Green Meetings Implementation Plan

Target Statements

8.9 By March 31, 2012, each department will adopt a guide for greening meetings.

Target Planning

Leader Director General,  Stewardship and Sustainable Transportation Programs
Partners Director General, Communications and Marketing
Director General, Finance and Administration
Director General, Technology and Information Management Services
Director General, Aircraft Services
Regional Director General, Québec Region
Regional Director General, Atlantic Region
Regional Director General, Prairie and Northern Region
Regional Director General, Pacific Region
Regional Director General, Ontario Region
Business Plan Transport Canada has included greening its operations into its departmental business plan.
Scope All departmental and interdepartmental meetings organized by Transport Canada employees across the country.
Performance Measures Target Status.
Presence of a green meeting guide.
Baseline As of April 1, 2012, Transport Canada will track the availability of the Green Meeting Guide.  The guide is currently available only through Transport Canada's internal website.
Timeframe As of 2010, Transport Canada adopted Environment Canada's Green Meeting Guide.
As of April 1, 2012, Transport Canada will ensure increased availability of the Green Meeting Guide.
Status Transport Canada currently has an internal webpage in place to host the Green Meeting Guide.
Comments Definitions Departmental meetings Meetings with only Transport Canada employees in attendance, and organized by Transport Canada employees.
Interdepartmental meetings Meetings with Transport Canada employees and representatives from other federal departments, and organized by Transport Canada employees.
Environmental Considerations / Benefits By increasing the availability of the Green Meeting Guide and promoting its use among Transport Canada employees, the department has the potential to save money, conserve natural resources, reduce waste, reduce emissions and increase energy efficiency.
Lessons Learned Transport Canada adopted Environment Canada's Green Meeting Guide in 2010. A webpage was created on Transport Canada's internal website to host the guide but it has never been actively promoted. If Transport Canada wants to increase use of the guide, it needs to develop a targeted communication plan, new initiatives to promote the benefits of using the guide and best practices for greening meetings.
Tracking the occurrence of green meetings is too resource intensive and not cost effective at this time; therefore, the scope is limited to increasing the availability of the guide.

Target Implementation

Actions (Strategy) Leader Timeframe Status Comments
Choosing a tracking system Director General,  Stewardship and Sustainable Transportation Programs December 31, 2012 Complete All email requests for copies of the guide will be tracked.  Additional information related to the dissemination of the guide within Transport Canada’s internal web pages will be gathered and an inventory will be created to track all promotional materials and showcasing.
Assigning roles and responsibilities Director General,  Stewardship and Sustainable Transportation Programs March 31, 2012 Complete Director General,  Stewardship and Sustainable Transportation Programs Develops key initiatives to promote the use of the guide. He is also responsible for associated reporting requirements in the department's Report on Plans and Priorities and the Departmental Performance Report.
Director General, Communications and Marketing Assists in developing educational articles to promote the use of the guide.
Director General, Finance and Administration Promotes the guide using targeted promotional tools at Transport Canada in the National Capital Region area.
Director General, Technology and Information Management Services Promotes the use of available technologies at Transport Canada, such as teleconferencing, videoconferencing and Smart Boards.
Director General, Aircraft Services Assists in promoting the guide through various initiatives.
Regional Directors General Assists in promoting the guide through various initiatives.
Scoping the target Director General,  Stewardship and Sustainable Transportation March 31, 2012 Complete All departmental and interdepartmental meetings organized by Transport Canada employees across the country.
Analyzing data Director General,  Stewardship and Sustainable Transportation Programs Annually In progress Limited analysis will be conducted due to resource constraints and cost effectiveness. Data collection will be limited to web hits, email inquiries and the reach of promotional materials.
Choosing and calculating a baseline Director General,  Stewardship and Sustainable Transportation Programs Annually In progress Transport Canada adopted Environment Canada's Green Meeting Guide in 2010. At the time an internal webpage was created to host the link to the guide, but further promotional activities were not undertaken.  
Identifying key initiatives Director General,  Stewardship and Sustainable Transportation Programs March 31, 2012 Complete Update internal webpage that hosts the link to the guide.
Work with internal communications to promote the guide and the benefits of hosting green meetings.
Work with the Business Centres to promote the guide in Transport Canada boardrooms.
Host a green meeting training seminar during Environment Week 2012 for Transport Canada employees that are interested.
Transport Canada will examine whether or not it is feasible to obtain quantitative data in regards to green meetings.
Planning for incremental progress Director General,  Stewardship and Sustainable Transportation Programs Annually In progress Transport Canada will review its key initiatives on an annual basis to assess the reach and uptake of the guide.
Reporting on progress Director General,  Stewardship and Sustainable Transportation Programs Annually In progress Information and data will be gathered and analyzed on an annual basis, or as required, as part of the department's Integrated Business Planning process.
Reviewing and adjusting key initiatives to continually improve Director General,  Stewardship and Sustainable Transportation Programs Annually In progress As part of the National Environmental Management System's process of continual improvement, progress is reviewed on an annual basis to ensure that expected results are on-track to be met. Opportunities to improve the guide, practices and communication strategies will be considered.

*Please note: In this publication, the masculine form designates women and men.