OC3A Identify opportunities to include adaptation in plans, policies and procedures
Take a systematic look across the breadth of your organisation’s activities / functions to identify opportunities to include adaptation in plans, policies and procedures. Think about where you can make the most impact, but also look beyond the ‘obvious’ to areas that may not have considered climate adaptation.
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- Identify opportunities to include
adaptation in various organisational plans, policies and/or procedures
- Use Templates 3 & 4 on organisational priorities and motivation in relation to adaptation completed in Task OC1A as well as the learning and leads from Task OC2B to highlight areas to explore.
- Take advantage of opportunities such as consultation on new or review of pre-existing policies and strategies to submit comments on how adaptation could be included or incorporated.
- Create a list of upcoming policy and strategy review opportunities and allocate time to providing consultation responses/ feedback on those with greatest potential to influence adaptation.
- Speak with colleagues about incorporating adaptation into existing processes which can be used to screen new policies, plans, strategies and projects for climate-related threats and opportunities. Example processes and guidance which can incorporate adaptation include spatial planning, sustainable procurement guidance, business continuity arrangements and estate asset management guidance.
- Consider policy and planning timescales and identify windows of opportunity.
- Identify timescales and processes for factoring adaptation into all relevant policies, plans and projects.
- Highlight where in the policy cycle it is easiest to incorporate adaptation and identify priorities for action.
- Provide evidence and communicate how and why adaptation should be included in strategic plans such as your organisations corporate strategy or asset management strategy.
- Use your organisation's risk registers (at corporate or service level) as a way to heighten awareness, consideration and action on climate adaptation.
- Work with your organisation's Risk Manager to define and embed adaptation risk within your risk register.
Resources
Case study on embedding climate change adaptation on corporate risk registers with Stirling Council
Case study on developing a climate change adaptation plan and incorporating climate risk into risk registers with the University of Glasgow
OC3B Motivate ‘champions’ and actively promote adaptation across the organisation
Your organisation should openly promote an adaptation agenda both internally and externally. Seek to recognise and empower adaptation ‘champions’, individuals who can lead the way in your organisation by setting goals, advocating and resourcing initiatives on adaptation.
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- Communicate what the role of adaptation champions is and get
people to sign up to be one.
- A ‘champion’ should have enthusiasm about adaptation and want to drive the agenda forward within their own service area, department, project or work remit. They should identify new information and make new connections that aid adaptation.
- Contact potential ‘champions’ identified in Task OC2B and ask them to commit to the role within their department.
- Identify specific roles and/ or ‘asks’ that adaptation champions could
contribute to.
- This could range from supporting awareness raising through to key note presentations, joining an adaptation steering group or influencing adaptation within specific projects/ departments.
- Share learnings on how climate impacts affect your organisation to identify risk or opportunities they may want to address within their service or department.
- Look for and create opportunities for champions to present and speak publicly about climate change adaptation at internal and external events and conferences.
- Communicate successes and create a space
for sharing and learning
- Encourage adaptation champions and leaders to work collaboratively within and across organisations to share best practice in promoting and achieving delivery of adaptation. Participate in Adaptation Scotland’s Adaptation Learning Exchange to learn from other champions in a range of organisations.
- Promote the communication and profile raising of adaptation aims, objectives and progress. Seek and include supportive quotes from leaders when adaptation plans, actions and associated news stories are published.
- Report on adaptation occurring across the
organisation.
- Request input from all ‘champions’ on the actions they have undertaken to include in the adaptation section of the annual Public Bodies Climate ChangeDuties (PBCCD) report.
- Get senior management to review the Public Bodies Climate Change Duties report and take accountability for the organisation's progress.
- Recruit more ‘champions’ and extend network.
- Continue engaging with existing champions and support them to work together.
- Invite further ‘champions’ to get involved and bring in additional expertise or sectoral /departmental representation if needed.
- Approach new leaders who can influence adaptation across different departments or sectors and encourage them to become ‘champions’.·
OC3C Put governance arrangements for adaptation into operation
An on-going effort is required to implement your approved adaptation governance arrangements. Good governance will provide oversight for a work programme, defines roles and responsibilities, and will have appropriate authority to approve and implement change.
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- Develop an implementation plan for the agreed governance arrangements taking account of the planning and lead in time needed for the group to be implemented.
- Where a new group is to be established:
- Develop draft terms of reference that will be finalised once group members have been confirmed. An example Terms of Reference for Edinburgh Adapts can be found here.
- Identify a chair for the group, potentially drawing on an adaptation champion identified through Task OC2B
- Create a list of potential participants and issue invitations to join the group
- Where adaptation is to be added to the remit of an existing group:
- Agree alternations to the existing terms of reference to include adaptation
- Review membership of the group to identify whether the group includes sufficient knowledge/ influence over adaptation. Request additional group members if representation / knowledge of adaptation needs to be strengthened.
- Create a work programme
- Develop a work programme for the group that aligns with your organisational priorities and adaptation aims.
- Organise meetings of the governance group (or the wider group in which your adaptation work will be governed)
- Ensure governance group has oversight of and organisational sign-off of adaptation activities.
- Make sure there is ownership of actions.
- Ensure there are diverse members of the governance group including those with sufficient authority and power
- Delegate actions to specific members of the group
- Share the progress of the governance group
- Provide updates on adaptation work as part of committee papers or senior management team briefings.
- Use the Benchmarking tool at the start of your adaptation work and periodically thereafter to self-assess changes in capability and performance.