Be well prepared for your audit with the CO₂ Performance Ladder

Start by creating an account on the CO₂ Performance Ladder website. This is an important step in gaining access to the environment in which, after completing the requirements, you can record information about your system, including CO₂ Performance Ladder projects and the list of measures. Registering is only the beginning, but it does help to structure the process from the outset. By simultaneously recording the requirements and associated documents in a clear manner internally, you can prevent information from becoming fragmented or having to be collected later.

One of the most important parts of the preparation process is determining the organisational boundaries of the certification. The way in which you determine this differs from other certifications: the methodology determines what should be included in the demarcation. National borders are not necessarily decisive in this respect. Clarify internally which companies or organisational units your organisation consists of. That is the starting point. In the case of government organisations, there may be affiliated parties or joint arrangements; these may also be relevant in the determination. A clear, well-founded demarcation prevents discussion during the audit and makes your emissions inventory and targets more reliable.

Once the organisational boundaries are clear, it is advisable to contact Normec NCK in good time. If you believe the boundary is definitive, have it assessed by Normec NCK. In addition to this information, data is also required to determine the size of the organisation (small or large), based on the number of FTEs, annual turnover and balance sheet total. With this information, a quotation can be drawn up and, after concluding the agreement for the certification cycle, the process can begin. When planning, agree on a realistic deadline for implementation. By allowing sufficient time, you can demonstrate that processes are actually running, that communication has started and that reduction measures are in motion.

Part 1 – a foundation that is the same for every organisation

This part is the same for every organisation. If you already have a management system or are certified for other ISO or NEN standards, you will often recognise the structure and be able to combine elements. Think of policy, insight into relevant legislation and regulations, roles/responsibilities and competencies of key persons. Where combining is logical and manageable, it pays to do so: it keeps your system clear and increases the chance that it will actually be used in practice.

Part 2 – step-dependent, with four perspectives

Part 2 differs per step, but builds on the same logic. Each step has requirements that largely overlap, supplemented with additional expectations as you certify higher. An essential starting point is insight into energy flows within the organisation. The emphasis is not only on CO₂ emissions, but also on energy consumption.

Do you generate your own green energy? Then make sure this is clearly included in your footprint, energy assessment and emissions inventory. From step 2 onwards, you are expected to investigate where you can exert influence in your chain, in addition to your own energy flows. Both upstream and downstream emissions must then be quantified, which leads to essential value chain analyses. From step 3 onwards, other influenceable emissions (OBE) must also be quantified.

Once you have insight into your energy flows and emissions, the next step is to translate this into targets. Depending on the level, you work on targets that are supported by sub-targets and a strategy or action plan.

From level 1 onwards, you demonstrate that you are implementing targets and/or preparatory actions and measures to achieve your short-term goals. From step 2 onwards, we talk about a climate transition plan, which in step 3 must work towards zero emissions for scope 1, scope 2 and scope 3 (and possibly OBE), in line with the requirements. It is important that goals are not only ambitious, but also logically linked to measures, ownership and evaluation moments.

A communication plan is a mandatory and valuable component, but during an audit, they will also check whether you have actually started implementing it. The plan focuses on key individuals, employees and relevant stakeholders. Its content is partly determined by the manual, but also by your choices: policy, ambition and the results of analyses.

You can take into account the level of CO₂ awareness per target group. During the audit, an auditor often verifies the implementation through interviews and documentation, such as internal updates, presentations, intranet messages, newsletters, consultation notes or communication to stakeholders. The goal is clear: to show that the subject is alive, understood and part of the way the organisation works.

The need for knowledge and cooperation is closely related to the step and to your energy and CO₂ management system as a whole. Consider external partners in the chain to refine data and opportunities for influence. By organising this consciously, you increase the chance that measures will have a real effect and that your action plan will not remain stuck in intentions.

Once the system is in place, you will want to test whether it meets the requirements of the certification scheme and whether work is being carried out in accordance with the agreements. You can do this with an objective and impartial internal audit, carried out by someone with relevant knowledge and skills. This will give you a realistic picture of what is working well and where you can still improve before the external audit. Plan and implement actions and improvements where possible, so that it becomes clear how energy and CO₂ management is continuously being improved in practice.

The results of the internal audit form an important basis for the management review. This is the final step in safeguarding the system: management assesses its ongoing suitability, adequacy and effectiveness. Record this in a report so that it is clear what conclusions have been drawn and what decisions have been taken.