transport at the workplace for work-related travel.
• We have encouraged our staff to use more environmentally friendly transportation modes to and from work by offering transportation agreements and regularly promoting their benefits.
• Our workplace participates in the Bike to Work or Motion for Life campaigns to promote active modes of travel.

Step 2

• Our staff has access to electric bicycles, scooters, or other sustainable transportation modes for short work-related trips or personal errands during work hours.
• We have facilities for walking and cycling staff to hang up wet clothing.
• We always request an eco-friendly taxi (electric or methane) when ordering a taxi.
• We offer staff covered storage for bicycles.

Step 3

• Employees carpool to meetings, for example, with an eco-friendly taxi.
• When renewing company cars or making initial purchases, we buy an electric or methane car.
• There is an electric car charging station at the workplace.
• We have ensured that all staff receive instructions or guidance on using electric bicycles, electric scooters, or electric cars and take advantage of the options available.

Step 4

• The majority of our workplace's cars run on sustainable energy sources.
• We monitor our annual use of fossil fuel and set goals to reduce its use. Carbon offset units can also be purchased.
• We have raised awareness of sustainable transportation modes among our customers, clients, guests, and others associated with our operation (for example, by posting information about bicycle or public transport routes on the website, in emails, or on information boards).

How do Green Steps impact transportation?

The Green Steps in Transportation are an opportunity for Reykjavík City to set a good example in transportation issues, reduce pollution, and contribute to a better city. Biking, walking, public transport, and the use of eco-friendly vehicles are among the activities that count as sustainable transportation. Green Steps in Transportation can have positive effects on an institution's operations, finances, and employee health, and also result in societal benefits.

• More on how the Green Steps impact transportation

Kitchens and coffee rooms

Not all workplaces have cafeterias, but most offer some sort of facility for eating. Whether in cafeterias or coffee rooms, efforts are made to not offer food in small packaging, not to use disposable cutlery or other utensils, offer organic coffee and tea, and reduce food waste in various ways.

Step 1

• In coffee rooms and cafeterias, only reusable tableware and kitchen utensils are used.
• The workplace advocates for reducing the use of disposable carry bags, and reusable bags for employee errands are available in a prominent, well-marked location.
• We make efforts to reduce food waste and have called for suggestions from employees on how to improve our fight against food waste at the workplace.

Step 2

• We use eco-certified soaps and cleaning agents in dishwashers and washing machines.
• We only use eco-certified paper towels and napkins when needed.
• We do not provide sugar, salt, jam, and the like in small packages.
• The workplace has conducted an examination of the amount of food waste from the kitchen/cafeteria for at least one week of the year and shared the findings with the staff.
• We exclusively offer organic and/or fair trade certified coffee and tea. This also applies to our requirements for outsourced coffee service.
  
• Learn more about environmentally certified soaps and cleansers

Step 3

• We have implemented at least one action to reduce food waste (for example, food logging, employee incentives, education, smaller portions, altering food selection, allowing people to take leftovers home).
• In cafeterias and coffee rooms, there is information for employees and guests about reducing food waste (announcements, reminder stickers, or refrigerator magnets with information).
  
• Poster about food waste and packaging

Step 4

• We have reduced plastic usage by not using bags in sorting containers where possible, for example, for clean paper or clean plastic.
• At workplaces where cooking is done on-site, all used oil and grease are collected in containers and sent for recycling.

Procurement

Through Green Steps, eco-friendly procurement is implemented at all city institutions by conducting a procurement analysis, recognizing environmental labels and packaging markings, and ensuring that service providers engaged with institutions have an active environmental policy.

Step 1

• We carefully consider the need before purchasing, such as whether to better utilize, share, postpone purchases or repair.
• We purchase energy-saving appliances according to the European Union energy classes.
• We only purchase environmentally certified printing paper according to Reykjavík City framework agreements and the paper thickness we use for printing and photocopying is 80 g/m2 or less.
• We only purchase sanitary and cleaning products that are environmentally certified (carry an environmental label).
• When purchasing chemical products, such as paint, glue, lacquer, and other materials, we avoid choosing substances that are hazardous to the environment (carry warning labels)
• All procurement agents at the workplace have familiarized themselves with eco-friendly procurement and used information from the Green Steps website for guidance.
  
• More about environmental labels
• More about warning labels

Step 2

• The workplace has conducted a needs assessment for procurement.
• We ask suppliers for information about eco-friendly options and consider the environmental impact of products when making purchases.
• When buying office furniture or other furnishings, we look for used furniture or the possibility of repair before purchasing new items.
• We minimize the purchase of small paper items like notepads, message pads, and post-it notes, and instead use paper that is already available at the workplace.
• When purchasing food, we aim to minimize food waste with good management of what is bought.

Step 3

• We do not buy products that contain plastic particles / microplastics.
• The envelopes and other stationery we use are environmentally labeled.
• When purchasing cleaning services, we choose a service provider that has environmental certification.
• We have reduced the use of disposable batteries and use rechargeable ones wherever possible.
• When working on price inquiries, environmental criteria should be included in the documentation, in consultation with the Procurement Office.
  
• More about environmental criteria

Step 4

• When purchasing external services, we choose providers with an active environmental policy and/or certified environmental management system.
• In purchasing office supplies, we select furniture, paint, materials, and the like without volatile organic compounds (VOC) and ensure that they cause little or no air pollution during installation and use.
• We strive not to buy products that contain palm oil and choose other products instead.
  
• More about volatile organic substances

Dissemination and Management

In the Dissemination and Management category, the focus is on informing all the staff of the workplace about the progress in Green Steps and soliciting their suggestions on environmental issues. There is an obligation to fill out green accounting and submit it to Green Steps.

Step 1

• We have appointed an environmental team to ensure that Green Steps actions are carried out and a contact person to handle communications with the Green Steps project management.
• We have introduced Green Steps in the operations of Reykjavík City, the Green Steps website, and the workplace's participation to all staff.
• Our staff are encouraged to like the Green Steps page on Facebook and Workplace, which is also a forum for discussion.
• We have met with employees to discuss project progress and collected suggestions on how to improve environmental practices at the workplace. Managers have been informed about the suggestions.
• We have put up reminder stickers related to the actions in step 1.

Step 2

• The workplace has begun to familiarize itself with green accounting on the Green Steps website.
• We have met with employees to discuss project progress and collected suggestions on how to improve environmental practices at the workplace. Suggestions have been presented to management.

Step 3

• Our staff has been educated on environmental issues, how to reduce energy use, sort waste, and utilize more eco-friendly modes of transportation.
• We have informed the property owner or management company in writing about our environmental efforts and requested collaboration on environmental improvements, such as facilities for waste sorting, bike storage, or electric car charging stations. We have also notified neighbors sharing our building about our participation in Green Steps.
• Our workplace has begun implementing green accounting and has reviewed the main categories to be included.
• We have met with employees to discuss project progress and collected suggestions on how to improve environmental practices at the workplace. Suggestions have been presented to management.

Step 4

• We have drawn external attention to the successes we've achieved in sustainable operations, thereby encouraging others to do good deeds.
• Our workplace maintains green accounting and will submit it annually to graenskref@reykjavik.is from now on.
• The workplace has presented the key findings of the green accounting to staff and set goals to reduce emissions, waste, and make other improvements.
• We participate in environmental projects beyond what Green Steps prescribe, such as Mobility Week, Efficiency Week, beach cleanups, plogging, and more.