Facilities management workflow for Tallyfy

Build a recycling program that actually works

Recycling programs fail when sorting is confusing and bins are in the wrong places. This workflow guides facilities managers through waste audits, bin setup, employee education, and performance tracking to reduce landfill waste and meet sustainability goals.

9 steps

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Import this template into Tallyfy and assign tasks to your facilities manager and sustainability coordinator with 30-day timeline milestones

Configure steps to document waste categories, source reduction strategies, bin placement, special waste collection points, and vendor schedules

Track your recycling program launch through Tallyfy and monitor diversion rates and contamination metrics to measure ongoing improvement

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Process steps

Conduct waste audit and assessment

2 day from previous step

task

Walk through the office to assess current waste generation patterns. Document the types and volumes of waste produced in different areas (kitchens, desks, meeting rooms, print stations). Identify the biggest sources of waste and opportunities for reduction. Take photos of current bin placement and labeling for reference.

Define waste stream categories

3 day from previous step

task

Create clear categories for your office waste streams: general waste (landfill), paper and cardboard recycling, mixed recyclables (plastics, metals, glass), organic/compostable waste (if applicable), and special waste (electronics, batteries, toner cartridges). Check local recycling regulations to ensure categories align with what your waste hauler actually accepts.

Source reduction strategies

5 day from previous step

task

Before focusing on recycling, prioritize reducing waste at the source. Switch to reusable dishware in break rooms instead of disposables. Implement double-sided printing defaults. Provide reusable water bottles and coffee mugs for employees. Negotiate with suppliers to reduce packaging on deliveries. Consider a paperless policy for internal documents.

Set up recycling station infrastructure

7 day from previous step

task

Deploy color-coded recycling stations in high-traffic areas: blue for paper/cardboard, green for mixed recyclables, black for landfill waste, brown for compost (if applicable). Each station should include clear signage with pictures showing acceptable items. Position bins at natural disposal points like kitchen exits, copy room areas, and near elevators. Ensure bin sizes match the volume of each waste type.

Launch employee education program

10 day from previous step

task

Create and distribute a recycling guide with clear examples of what goes in each bin. Common confusion points: coffee cups (usually landfill due to lining), pizza boxes (compost if soiled, recycle if clean), plastic bags (not recyclable in most programs). Host a brief all-hands meeting or send a video walkthrough. Post quick-reference charts above each recycling station. Consider appointing floor recycling champions.

Establish special waste collection points

12 day from previous step

task

Set up dedicated collection points for items requiring special handling: e-waste (monitors, keyboards, mice, cables), batteries (lithium, alkaline, rechargeable), toner and ink cartridges, light bulbs (especially fluorescent), and confidential documents for shredding. Partner with certified recyclers for each waste type. Maintain a vendor list with pickup schedules and contact information.

Coordinate waste collection schedule

14 day from previous step

task

Work with cleaning staff and waste management vendors to establish regular pickup schedules. Daily collection for high-volume areas (kitchens, break rooms), weekly for general office recycling, monthly or as-needed for e-waste and special items. Ensure collection happens before bins overflow. Document the schedule and share with building management and cleaning crews.

Handle hazardous and regulated waste

14 day from previous step

task

Identify hazardous materials in your office: cleaning chemicals, aerosol cans, certain adhesives, and some electronics containing mercury or lead. Follow EPA and local regulations for storage and disposal. Keep hazardous waste in a secure, ventilated area. Maintain Safety Data Sheets (SDS) for all chemicals. Schedule pickups with licensed hazardous waste handlers only.

Monitor, measure, and improve

30 day from previous step

task

Track key metrics: diversion rate (percentage of waste recycled vs. landfilled), contamination rate (recyclables sent to landfill due to improper sorting), and total waste volume. Request monthly reports from your waste vendor. Share progress with employees quarterly to maintain engagement. Set improvement goals and celebrate milestones. Conduct spot audits of bins to identify ongoing sorting issues.