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Three Encouraging Alternatives - Practical Measures
A range of steps that promote more sustainable transport choices
Encouraging Alternatives - Practical Measures
The central part of the Travel Plan is the development and implementation of a range of measures that enable staff, visitors and suppliers to make more sustainable travel choices.
The range and mix of measures
The precise mix of measures selected for a Travel Plan should depend on the results of data collected by the Travel Survey and the objectives that are set based on them.
The type of measures implemented can be categorised as those that:
- reduce the need to travel
- encourage cycling
- encourage walking
- encourage use of public transport
- promote responsible car use.
This section provides examples of measures that you could consider implementing as part of your Travel Plan. The list is not exhaustive, but represents some of the main elements that are commonly used in Travel Plans. You may already have some measures in place.
Popular vs. effective
You will not always get the best results from your Travel Plan simply by picking out the measures that seem most attractive or most popular. Reference to your surveys and audits should give a clear indication of what kind of changes are actually needed the most. You should also consider how the different measures would interact with each other.
General guidelines for selecting measures
There are some basic rules of thumb that should be borne in mind when deciding upon which measures to implement
Address the needs of different groups
Do not pick measures which all target the same group of people. Consider the findings from your employee questionnaire. For example, if all the measures are to encourage cycling, those who do not want to cycle will not change their behaviour.
Carrot first, then the stick
Start with those measures that encourage more sustainable behaviour, rather than those that penalise less sustainable choices. For example, bring in season ticket loans or subsidies before charging for parking (or at least at the same time).
Integration and timing
Think about the potential 'synergies' of the measures you choose. For example, if you provide lockers for cyclists (and motorcyclists) to keep a change of clothes in, try to build cycle shelters close to the main entrance at about the same time. If you introduce these and other measures that encourage cycling or walking, you'll attract the largest numbers of people.
Know what works
Talk to others who have Travel Plans and talk to your local authority or Regional Transport Partnership about schemes that have worked well locally.
Tax and National Insurance considerations
Some measures, like the introduction of salary sacrifice schemes, will have implications for Tax and National Insurance Contributions. The Tax and National Insurance system encourages employees to develop and implement Travel Plans through exemptions for free or subsidised work buses, bicycles and safety equipment. It is important to understand these implications before prioritising your measures. You can also introduce a mileage allowance for cycling.
Due to the complexity of UK Tax and National Insurance systems, you should you consult HM Revenue & Customs ( HMRC) to clarify any issues. Visit the HMRC Pages on Travel Plans at:www.hmrc.gov.uk/green-transport/travel-plans.htm
Smarter Working - reducing the need for travel
In sustainability terms, reducing the need for travel is the best option of all.
Measures to reduce travel - like home working or teleconferencing - may require cultural shifts and improvements in IT infrastructure for some organisations but offer solid financial and productivity benefits.
What is smarter working?
Smarter working covers a number of measures that can eliminate or reduce the need for travel.
These include:
- flexible working
- home working
- compressed working week
- tele and video conferencing
- staff or premises relocation
Why encourage smarter working?
Smarter working is about using time more effectively, for example by avoiding driving at peak traffic hours when congestion is worst or by choosing to travel by public transport and getting some work done (or relaxing) along the way. Reducing traffic levels will also mean safer roads in and around Scotland's communities.
Flexible working
If your organisation does not do so already, you could consider introducing a system of flexible working whereby staff are able to structure their work time within an agreed framework. Flexible working enables staff to plan journeys to and from work to fit around public transport timetables and avoids the need for all your staff to travel during the peak hours, thereby helping to alleviate congestion on your site and on the local road network.
Flexible working also enables staff to adapt to out-of-work commitments and achieve a better work/life balance, which can help to attract and retain staff.
There are a number of ways of implementing flexible working:
- Flexi-time - where staff can choose how weekly or annual hours are worked.
- Flexi-hours - where staff are allowed to come in and leave earlier or later.
- Flexi-working - where staff can work overtime and take that time off in lieu.
Flexi-time could involve staff being allowed to choose their daily start and finish times (possibly different for each day of the week), but having to stick to the times that they choose.
Alternatively, they could be allowed complete flexibility outside core hours. The latter system would require staff to keep a detailed record of their hours worked, possibly including start and finish times for each day (unless your organisation operates a 'Time and Attendance System').
Compressed working week
A compressed working week is a form of flexible working by allowing staff to take, for example, one day per fortnight or one day per week off if they work the required hours in advance. Such a proposal is likely to be very well received by your staff. An extended working day also means that your staff will be available to your organisation's customers for longer.
Working from home
Though this approach may not be suitable for all employees, or employers, if some members of staff are able to work from home one day a week, or once a fortnight, it can have the same impact on car use as flexible working. Whilst there may be a perception among managers that productivity is diminished, evidence suggests that working from home can lead to increased efficiency (through smarter working) and thereby lead to increased productivity.
There can also be positive effects on morale, and valuable desk space can be released. It is important to note that providing laptop PCs for staff to use when working from home is not a taxable benefit. If you have a large number of employees who are based on the road, you may wish to consider setting them up to work from home and use the post to deliver their supplies. This will reduce the requirement for staff to store supplies or to come to your offices.
Remember Health and Safety issues for those working from home, such as proper set up of workstations, will also need to be addressed.
Teleworking and Teleconferencing
With improvements in IT, you may wish to consider the introduction of teleworking, whereby your employees work away from your organisation's workplace, either at home or at a satellite office. Depending on the type of work the employee's do, and how frequently they will telework, you may need to consider setting up e-mail connections and office facilities, such as a fax machine and a designated telephone line at your employees' home or satellite office.
You may want to consider a system of 'hot-desking' for teleworkers needing to spend a day or two in the office each week. Hot-desking involves one desk shared between several people who use the desk at different times. This work surface could be an actual desk or just a terminal link.
Tele-conferencing means communicating with other people using video and/or audio-conferencing facilities. Videoconferencing allows business meetings to be conducted from a distance, typically over a network such as the internet or telephone line, with participants and documents viewed on-screen. You can buy 'off-the-shelf' video-conferencing technology which provides an alternative to travelling long distances to meetings - saving both time and money, and increasing the productivity of your staff. Both 'ends' of the meeting will require the equipment, but this could be an ideal solution if you have a number of sites and your staff spend a large amount of time travelling to meetings at the different sites.
On-site facilities
If your organisation is large enough, or if you can team up with other organisations nearby, you could consider provision of on-site leisure and crèche facilities. This will help to cut down the numbers of trips your staff make before and after work and at lunchtime. It may also reduce the need to drive to work at all.
Provision of catering and banking facilities could also help reduce the number of staff who choose to travel off site during the lunchtime period. You could negotiate with a local caterer to come onto your site during lunchtime.
Measures to encourage walking
Walking is by far the most sustainable way for us to get around our planet - and one of the most enjoyable.
As part of an active lifestyle, walking can also help maintain positive health and well-being, boosting productivity and helping to reduce rates of absenteeism.
Awareness-raising steps
Raise awareness of the health benefits of walking for all or part of the journey to work through promotional material.
Walking to work can help achieve the 30 minutes of moderate daily physical activity recommended for good health and well-being.
Produce a map showing safer walking routes, indicating distances (and times) to the most common destinations near your workplace. Including shops, places of interest and local amenities as well as nearby bus stops and rail stations.
Designated 'Walk-in' days can also help to raise awareness, stimulate discussion and get more people walking. Canvassing staff as to what would encourage them to walk and what barriers they face can also prompt debate and conversation about walking, as well as being a valuable source of ideas.
Maintain good walking routes
Ensure footpaths to and on your site are direct, well-lit and well-maintained. This includes footpath links to and from bus stops and rail stations. Car parking on pavements and at dropped kerbs should be prevented - and enforced effectively.
Ensure that signposting for pedestrians is clear. Routes should avoid the need to cross busy main roads or congested areas of your site. Talk to your local planning authority about improving the routes that your staff use. Local police safety officers and your own staff could also provide ideas as to how pedestrian routes to your site could be improved.
Facilities and provisions for walkers
Consider the provision of cloakroom facilities with storage lockers and places to hang clothes up to dry and to dry hair. Consider the provision of umbrellas bearing the company logo for all staff who walk to work. Alternatively, there could be a pool of umbrellas made available in your reception area for staff members wishing to walk to a nearby meeting or go walking at lunchtime.
Issuing pedometers to staff can help them see how much extra walking they are doing as they switch from other methods of transport. On larger sites, consider bringing facilities (such as a hairdresser or dry-cleaners) on-site to reduce the need for people to drive into town at lunchtime.
For staff who may have concerns with issues of personal security, consider making personal alarms available.
Paths for All Partnership provides guidance on promoting walking in the workplace. Visit www.pathsforall.org.uk/pathstohealth/workplace.asp
Related measures
Related measures that can support walking and that you should consider as you develop ways to encouraging walking include:
- Encouraging Cycling - see page 38
- Flexible Working - see page 33
- Car parking management - see page 43
- Encouraging Use of Public Transport - see page 40
Measures to encourage cycling
Encouraging more people to cycle will reduce pressure on your car-parking facilities and, as they glide through rush-hour traffic, get more of your employees to site on time more often.
It's also a great way for individuals to beat stress and maintain their well-being - both of which can benefit productivity.
Cycling is a great way to maintain or lose weight - 20 minutes of gentle cycling burns up to 100 calories.
Promote and publicise cycling
Provide staff with area maps showing existing links and paths such as the National Cycle Network. You could buy and distribute copies if one is already available or consider producing your own cycle map identifying potentially safer cycle routes to your premises.
Bike Week
Why not take part in Bike Week and take advantage of publicity, promotional materials and local events and activities organised around this well supported national awareness-raising week? Visit the Bike Week website at:www.bikeweek.org.uk
Facilities for cyclists
Provide safe, secure and covered cycle parking as close to building entrances as possible.
Provide lockers, changing/drying facilities and showers.
Provide 'pool bikes'. Folding bikes make excellent pool bikes, especially as they can be used easily on journeys combined with public transport.
Liaise with your local authority to identify the potential for improving cycle links to your site.
Consider a puncture repair service, or provision of a 'spares box' for cyclists - practical details like this can really help.
Training and support for cyclists
Establish Bicycle User Groups ( BUGs). These and other 'mode groups' can be very handy when consulting with your employees during development and implementation of your Travel Plan. They can help keep channels for negotiations open between employers and employees and are a requirement of the Cycle Friendly Employer Award.
Provide cycle training to staff through organisations such as Cycling Scotland.
Cycle Friendly Employer Award
Cycling Scotland's "Cycle Friendly Employer Award" aims to give employers the incentive to achieve a nationally recognised award for promoting cycling in the workplace.
The award pack is also a useful tool as the assessment process can identify areas for improvement and provide guidance on best practice in order to help create a cycle friendly workplace. For more information, visit www.cyclingscotland.org
Incentives that encourage cycling
Offer incentives such as interest-free bicycle loans, discounts for bicycle purchase and preferential cycle insurance rates. Introduce a salary sacrifice scheme for bicycles. Provide a cycle mileage allowance to enable financial reimbursement for staff cycling on company business.
Related measures
Related measures that can support cycling and that you should consider as you develop ways to encouraging cycling include:
- Encourage Walking - see page 36
- Flexible Working - see page 33
- Car parking management - see page 43
Measures to encourage public transport use
Scotland's public transport network is improving all the time, with dedicated bus lanes and new and improved rail services offering fast, reliable and less polluting ways to travel.
Letting someone else concentrate on the driving means individuals can work or rest en-route and arrive fresher and better prepared.
Scotland's public transport network
Public transport in Scotland has come a long way in recent years. New train services and even brand new lines and stations have opened with more to come in the future. On many trains, you'll find at-seat power points and wi-fi access - great for business travellers - while passenger facilities at stations are improving too.
Park and Ride schemes are being built across Scotland, making it easier for car users to catch public transport into our cities. That means we all benefit from less congestion and faster bus journeys. Buses themselves increasingly provide improved facilities such as wi-fi access, leather seats, real-time journey information and better accessibility.
Promote and publicise public transport options
Promote travel information services
One way to make using public transport easier is to provide up-to-date and accurate information on services that run to or near your site. This can be done simply by making printed timetables available to staff and visitors, but promoting travel information services will allow individual users to source the information they need for their particular journeys, no matter where they start or finish.
Traveline Scotland - Page Lander Wizard
This journey planning tool can be downloaded and inserted onto the homepage (or other convenient page) of an organisation's website. Visitors can then enter the postcode of their starting point and be given detailed information on how to reach your premises. For more information, visit:www.travelinescotland.com
Provide personalised journey plans
Traveline Scotland can provide batch journey planning for all employees. This can also help to establish a case for negotiation with transport operators to extend or add new services. Visit the Traveline Scotland website at www.travelinescotland.com
Improve routes and facilities for public transport users
Consider physical works to provide routes and the relocation or redesign of stops so that people can wait indoors for buses. You could also negotiate with operators to improve old routes or introduce new ones, consider providing shuttle buses to stations, other sites or key destinations and improve walking routes between your site and bus stops.
Provide incentives to encourage use of public transport
Consider subsidising your employees' commuter travel by public transport and providing loans (possibly interest-free) to purchase travel season tickets.
Related measures
Related measures that can support the use of public transport and that you should consider as you develop ways to encourage public transport use:
- Encourage Walking - see page 36
- Encouraging Cycling - see page 38
- Flexible Working - see page 33
- Car Parking Management - see page 43
- Business Travel - see page 46
Measures to encourage r esponsible car use
With 67% of all journeys to work in Scotland being by car, and with the majority of those journeys being driver-only, there are huge potential benefits for organisations of all kinds in promoting car sharing and eco-driving.
Meanwhile, car parking management has a valuable role to play in promoting car sharing and can aid the shift to more sustainable modes of transport.
Car sharing - an introduction
Car sharing is a popular element of many Travel Plans, as it costs very little to set up and maintain. Once established, the system is low maintenance with only minor administration required.
Car sharing is an attractive alternative to single vehicle occupancy travel because of its door-to-door directness and convenience. The main benefit of car sharing is that each person in the car (other than the driver) can represent a vehicle trip removed from the road and potentially the need for one parking space.
For many employers considering Travel Plans, car sharing is often the most successful measure introduced (depending on accessibility by other modes, home postcodes, and operational times of the site). Car sharing can be implemented by most organisations. Consistent working hours, residential concentration of employees and constrained parking supply can make a car sharing scheme more attractive and successful.
Encouraging car sharing
Create an employee database of staff willing to car-share.
Many Local Authorities or Regional Transport Partnerships have schemes that employers can promote to staff. These are often free to use. A web-based database offers a comfortable opportunity to match the travel needs of employees (or students, for example), whether they want to offer or take advantage of a lift every day, once or twice a week or just occasionally.
Alternatively, provide details of car sharing and journey-matching websites within the Staff Travel Pack, for those who are unable to car share with other individuals on site.
Journey-matching websites for car sharers
Follow the links below to websites run by Regional Transport Partnerships that provide easy to use journey-matching services for many areas in Scotland:
Highlands and Islands -www.ifyoucareshare.com
South West Scotland -www.DGtripshare.com
South East Scotland -www.TripshareSestran.com
Tayside and Central Scotland -www.Tactranliftshare.com
North East Scotland -www.Nestranscarshare.com
Alternatively, the UK charity Carplus provides guidance for organisations wishing to promote car sharing or to set up a car sharing scheme. Visitwww.carplus.org.uk
Priority parking spaces for car sharers and disabled drivers
Successful schemes have operated a branded priority parking policy where car share parking spaces are those closest to the main entrance of the building. Branding helps reinforce the scheme by having a visual impact.
Guidance, training and information for car sharers
Basic scheme guidance for staff that lays down ground rules regarding charging for lifts, the importance of timekeeping and procedures for the eventuality of illness will help to ease many of the concerns people have about sharing lifts.
You can also provide staff in car sharing schemes additional training to give reassurance that they are safe and promote travel information services for the road user, e.g.www.trafficscotland.com
Ride Guarantees
Provide a guaranteed ride home, if the driver should fall ill, or in the event of an emergency. Existing examples show such guarantees are seldom used (and rarely abused) - a fact that can be used to help persuade potential car sharers.
Car parking management strategies
The management of car parking as a resource can play a pivotal role in the development of incentives for walking, cycling, public transport use or car sharing. Parking provision represents a major financial overhead, in terms of the additional land required and its maintenance. This cost can be particularly high in densely developed areas of high commercial value such as business or retail centres. Meanwhile, subsidised parking favours car-based commuting and makes it difficult for alternative forms of transport to compete.
The objectives of car park management should be to prioritise usage on the basis of specific functions or requirements, such as parking for mobility-impaired employees, visitor parking for clients or customers, specific car sharing spaces and other essential users. A car-parking strategy with a needs-based approach is often well received and entails a thorough examination of issues, such as what defines an essential car user.
Car parking strategies must not discriminate against any particular group and must be balanced with the availability of alternatives. The key to an effective parking management strategy is often to couple it with a well-organised car sharing scheme and the provision of alternatives. The parking strategy must also take account of the layout and design of the car parks to ensure efficiency of operation and the maintenance of good Health and Safety.
Any options considered must be carefully evaluated and you must consult with everyone who will be affected. The introduction of a new car parking regime must also be managed sensitively and the reasons behind any changes clearly communicated along with the benefits they will bring.
Where on-site parking is restricted, the use of off-site parking by employees and visitors must be taken into consideration and, where possible, discouraged. Discussions with Local Authorities are often required in order to identify a satisfactory strategy in this regard. Successfully tackling the issue of off-site parking will be welcomed by your commercial and residential neighbours.
Parking Permits
One element of a car parking strategy is to allocate permits using criteria e.g. disability, car sharers, essential users, no alternatives, distance from site and low emission vehicles. Develop a pro-forma for allocating permits. Criteria for permit allocation should be transparent and equitable. It must not be done on a hierarchical basis ( i.e. senior managers should not be given first priority for allocation).
The relationship between the holding of a parking permit and car use also suggests that one way of achieving reductions is to limit car parking permits to certain days of the week. This will encourage the use of alternative travel methods on non-permit days, such as car-sharing, walking and cycling, and reduce parking congestion.
Incentives not to drive
Provide financial incentives such as free or subsidised public transport tickets or some form of alternative benefit to a free parking space. The employer could give points for each day a car is not brought onto site and exchange them for cash or additional leave at the end of the year. Some companies run bonus schemes, which can be exchanged for the employee's choice of benefit at end of year.
Parking Charges
Consider introducing parking charges. Some of the revenue raised could be used to help implement the Travel Plan. However, employers have previously discovered a prevailing feeling that there needs to be some perceived benefit introduced before parking charges can be justified. Car parking charges can be made more acceptable, for example, by improving the car park by installing CCTV and barriers with the first tranche of income.
Together, financial incentives and disincentives offer strong encouragements to shift away from single occupancy vehicle usage but must be implemented in the right combination. Car park charging should therefore always be supported by the provision of an alternative, such as a car share scheme.
You should also consider how and when you charge. Charging on an annual basis highlights the total charge, but once they have paid, drivers may not be deterred from bringing their vehicles to site. In some instances this can be an incentive to drive - i.e. "I've paid for parking so I might as well drive." A daily charge will constantly remind drivers of the costs but can be expensive to administer.
Restricting parking-space availability
Workplace car parking is one of the most important factors influencing whether or not staff drive to work. Reducing the number of spaces available to staff has the potential to act as a disincentive to car use.
Priority Parking
Practicality benefits to the user are powerful incentives for maintaining or changing behaviour. Special parking facilities could be introduced, providing better usability ( e.g. better availability, or a location closer to the entrance) for those who car share. At the same time, you could remove priority parking spaces for senior management to avoid giving the impression that your organisation favours some car users over others.
Company car and mileage policies
Include offering incentives for smaller engine sizes and the opportunity to receive cash rather than a vehicle. Employers should be making basic checks of driving licences, MOTs and insurance documents.
Consider only paying car mileage where business journeys could not realistically be made by any other means. Restructuring mileage allowances carefully can favour smaller engine sizes and encourage other transport choices. For example, you could offer comparable mileage rates for walking and cycling.
Taxable benefits and mileage allowances
Adjustments to mileage allowances need to be considered against the rules governing taxable benefits. Visit HM Revenues and Customs Company Cars index page atwww.hmrc.gov.uk/cars/index.htm
Taxi share
Encourage staff to taxi share for meetings. This may mean an employee may not need to bring their car into work, or even that they do not need to own a car at all.
Pool cars and car clubs
Introduce pool cars, hire cars or join a city car club (currently the only city car club is in Edinburgh). Both are cheaper to operate than paying mileage rates. Because they tend to use more environmentally friendly vehicles, this can also reduce emissions when compared to use of private cars.
Green fleet reviews
If you have a large fleet, or your staff drive for a large proportion of the day, consider a Green Fleet Review.
Green Fleet Reviews
The Energy Saving Trust offers free green fleet reviews. For details, visitwww.est.org.uk
Business Travel
Business travel is an important area to tackle as part of the Travel Plan since it accounts for a significant percentage of all journeys undertaken.
Many of the measures previously discussed apply to business travel just as they do to commuter travel. This section contains a digest of measures specifically aimed at modifying choices for business travel.
By revising business travel policies and practices, employers can benefit from savings in business travel costs and reduction in parking pressures - making staff more productive and reducing the environmental footprint of the organisation.
Introduce a Travel Hierarchy
A hierarchy will help staff prioritise travel options for business travel. At the top of the hierarchy should be removing the need for travel, followed by walking, cycling, bus / rail, taxi, private car and finally air travel.
Reducing the need to travel for business
Encourage staff to ask "Is the meeting actually needed?" before setting up the meeting. Could the objectives of the meeting be satisfied in another way, by the use of Teleconferencing facilities, or by correspondence?
Mileage allowances
Consider only paying car mileage where business journeys could not realistically be made by any other means. Mileage allowances can also be structured so that they favour smaller engine sizes and do not incentivise driving. Providing comparable mileage rates for walking, cycling and public transport can also support their use.
Encouraging staff to share taxis to meetings
Intelligent use of taxi services may mean employees can avoid bringing their cars to work or even that they do not need to own one at all.
Pool cars, hire cars and car clubs
These are cheaper to operate than paying mileage rates and the use of more environmentally friendly vehicles can reduce emissions. At time of press, the only operating car club in Scotland covers the City of Edinburgh.
Green fleet reviews
If you have a large fleet, or your staff drive for a large proportion of the day consider a Green Fleet Review.
The Energy Saving Trust offers free green fleet reviews. Please see the Energy Saving Trust websitewww.est.org.uk.
Driver training
Providing training to help staff drive safely and more economically will save you money and reduce your carbon footprint. It will help make them safer and more efficient drivers. Promote Eco-driving tips to all staff not just those who regularly drive.
Public Transport
Encourage use of public transport by providing easy access to travel information.
Encouraging the use of rail over air, allows staff to be more productive by benefiting from uninterrupted journeys when they can work for longer.
Information for visitors and suppliers
Visitors, suppliers and clients can also be encouraged to use more sustainable and active forms of travel by producing "How to find us" directions on websites and promotional materials that highlight active and sustainable travel routes to your premises.
Sustrans has produced guidance on creating active travel directions. To download a copy, visitwww.sustrans.organd search their publications section for 'How to produce Active Travel directions'
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