Smarter Travel Workplaces
Template Web Content
Smarter Travel Workplaces
Version 11th November 2015
Introduction to this
Document
These slides contain generic content which you can adapt
for your staff travel intranet pages, or for public-facing
pages on travel to your site.
You are welcome to use any graphics or text from Smarter
Travel Workplaces/ Smarter Travel Campus in, or linked to
in, this document.
For other content which is linked (e.g. Get Ireland Active),
please include references to the original source.
Where you see content that is underlined, this is where a
hyperlink should be used to the relevant section or
website.
Graphics
You’ll find logos and graphics you can use on
your website at the end of this document.
Intro pages
Car dependent locations:
Did you know that XX% (figure from your most recent
Travel survey) of our workforce travels to work by
sustainable means?
There are times when the car might be the easiest option
to get to work, but depending on where you live,
sometimes you could make the same trip on foot, by bike,
on public transport or by sharing a car - getting fitter,
saving fuel, and saving money in the process!
Why not make today the day you give your car a break
and give your legs a workout?
Intro Pages
Other locations:
Did you know that XX% (figure from your most recent
Travel survey) of our workforce travels to work by
sustainable means?
That means that XX (number) of us are using the
commute as an opportunity to get more active, or to save
time or money on our journey to work. Why not make
today the day you give your car a break and give your legs
a workout?
Intro Pages
Swapping the car, even for one or two trips a week, can
save you money and time, as well as giving you an
opportunity to fit in some exercise as part of your daily
routine. What’s not to love?!
True or False? You don't need to be physically active if
your work keeps you on the move all day. Find out the
Answer! http://www.getirelandactive.ie/our-quiz/
Intro Pages
Partners to add in –
Workplace Name is a Partner of the Smarter Travel Workplaces
(www.smartertravelworkplaces.ie) programme, and is
implementing a workplace travel plan – or a package of
measures to support employees and visitors coming to site on
foot, by bike, on public transport, carsharing, or using technology
in place of travel.
Why is your workplace promoting Smarter Travel? E.g. part
of ISO, planning process, health and wellbeing, green team,
increasing access to the site etc..
What’s In It for Me?! What’s the benefit for your colleagues?
E.g. saving money, getting fit, improved access to public
transport etc..
Intro Pages
If you have any suggestions for our team, get in touch
with… (name or a team and contact details) and say
goodbye to time and money lost in traffic!
Include hyperlinks to sections below on your intro pages
Walk
Bike It!
Cycle Safety Tips
Public Transport
Walking/ Cycling
Facilities
Cycle to Work Scheme
Tax Saver and Leap cards
Visitors
Carsharing
Car parking
Taxis
Video/ Teleconferencing
Videoconferencing Tips
Walking
Did you know it’s approximately XX steps/ distance/
walking time from the front door of our building to…
local park/ canteen etc.. If you did that every day,
you’d burn up the equivalent of XX calories, or XX
chocolate bars per annum
Partners - you can work out averages for calories here
http://www.mapmywalk.com/improve/calorie_calculator/ using an
average weight of 62Kg and height of 5 foot 10 inches/ 177cm. You can
amend as you think appropriate to your audience.
For the chocolate bars per annum, you can use a figure of 280 calories
per bar. Calories burned ÷ by 280 calories per bar = number of bars per
annum
Walking
Studies show that active employees take less time off
work, suffer less workplace injuries and are more
productive at work than a less active workforce.
Adults start to get health benefits from at least 150
minutes a week of moderate physical activity, such as
brisk walking. This means an average of 30 minutes of
activity on five days a week.
True or False? The older you are the less active you
need to be. Find out the answer!
http://www.getirelandactive.ie/our-quiz/
Walking
Regular physical activity reduces your risk of chronic
diseases, such as coronary heart disease (CHD), type 2
diabetes, stroke, cancer, osteoporosis and depression. And
it’s a great chance to walk and talk with a friend, or to
take in the view!
If you’d like to get active on foot, remember you can start
small! Get off the bus one stop earlier, take the stairs
instead of the lift, park a bit further from your destination,
or take the dog around the block a couple of times a week
Walking
If you like to track your progress, wear a pedometer or an
activity tracker or download an activity tracking app on your
smartphone to clock up your distance and steps as you move.
Researchers suggest taking 10,000 steps (or approximately 5
miles or 8km) per day for overall good health and well-being.
Aim to build up to 10,000 steps bit by bit. If you are very
inactive, have a health problem, or are worried about any
aspect of your health, you should consult your doctor before
getting active.
Walking
You can plan journeys on foot on the National Journey
Planner (www.nationaltransport.ie/walk-cycle-planner.html
or from your App store, or on www.mapmyrun.ie
If you’re going to walk to work and you need to change
out of your walking clothes once you get to site, you’ll find
more information on facilities here
True or False?! 150 minutes of moderate intensity physical
activity once a week is as good as a 30 minute session five
times a week. Find out the answer!
http://www.getirelandactive.ie/our-quiz/
Bike it!
If it’s been a while since you’ve cycled, start off by getting
your bike back in good working gear, and then plan some
easy local routes to get your fitness and your confidence
back.
Cyclists in Cork, Galway, the Greater Dublin Area, Limerick
and Waterford can use the Transport for Ireland Cycle
Planner (https://www.transportforireland.ie/walkingcycling/about-dublin-cycle-planner/ ) to help to plan and
find routes that avoid heavy traffic or difficult turns at
busy junctions to help you get comfortable cycling your
bike around town. You can download the Cycle Planner app
for iPhone or Android in your app store.
Bike it!
Cyclists in other areas can plan cycle routes using
www.mapmyride.ie
Did you know XX% of workplace name’s employees cycle to
work on a regular basis? XX% cycle on an occasional basis!
Take figures from your most recent travel survey
Bike it!
If your bike has seen better days, or if it’s not suitable for
commuting, you can even look into getting a shiny new
tax-free bike and equipment (lights, lock, helmet, raingear
etc.) to set you up for your cycle – contact HR (Partner to
indicate) for information on how to access the Cycle to
Work scheme.
You could save up to 52% of the purchase price!
Bike It
Bike Security
The Gardai suggest you take a number of actions when
you get your new bike – these are simple steps to keep
your bike safe or to help you reclaim it, should you be
unlucky enough to have it stolen. They are:
 Take at least one distinguishing coloured photograph of
your bicycle.
 Keep a written record of the make, model and frame
number of the bike and any unique features that the
bike may have e.g. extra fittings, attachments,
markings etc.
Bike It!
• Register your bike frame with the Gardai – contact your
local station for more information.
• Remember to invest in a decent set of locks, no matter
what kind of bike you have! Use a heavy chain lock, or
a heavy U lock to lock the frame and both wheels to a
fixed stand, keeping the locks away from the ground.
• Choose high quality locks that are at least 10% of the
cost of your bike. Ask your local bike shop for locks
meeting the gold or silver standard equivalent of the
Sold Secure scheme.
http://www.soldsecure.com/about/
• Check out this short video on how and where to lock
your bike to deter thieves!
https://www.youtube.com/watch?v=VVd9-0HhsfA
Bike It!
• When you’re parking your bike, choose a well lit, secure
area, ideally near your entrance – and check opening/
closing times if applicable. Read more about cycle
parking facilities in our workplace.
• Partners – could your workplace run an event to
compile employees’ bike frame numbers to register
them with the Gardai?
Bike It!
Graphics from
http://www.garda.ie/Documents/User/Bicycle%20Theft%2
0Prevention.pdf
Bike it!
Cyclist’s gear – does your organisation have a pump,
bike repair kits, or lights to borrow? Include contact details
and where to find the equipment.
Bike maintenance engineers are on site… include details
of regular attendance, or if a visit could be arranged
subject to interest from (for example) 10 people. Include
contact details to book a place/ express interest.
Cycle Training – if you would like to refresh your bike
skills (e.g. how to take a left or right turn, road position
when cycling), please contact NAME. Classes will be
organised when XX people express an interest in a class.
Bike it!
For workplaces in Dublin, the Dublin Cycling Campaign
do a Cycle Buddies scheme, where an experienced cyclist
will cycle your route with you and guide you on the way.
http://www.dublincycling.ie/cycling/bike-buddy
New Wheels for €10!
If you’re working in Galway, Limerick, Cork or Dublin, you
might like to use the Coke Zero bike scheme to cycle part
of the way to work, see https://www.bikeshare.ie/ or
www.dublinbikes.ie
Bike it!
Need to Change?
If you need to change out of your walking clothes once you
get to site, you’ll find more information on facilities here
Information on anything else your workplace offers e.g.
• Bike fleet
• Bike club on site?
• Bike breakfasts
• National Bike Week activities
Cycle Safety Tips
If it’s been a while since you’ve been out on your bike,
don’t worry! We all started off keen and eager with our
stabilisers when we were small, and you’ll find it’ll all come
back, like riding a bike!
Before you get on your bike, do an ‘M’ check to see it’s in
comfortable working order. M Check Graphic available
from https://www.smartertravelworkplaces.ie/wpcontent/uploads/2013/03/Version-for-Website.pdf
Cycle Safety Tips
Once you’re happy that your bike is set up for you and
your brakes etc. are in good working order, start off small
with some trips around your neighbourhood to get used to
your bike again. When you’re ready for a longer trip, or to
interact with traffic, plan a route or a time where there will
be fewer cars and hills, so you have time to build up your
fitness.
Remember that as a road user, you must obey the rules of
the road!
Cycle Safety Tips
Cyclists in Cork, Galway, the Greater Dublin Area, Limerick
and Waterford can use the Transport for Ireland Cycle
Planner (https://www.transportforireland.ie/walkingcycling/about-dublin-cycle-planner/ ) to help to plan
routes that avoid roads with heavy traffic or difficult turns
at busy junctions. You can download the Cycle Planner app
for iPhone or Android in your app store.
You’ll find lots of useful tips on getting started, interacting
with traffic, and how to kit yourself out (helmet, lights
etc.) in the Road Safety Authority’s Cycle Safety Booklet.
https://www.smartertravelworkplaces.ie/wpcontent/uploads/2013/03/Cycle-Safety-A5-v4.pdf
Walking/ Cycling Facilities
Cycle parking/ Changing Facilities/ Lockers/
Showers:
Partner to fill in:
•
•
•
•
•
Where is it?
If facilities are locked, how does an employee gain access?
Are there opening/ closing times?
Who to contact for keys/ access?
Are there any other facilities e.g. towel laundry, hair dryers,
iron/ ironing board etc.?
• When are facilities cleaned?
• Applicable policies e.g. no personal items to be stored in the
shower or they will be removed and disposed of.
• Who to contact for more information or to report a
maintenance problem
Cycle to Work Scheme
• If your bike has seen better days, or if it’s not suitable for
commuting, you can even look into getting a shiny new tax-free
bike and equipment to set you up for your cycle. You could save
up to 52% of the purchase price!
• Under the scheme employers can pay for bicycles and bicycle
equipment for their employees and the employee pays back
through a salary sacrifice arrangement of up to 12 months. The
employee is not liable for tax, PRSI or the Universal Social
Charge on their repayments.
• Employees can access the scheme once every five years, so make
sure you buy all of your equipment (e.g. lights, lock, helmet,
raingear) at the same time as you get your bike.
• There is a limit of €1,000 on the amount that can be spent (this
includes bicycles, safety equipment and delivery charges). If you
spend more than this limit you are liable for a benefit-in-kind
income tax charge.
Cycle to Work Scheme
When you’re choosing your bike, bear in mind:
• The type of bike you’re buying – some are better suited
for racing or mountain biking, some are better for
commuting. Make sure you pick a bike that is
comfortable, fit for purpose and allows you to look
around and over your shoulder easily in traffic.
• The size of the frame – is it comfortable for you to sit
on and to cycle?
• What else will you need for your journey?! When you’re
accessing the Cycle to Work scheme, consider getting
good quality locks, lights, a bell, a carrier/ pannier bags
and waterproofs.
Cycle to Work Scheme
• When you’re choosing a helmet, make sure it complies
with (at least!) basic safety standards.
• Your helmet should be the right size and fit, and not
obscure vision in any way.
• Straps should be close fitting, forming a V shape around
the ear, but not too tight – no more than two fingers
between the chin strap and your chin
Cycle to Work Scheme
Read more about the Cycle to Work scheme on Revenue’s
website
http://www.revenue.ie/en/business/paye/guide/employers
-guide-paye-definition.html#section6.6 or on the Citizens
Information Board website
http://www.citizensinformation.ie/en/money_and_tax/tax/
income_tax_credits_and_reliefs/cycle_to_work_scheme.ht
ml
Partner to fill in:
• Who to contact for more information in your own organisation
• When is scheme open in your workplace?
• What bike shops are included?
• Are there bike displays on site at any time during the year?
• Application forms to download
Public Transport
The public transport network in Ireland is more
comprehensive than you might think, and with
Buses, DART, Luas and Rail, it can be faster and more
reliable than travelling by car in the rush hour or for
meetings.
Summary of public transport routes serving your site e.g.
bus numbers, approximate walking distance to stops/ train
stations.
Did you know XX% of workplace name’s employees
take public transport to work on a regular basis? XX%
use the bus/ train on an occasional basis! Take figures
from your most recent travel survey
Public Transport
You can explore your public transport options on the
commute using the National Journey Planner online
(www.nationaltransport.ie/walk-cycle-planner.html) or as
an app for Windows, Android and iPhone
Does your workplace have a leap card for employees to
borrow for business trips? If so, include details.
Tax Saver and Leap
Regular public transport users can save money by using a
pre-paid Leap card (www.leapcard.ie) for occasional trips,
or a TaxSaver/ Travel Pass ticket for those commuting by
public transport on a regular basis.
Tax saver/ Travel Pass ticket users could save up to 52%
of the price of your ticket! Work out the potential savings
on www.taxsaver.ie (for public operators). Contact private
operators directly for details of their tickets.
Tax Saver and Leap
For information on buying a Tax Saver ticket, contact
(Partner to indicate internal contact for tickets).
You can read more about the Tax Saver/ Travel Pass
scheme on the Citizen’s Information Board website
http://www.citizensinformation.ie/en/travel_and_recreatio
n/public_transport/public_transport_commuter_tickets_an
d_tax.html
Visitors
If you have a visitor coming to site, please let them know about
their travel options in advance e.g.
• Walking – distance to transport hubs or key landmarks
• Visitors cycle parking – location and who to contact to access
parking
• Details of the closest public transport services – If you are in
a location with Real Time Passenger Information, give your
visitor the relevant stop numbers and a link to the National
Transport Authority Real Time information
http://www.transportforireland.ie/real-time/real-time-ireland/
• Give all visitors a link to the National Journey Planner so they
can explore travel options by all modes.
https://www.transportforireland.ie/journey-planner/aboutjourney-planner/
• Car parking – include information on parking facilities for
visitors, where relevant.
Carsharing
Carsharing is also known as lift-sharing, car-pooling or ridesharing. Carsharing allows drivers to share journeys they would
otherwise have driven alone, and gives passengers access to a
lift for times when walking, cycling or public transport are not
viable options. Car sharing on the commute can:
• Save you money, where the driver and the passenger share
the costs of commuting, parking and tolls.
• Reduce your carbon footprint, as it’s much more energy
efficient than driving a car alone.
• Reduce stress - Being a passenger in a car can be less
stressful than driving every day.
• Be sociable - Carsharing can be a nice way of getting to know
new people in your workplace
• Reduce congestion - Using a car together means fewer singleoccupant cars on the road.
Carsharing
You can sign up for (workplace name)’s private Carsharing group
at www.Carsharing.ie (include your group’s URL if possible)
Partner to include any policies your workplace has on Carsharing
Does your workplace have carsharer’s parking or any other
supports/ promotions e.g. guaranteed ride home scheme, prize
draws etc.
Who to contact internally for more information?
Car Parking
• Outline relevant policy and facilities e.g. on-street paid
parking
• Driving for work – any policies in place, or where to find
out more information on them
Taxis
Partner to add in information on:
• Local taxi ranks
• Local taxi company details
Remember you can use the Transport for Ireland Taxi Driver
Check (http://www.transportforireland.ie/taxi/taxi-driver-check/)
to verify that the vehicle that you are about to hire has been
correctly registered and that the driver has the appropriate
licence to operate the vehicle. There is also the facility to email a
friend with trip details. You can download the app free from
the Apple App store or Google Play store.
Estimate your taxi fare in advance.
http://www.transportforireland.ie/taxi/taxi-fare-estimator/
Video/ Tele Conferencing
Have you ever thought about using technology to reduce
your travel costs or time spent on the road?!
For example, video-conferencing instead of travelling to
meetings can mean avoiding traffic and long days. Online
resources and apps can help you plan your journey, using
the fastest or most direct routes. Or you can set up a
‘home office’ for days when your work schedule allows you
to work from home.
Video/ Tele Conferencing
Partner to include information on:
• Facilities – is tele or video conferencing available in your
workplace?
• Location – where can facilities be found?
• Training – how can employees learn how to use
equipment or set up calls?
• Tips for teleconferencing
• Trouble shooting – who to contact in your workplace to
set up a call or to assist once live? Where are
instructions for setting up calls etc. to be found?
Video Conferencing Tips
When video (or tele) conferencing, there are many things you can do to –
or not do – to ensure a great virtual meeting.
1. Give and take — questions and answers — are the bedrock of
communication. In a video conference, you are hampered by not having
everyone in front of you. This is especially apparent when you ask a
question, as it is sometimes difficult for your participants to know who
you are talking to. Make sure you say a person’s name at the beginning
of your question.
2. An issue specific to virtual meetings is the mute button. The
microphones pick up every noise. This includes side conversations,
rustling papers, moving chairs, etc.. Mute buttons are essential to having
a well-ordered and quiet meeting, and their use should be encouraged.
However, they can slow up Q&A sessions, especially impromptu ones.
When you ask someone a question, make sure you give them a few
seconds to respond. This allows them time to unmute themselves. Flag it
with attendees that Mute and Volume buttons are not the same thing!
Volume controls what an attendee can hear, where Mute will control the
background noise the attendee is making.
Video Conferencing Tips
3. Couch your questions to address the least amount of
responses. For example, don’t ask if everyone understands; ask
who doesn’t understand.
4. Video conferencing technology is hi-tech, but that just means
it will do what it is supposed to. Speak in a normal tone of voice.
Don’t worry, your colleagues will hear you.
If you can’t help but worry that people can’t hear you, test your
sound first. Get your participants to introduce themselves at the
beginning of the conference. Not only will this help break the ice,
but will also allow you to hear their volume and sound quality.
Video Conferencing Tips
5. It may feel counterintuitive, but you shouldn’t look very often
at the people on your screen, especially when you are addressing
them. The best place to look while speaking is directly into the
camera lens. Your participants will get the impression that you
are looking directly at them. This creates a more trustworthy,
congenial experience between them and you.
6. Movements are exaggerated on camera; to help you hit your
“mark,” use your mouse as your anchor point. Hold on to the
mouse naturally while setting up your camera. Then, as you
move back and forth pay attention to how far your arm bends or
straightens. When you’re live, you’ll be able to keep yourself
seen.
Video Conferencing Tips
7. When creating presentation materials such as agendas, charts,
Power Point presentations, etc.. use large fonts to compensate
for best results. Avoid fonts that are smaller than 14pt. Courier
can be difficult to see.
8. Your clothes can say a lot on screen! To provide the best view
of you, try to dress in light pastels and muted colours. Bright,
loud colours can make your skin tone look strange on screen.
Busy patterns are something to avoid too.
Video Conferencing Tips
9. While your clothes are telling your participants about you, so
is the spot that you chose to do your conference from. Other
than the obvious point that what you have on your desk and
behind you will make impressions on your participants and they
can also be detrimental to your video quality. Try to have a clean
or bare background with a neutral colour. Keep all camera-visible
areas neat and decluttered. Not only will you look better on
screen, it says something about how you work.
10. Just like a “live” meeting, appoint a meeting facilitator, send
agenda and materials ahead of time and set clear objectives
regarding what will be accomplished in the session and
communicate them to participants.
Graphics
Mode Icons
Mode Icons
Carsharing.ie logo
Transport for Ireland Cycle
Planner icon
Use the Cycle Planner to Plan Your
Route! Beginner/advanced/avoid
hills options
Transport for Ireland Real Time
icon
Find out in REAL TIME when your
bus or train is due
Transport for Ireland National
Journey Planner
Transport for Ireland Taxi
Driver Check icon
Check your taxi has been
registered & email to a friend
Partner Sites
To follow are slides from a selection of our Partners so you
can see how they promote more sustainable travel modes
to their sites.
If you would like your site to be included, please let me
know! Arlene.finn@nationaltransport.ie
https://www.nationaltransp
ort.ie/contact-us/find-us/
KPMG – Intranet Site, not publicly
accessible
https://www.maynoothunivers
ity.ie/location/travelling-bus
http://www.ucc.ie/en/build
/commuting/carsharing/
http://www.ul.ie/buildings/
travel/cycling
http://www.itb.ie/Location/
howtogetthere.html
http://www.stjames.ie/Visit
ors/Gettinghere/
http://www.gaa.ie/journeyplanner/