Everyday practices are related to the daily use of space and the introduction of environmentally friendly habits within the team. By raising awareness and implementing various improvements, we can significantly reduce water, heat and energy consumption, limit waste production and build a shared responsibility for the environment.
STEP 1
At this stage, focus on education within the institution, shaping habits and minimising resource consumption.
Low-carbon commuting
Choose eco-friendly modes of transport, such as cycling or public transport. Provide amenities such as bike racks and showers. Instead of driving alone, organise carpooling. Some workplaces offer benefits for choosing green transport (bicycle allowance, public transport card allowance), and some provide company bicycles for travelling between locations.
> Read about bicycle perks: Shock! They don’t poison people, they don’t block streets, and they even make money, Szok! Nie truje ludzi, nie blokuje ulic i jeszcze zarabia, Source: Krytyka Polityczna.
Employees’ ecological potential. It is worth taking a closer look at the existing pro-environmental habits of employees. Perhaps there are people who take the initiative to educate others about correct waste sorting, share their knowledge about recyclable materials or plan to set up a food sharing initiative. Individual initiatives are a good start to creating a green team and joint activities within an institution. Start, for example, by organising ‘less waste’ workshops on reducing waste through conscious choices and sustainable consumption. (see: THE GREEN TEAM).
Stationery stock
Instead of buying separate sets for each department, it is worth creating stock that the whole team can use. Sharing resources such as paper, pens and binders reduces purchases and waste. Before you buy new office supplies, check what is available. Even small actions, such as reusing paper or envelopes, can save money.
Waste sorting
In Poland, waste is sorted into five categories: four of them are recycled, and the fifth – mixed waste – is disposed of. Take a look at examples of what should be put into each category and what can be made from these raw materials – this knowledge will help you better understand why it is worth taking care of waste sorting.
1. Paper (blue container)
What to put in: newspapers, cardboard boxes, paper packaging.
What not to put in: dirty paper, used tissue, receipts.
What is made from it: toilet paper, egg cartons, coffee filters.
2. Metal and plastic (yellow container)
What to put in: plastic bottles, cans, milk and juice cartons (Tetra Pak containers).
What not to put in: electronic waste, medicine blister packs, packaging with contents.
What is made from it: fleece clothing, plastic furniture, metal packaging.
3. Glass (green container)
What to put in: glass jars and bottles (without caps).
What not to put in: ceramics, light bulbs, flower pots.
What is made from it: new bottles, tiles, building materials.
4. Biowaste (brown container)
What to put in: plant waste, coffee grounds, eggshells, leaves.
What not to put in: animal waste, soil from flower pots, wooden objects.
What is made from it: plant fertiliser, biogas.
5. Mixed waste (black container)
What to put in: anything that does not qualify for any of the other classifications.
What not to put in: batteries, medicines, electronic waste, textiles – they have separate collection points.
Mixed waste is disposed of or sent to landfills.
A common mistake is throwing away bio-waste in plastic bags. Remember that food packaging only needs to be emptied and crushed – there is no need to wash it. The rule of ‘unscrew, empty, crush’ is the key to good waste sorting. It is worth monitoring recurring mistakes and placing instructions next to the bins. More and more institutions are abandoning under-desk bins in favour of shared containers, which encourages the habit of sorting waste. Remember to take care of bins in public spaces, not just in offices.
> If you are unsure what to throw away and where, use online resources, e.g. Segreguj na 5 website.
Less packaging
To reduce waste, choose products with minimal packaging – preferably those that can be reused. Use recycled packaging and opt for homogeneous materials, such as envelopes without plastic film. Paper fillers or biodegradable polystyrene are a better choice than plastics. Avoid oxo-degradable packaging, as it breaks down into microplastics. If in doubt, look for eco-certifications on packaging, such as FSC, PEFC or OK compost.
Drinking tap water
Encourage your team to drink tap water instead of bottled water – serving it in carafes is standard practice in many places. Tap water in Polish cities meets EU standards and is safe to drink. If you have doubts about the quality of your local water supply, test the water composition or use filters.
Giving up plastic bottles
Plastic takes hundreds of years to decompose, and the effectiveness of PET bottle recycling in Poland is still insufficient. If you must consume bottled water, choose glass bottles – it is a significantly better solution for the environment.
Eco-friendly products in the office kitchen
Buy coffee and tea in large packages, avoid sachets and capsules. Instead of tea in plastic bags, choose loose leaf tea or tea in biodegradable packaging. Look for sustainable origin certificates such as Fairtrade or Rainforest Alliance. Buy sugar in large paper packaging too – preferably unrefined or certified cane sugar. Instead of disposable spice sachets, use reusable containers with loose spices.
Use exclusively reusable dishes and cutlery – preferably ceramic, glass or metal. Single-use plastic dishes are already banned in Poland in accordance with EU regulations. Also avoid so-called ‘eco’ disposable products, which generate waste. If the use of such products is necessary, choose compostable versions (e.g. made of sugar cane or corn), and only then biodegradable ones made of paper, wood or bran.
Reducing printing
Only print what is necessary. Check how many reams of paper are used by your organisation every year – this will help you measure the effects of your paper reduction measures. Set default settings on your equipment: double-sided printing, greyscale, 80% ink saturation. Reuse single-sided printed sheets – e.g. for making notes.
Reducing water consumption
Only use hot water when necessary – this will save the energy needed to heat it. Before washing by hand, soak dirty dishes in a bowl of water and washing-up liquid. Only run the dishwasher when it is full. Use the economy flush buttons in toilets. Regularly check the tightness of the installation – leaking taps and flushes generate large losses. Check if you have tap aerators installed – they reduce water flow without compromising comfort. Consider collecting rainwater, which can be used to water plants or provide water for insects and birds – simply place containers on the roof or around the building.
> Discover simple examples of how to reduce your water footprint: Water use, source: Museum Galleries Scotland.
Paper towels or hand dryers
Both solutions affect the environment, but modern dryers that use unheated air work quickly (< 20 seconds) and consume little energy (approx. 1.5 kW), making them a more environmentally friendly choice. Paper towels become mixed waste after use and cannot be recycled. If their use is necessary, choose recycled products and inform users that one sheet is sufficient to dry their hands effectively – this reduces both raw material consumption and waste.
Reducing energy consumption
It is worth starting with simple principles: use natural light, do not cover windows, and adjust lighting to your needs – spot lighting is often sufficient. Always turn off the light when leaving a room (do not do this if you have old compact fluorescent lamps, which are sensitive to frequent switching). Turn off unused devices and do not leave them in standby mode – a power strip or the ‘last person to leave turns off the equipment’ rule will help with this. Use the energy-saving features on computers, such as sleep mode or screen savers. Reducing the brightness of your monitor to 70% can reduce energy consumption by 20%, which is particularly important for long office hours and institutions where computers are left on for many hours. When boiling water in a kettle, only pour in as much as you need. Print in batches to reduce frequent printer starts – each ‘wake-up’ consumes additional energy. If your institution uses outdoor lighting, reduce its power and operating time or eliminate it altogether.
> Simple steps can have a significant impact on the environment. Turning off just four lights every evening reduces your carbon footprint by the same amount as giving up 10 flights from London to Paris over the course of a year. Source: Energy: KiCulture.
Everyday digital ecology
To reduce your digital carbon footprint, apply the principles of digital minimalism. Reduce the number of emails you send and the size of attachments. Use the ‘reply all’ function sparingly. Regularly delete unnecessary emails, spam and old newsletter subscriptions. Consider implementing automatic deletion of emails older than one year. Search for information on your tablet or smartphone instead of your computer – it uses less energy. Limit the number of tabs open in your browsers to reduce power consumption. Remember that each Chat GPT query consumes about ten times more electricity than a traditional online search. Turn off your camera during video meetings – this will reduce the carbon footprint of the meeting by up to 96%. Store files in the cloud instead of on your computer. (see: ICT)
Controlling the temperature
Make sure that rooms are not overheated. It is useful to install thermostats. Remember not to block or cover radiators. To increase their power, it is worth using aluminium mats behind the radiators and covering the windows after dark to retain heat. During short periods of ventilation, it is not necessary to turn off the valves, but during longer periods of ventilation, it is necessary to do so in order not to lose heat. The same applies to air conditioning – windows should be closed when it is in use. Air conditioning should be programmed for working hours and turned off outside of them. It should also be regularly serviced so as not to consume excess energy. In response to the energy crisis in the EU, e.g. in Germany and Spain, temperature limits have been introduced in public buildings. In Poland, the recommendations are: 19°C in winter and 25°C in summer.
More plants
Having more plants in an institution brings environmental, social and psychological benefits. Plants improve indoor air quality – they help remove pollutants, increase humidity and absorb carbon dioxide. Their presence also has a calming effect: numerous studies confirm that plants reduce stress levels, improve mood and support concentration. They also affect acoustic comfort – leaves absorb some sounds, helping to reduce noise in corridors or foyers.
STEP 2
At this stage, support changes that promote a plant-based diet and food waste reduction. As equipment and appliances wear out, replace them with environmentally friendly products and devices.
Plant-based cuisine
Excessive consumption of animal products has a negative impact on the environment. According to research, a plant-based diet is suitable for everyone, except in rare health cases. If you have a communal dining area at your workplace or lunch box deliveries, consider switching completely or significantly to vegan dishes – this type of cuisine will reduce the institution’s carbon footprint and is also the most inclusive. For those who are considering individual dietary choices, a presentation on this topic can be organised. (see: EVENT PRODUCTION)
> Read more: The meat dilemma: the impact of meat consumption on the environment, source: EcoPoznań.
> To find out how your plate affects the climate, use free online tools, such as the calculator provided by the BBC: Climate change food calculator: What’s your diet’s carbon footprint?
A food sharing point
This is a designated place where you can share food to prevent food waste. This could be a refrigerator or a cupboard set up in a public space – in the case of employee food sharing, these are usually communal kitchens. Anyone who has ordered, bought or cooked too much food can bring it in, and anyone who feels like it can help themselves to it free of charge.
> Read and download the poster describing how food sharing works: Food sharing – rules of use (from FoodSharing).
Compost bin
Setting up a compost bin at a cultural institution is a practical way to sort bio-waste in an environmentally friendly manner and promote a sustainable lifestyle among the local community. Composting reduces the amount of organic waste, supports natural plant cultivation and improves soil quality. It can also serve as an educational tool and become part of a broader gardening project.
> To learn more, read this sample study: Composting. About natural fertilization at the Botanical Garden of the University of Warsaw.
Energy-efficient equipment
An important step towards saving energy is choosing energy-efficient equipment. As devices wear out, it is worth gradually replacing them with models with a high energy rating – preferably A, B or C (formerly A+++ and A++), as well as those with Energy Star certification. Instead of multiple printers, it is better to invest in a single multifunction device with user login functionality – this reduces energy consumption and unnecessary printing. Significant heat loss in buildings is caused by leaks – locate them, e.g. with a thermal imaging camera, and seal them, insulate or replace the woodwork. Traditional light bulbs should be replaced with LEDs, which consume up to 90% less energy. Additional savings can be achieved by installing photocells in passageways (see more: BUILDING).
STEP 3
At this stage, systemic measures are important. One such solution is to include pro-environmental clauses in regulations and to strive for full digitisation of document circulation.
Green regulations
How to create green regulations in cultural institutions? First and foremost, through pro-environmental provisions in internal regulations, public procurement and strategic documents. Regulate climate-friendly solutions in internal codes. For example, in business travel regulations, it is worth indicating preferred means of transport – promoting rail travel, limiting domestic flights, and introducing annual limits or a requirement to justify the need for a flight for international travel.
Similar rules should be included in the purchasing policy. Environmental aspects can be incorporated into various elements of the public procurement procedure: the description of the subject of the contract, the criteria for evaluating bids, the grounds for exclusion, the conditions for participation and the requirements for the performance of the contract. The Terms of Reference (ToR) may include, among other things: the obligation to use recycled or environmentally friendly materials, the requirement to have environmental reports (e.g. on carbon footprint), a limit on the number of intermediaries in deliveries or a preference for local services (reducing the transport footprint), or the energy efficiency of the equipment offered. It is also worth rewarding contractors who meet additional social criteria, e.g. offering stable employment conditions, pursuing an equal opportunities policy, or employing people from disadvantaged groups.
Green regulations do not have to be comprehensive to begin with – they can be implemented gradually, updating existing documents and consulting on them with the team. (See: ECO-ETHICS OF COOPERATION)
> Examples of green public procurement provisions in various categories of services and products can be found, for example, here: Green public procurement – handbook or here: Green public procurement – guidelines for municipalities and counties.
Digitisation of documents. Institutions produce and store large amounts of documents. Electronic document management system (EOD) – an IT system for managing task and document workflow allows you to save time, materials and money. It is easier to find the contract you need and control the document circulation paths. EOD also improves communication between employees. By using such a system you do not use a lot of paper and toner. It is worth remembering, however, that EOD requires appropriate digital competences and the purchase of special software. The EOD can be extended with an Electronic Document Submission Inbox (ESP). The most popular ESP in Poland is the ePUAP platform used in the public sector.
Digital documents are generally more environmentally friendly because they eliminate paper consumption, transport and storage space. However, for this solution to be fully environmentally friendly, it is essential that the digital infrastructure (servers, devices) is managed in an energy-efficient manner and that it uses renewable energy sources. (see: ICT)
