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Cycle to Work Guarantee: An employer’s guide

Executive summaryThe business caseFrequently asked questions:Department for TransportPledge one - storingPledge two - changingPledge three - buyingPledge four - repairingPledge five - inspiringUseful organisations

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Contents

cycle to work guarantee – www.cycletoworkguarantee.org.uk

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Executive summaryMobilising businesses for Good

1 Statistics from: DfT’s Carbon Pathway Analysis. www.dft.gov.uk/pgr/sustainable/analysis.pdf 2 Obesity General Information, Department of Health. www.dh.gov.uk/en/Publichealth/Healthimprovement/Obesity/DH_078098 (Dec 2009)3 Cycling England. Cycling Demonstration Towns: results from first three years, 2009. www.dft.gov.uk/cyclingengland/cycling-cities-towns/results/ (Dec 2009)4 Transport for London. Mayor challenges London to get cycling, 2009. www.tfl.gov.uk/corporate/media/newscentre/archive/11900.aspx (Dec 2009)

As many commuters have already found, going by bike is often the quickest and the most reliable transport mode for short journeys and in urban areas, as it is largely unaffected by rush hour traffic.

The Department for Transport has developed the Cycle to Work Guarantee to help overcome some of the barriers to getting more people cycling to work. The Guarantee requires businesses to commit to providing the following five facilities to their employees:

Storing: Secure, safe, and accessible bike parking facilities for all staff who want them.Changing: Good quality changing and locker facilities for all staff who want them.Buying: Offset the cost of cycling equipment and save on the tax through the ‘Cycle to Work scheme’.Repairing: Bike repair for cyclists on or near site.Inspiring: Training, reward and incentive programmes to achieve targets for more cycling.

Cycling reduces road congestion, cuts carbon and improves the health and productivity of the working population. Encouraging more people to get on their bikes and cycling to work is a win-win solution that has the potential to make a hugely important contribution towards pressing dilemmas facing both people and the planet.

Nearly a quarter of all car trips are made by people getting to and from work. 37% of CO2 emissions from transport are from business travel, of which nearly a quarter (24%) relates to commuting and 13% to business travel. Over 85% of commuter cars have the driver as the only occupant and many will be driving journeys of less than five miles that could easily be cycled. The cost of congestion to the economy and business is estimated to run into billions of pounds per year in lost working time and delays.1

Obesity is another threat to the health of the nation and economy. In 2007, 60% of the adult population in the UK was classified overweight, of these 24% were obese. It is predicted that if no action is taken, 60% of men, 50% of women and 25% of children will be obese by 2050.2

The good news is that in many urban areas cycling already is an increasingly popular and viable option for commuters. Between 2005 and 2009 cycling increased 27% in six cycling demonstration towns across England3 and in London, cycle journeys have gone up by 107% since 2000.4

the Outcomes

38 Organisations and 250 departments registered.914 people participated – 310 of whom were ‘non-cyclists’ .49,190 miles were cycled – the equivalent of cycling twice around the world.5,407 cycle trips, 65% were for transport purposes saving 15,174 kg of CO2.

Three months after the event, over half (55%) of the respondents who reported they hadn’t ridden a bike in more than a year before the Challenge, were classed as either occasional or regular cyclists. At the end of the Challenge period, 20% of former non-cyclists were regularly cycling to work each week.

www.getmorepeoplecycling.com

The problem

One of the most effective ways to encourage more people to cycle is to get them to experience what it is actually like to ride a bike. Giving people a fun 10 minute cycling experience quickly breaks down negative feelings towards cycling and replaces them with new, positive attitudes: “Cycling isn’t as scary or as hard as I thought. It’s actually quite easy to ride a bike, and it’s fun!”.

The solution

The Swindon Workplace Cycle Challenge was the UK pilot of a CTC Challenge for Change programme. Run over two weeks in July 2008, it involved 38 organisations, and the departments within them, competing to see who could encourage the most staff to ride a bike for 10 minutes or more. Winners for each size category won an award.

The primary target audience was non-cyclists and the aim was to get 200 non-cyclists to get back on a bike and give it a go.

case study: The Swindon Workplace Cycle Challenge


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Signing up to the Guarantee is great way for businesses to show they are committed to helping develop a healthier, fitter and more productive workforce. Widespread adoption of the Guarantee could enable a dramatic step change in the way people travel into work.

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Productivity A serotonin-inducing ride to work makes people more alert when they get to their desks and the ride home helps employees wind down. This is one of the key reasons why cycling to work is linked to greater productivity in the workplace and is an effective way to increase the overall emotional wellbeing of your staff.

PunctualityA key benefit for both businesses and employees is that cycling to work helps staff avoid being at the mercy of public transport delays or traffic jams. A study in 2008 found that inner city motorists in the UK remain stationary for up to half of their morning rush-hour journey.12 As a result, staff who cycle are more punctual and accurate in predicting their arrival times and in most cases will be the fastest door to door mode of transport in urban areas.

Carbon and local impactsNearly a quarter of carbon emissions from travel in the UK are from people getting to and from work, whereas cycling is a pollution-free, environmentally sustainable mode of transport, making negligible contributions to congestion. Actively encouraging more employees to cycle to work can significantly reduce the carbon impact of businesses and sends a visible message to your employees of your commitment to carbon reduction.

“No matter what the size of your company the benefits of actively encouraging and promoting healthy behaviours amongst your employees are manifold… we believe that the Department for Transport’s Cycle to Work Guarantee is an innovative, cost effective and environmentally friendly way of encouraging the Nation to become more physically active.”Shaun MatisonnChief Executive, PruHealth

5 Cavill, N & Dr Davis, A. Cycling and Health, 2007, Cycling England, p.7. www.spokes.nhs.uk/documents/cycling_and_health.pdf6 Department for Transport. Cycling for Better Health. Traffic Advisory Leaflet 12/99. www.dft.gov.uk/adobepdf/165240/244921/244924/TAL_12-991.pdf7 Cavill, N & Dr Davis, A. Cycling and Health, 2007, Cycling England, p.7. www.spokes.nhs.uk/documents/cycling_and_health.pdf8 Health and Safety Executive. 2007. www.hse.gov.uk/press/2007/c07021.htm (Dec 2009)9 BBC. 2000. Commuting is ‘biggest stress’. http://news.bbc.co.uk/1/hi/health/999961.stm (Dec 2009)10 Knowledge for Business. 2009. Netherlands Research. www.vcl.li/bilder/518.pdf11 Valuing the Benefits of cycling, 2007. www.dft.gov.uk/cyclingengland/site/wp-content/uploads/2008/08/valuing-the-benefits-of-cycling-full.pdf12 Citroen research. 2008. Taken from www.totallymotor.co.uk/news/acessories-and-finance/accident-and-repair/rush-hour-standstill-times-increase-$1234789.htm (Dec 2009)

There are many tangible benefits of more people cycling to work, more often. These benefits are to the cyclist, the local environment and to businesses. Welcoming cycling also illustrates to staff and customers that an organisation is taking responsibility for their environmental impacts as well as investing in the health and wellbeing of their staff.

Physical healthThe Government recommends that everyone should take part in some mild to moderate physical activity for at least 30 minutes, five times a week; a timetable that fits conveniently into a commuting cycle journey. This activity can significantly reduce the risk of serious health conditions such as heart disease, high blood pressure, obesity and the most common form of diabetes.5

A study carried out for the Department for Transport in 1999 found that “even a small amount of cycling can lead to significant gains in fitness”. The study found that fitness was boosted by 11% after just six weeks of cycling ‘short distances’ four times a week.6

Mental healthCycling has a positive effect on the mind as well as the body. It has been demonstrated to improve levels of well-being, self-confidence and tolerance to stress while reducing tiredness, difficulties with sleep and a range of medical symptoms.7

Stress related illness costs businesses 14 million working days a year8 and commuting travel is itself one of the biggest sources of stress.9 Whereas, employees regularly cycling to work are proven to take fewer days off sick per year10 and a study has estimated that a 20% increase in cycling by 2015 would save around £87 million through reduced absence from work.11


Business case0706

Proactive management of employees’ physical and mental health has important business benefits including: reduction of sickness absence; greater staff engagement and productivity; reduced staff turnover, and lower recruitment costs.

Frequently asked questionsDepartment for Transport

Can I still sign up to the Guarantee even if my organisation has yet to develop cycling facilities for staff?If you want to become a cycle friendly organisation then yes, absolutely. Signing the guarantee means that you are committed to becoming a more cycle friendly employers. It sets out a vision of what you are committed to developing within your organisation, over time.

How is it going to be enforced?This is a voluntary commitment. Organisations that sign up to the Guarantee will be listed on the National Business Travel Network website, so employees can see if their employer is aiming to become more cycle friendly. We envisage that it will be up to employees to voice their opinions to their employers as to whether they are working successfully towards implementing the Guarantee.

What is the government doing to encourage cycling?We are already investing £140m over three years in a range of measures to support cycling, in addition to the investment made by our local authority partners. We have 18 cycling cities and towns, we have established a new standard for cycle training and are funding infrastructure to ensure that people can cycle in safety.

But as a quarter of car trips are made going to work, we are only going to see substantial increases in cycling if we work together with a whole range of stakeholders to make this happen, with employers being well placed to have a significant impact on how employees can make their journeys into work.

© DfT Crown copyright 2009

Why are employers being encouraged to make it easier for employees to cycle into work?We know there are often barriers for employees who would like to cycle to work. And these barriers can often only be addressed by employers themselves.

For example, some people may not cycle to work because there is nowhere for them to shower and change, or securely lock up their bike.

By putting a series of simple, relatively low cost measures into place, employers could help make cycling an attractive, viable option for travelling into work.

What exactly would signing the Guarantee mean?By signing this voluntary guarantee you would be signalling your intention to become a cycle friendly employer, and making a commitment to overcome barriers that might prevent staff who want to cycle to work from doing so.

It is a sign of your commitment to encouraging cycling in your workforce wherever possible.

It is making a statement to your employees that you want to make it easy for them to cycle to work and lets them know what they will be able to expect from you to enable them to cycle.

Organisations that sign up the Guarantee will be listed on the National Business Travel Network website, so employees can see if their employers offer the guarantee.

The ‘Cycle to Work Guarantee’ Scheme reflects the proactive approach that we at May Gurney have taken through our Travel Planning over the past two years, to encourage our staff to cycle to and at work; to reduce carbon emissions, improve their health and to help reduce pressure on local roads and car parks.Philip Fellowes-PrynneChief Executive of May Gurney Limited


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Pledge one: storingSecure, safe, and accessible bike parking

facilities for all staff who want them

More informationNot sure about the most suitable type of cycle parking for your organisation? Cycling England website has information on ‘Engineering and Planning’ (www.dft.gov.uk/cyclingengland). Also, find out more about the types of cycle parking and indicative costs in cycle parking guides from Transport for London (Workplace cycle parking guide - www.tfl.gov.uk), or one from Bedfordshire County Council (www.bedfordshire.gov.uk/resources).

13 Department for Transport, 2002. Making travel plans work: lessons from UK case studies. www.dft.gov.uk/pgr/sustainable/travelplans/work/essentialguide.pdf14 Transport for London. 2006. Cycle Parking Guide. www.tfl.gov.uk/assets/downloads/businessandpartners/Workplace-Cycle-Parking-Guide.pdf15 Department for Transport, 2002. Making travel plans work: lessons from UK case studies.p.5. www.dft.gov.uk/pgr/sustainable/travelplans/work/ngtravelplansworklessons5783.pdf

Why is it important?

Providing somewhere safe, secure and accessible for staff to leave their bikes at work is the first step to becoming a cycle-friendly employer.

Well designed and convenient bike parking facilities, near the entrance to a building, also provides a message to all staff and customers that cycling is welcomed in the organisation.

What does it involve?

For employers who are looking to install cycle parking, it is important that the site:

Is easy to access. Cycle parking should be easy to find, well signed, and easily accessible from a building entrance. The location should also be chosen to allow cyclists to safely join, or exit from, the local road network.

Is a secure design and safe location. Stands should be designed to allow both wheels and frames to be locked to something immovable. Ideally the stands should be covered and protected from the weather. Staff using the stands should not feel that their personal security is at risk and so they should be situated where there is ‘natural’ surveillance from passers-by or the area is overlooked. If this isn’t available, it may require installation of CCTV and/or additional lighting.

Has enough capacity. Organisations should have enough racks for all the bicycles any time

of the day, and spare capacity for new cyclists. There also needs to be enough space to allow easy access to lock and unlock bikes.

Problem solving

Lack of spaceIt can be difficult to find space for bicycle parking, especially in city centre locations. Some ideas are below:

Reallocating car parking. Some businesses have been able to re-designate car parking spaces to provide cycle parking. Over 10 bikes can be parked in the same space taken up by one car.13

Using storage spaces. Many offices and commercial premises have storage spaces inside buildings for goods or materials. Part of these can often be converted to store bikes. One gym for example used a hanging bike system in their existing loading bay.

Higher density parking. If there is a need to provide extra parking but no extra space, two-tier stand systems can provide extra spaces without taking up more ground area.

On-street parking. If there are no available areas for cycle parking on-site, contact your Local Authority about installing public cycle parking close to your location. Local authorities have funding allocated yearly for small-scale transport schemes, including improved on-street cycle parking.

Cost to businesses For businesses without storage facilities for cycles there will be a cost associated with purchasing and installing cycle parking. Transport for London give indicative figures of buying and installing cycle parking from between a few hundred to a few thousand pounds depending on the design chosen.14 Options for covering costs include:

Local Authority Grants. Many local authorities provide grants to cover some of the costs of installing cycle parking. For example ‘Take a Stand’ run by TfL can provide employers with free cycle stands. Businesses should contact the cycling officer at their Local Authority to find out more.

Car parking subsidy. Businesses may already be providing subsidies to car drivers who park at work. The annual cost of running a car parking space is estimated at between £300-500.15 Providing cycle parking will be considerably cheaper per employee. If employees are being charged for car parking on site, funds raised through this could be allocated to improving cycle facilities and storage to encourage more people to cycle.

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Additional cycle parking across the campus, with further secure cycle parking compounds (in locked units) allocated solely for the use of students.Improvements to shower and changing facilities in some campus buildings.New sign-posted University cycle route to the city centre via the towpath beside the Lancaster Canal.Initiatives and freebies such as Cycle Challenge Events, Mass cycle rides to campus on University Cycle Days, Free ‘Dr. Bike’ services, police post-coding of bicycles and cycling promotional stands around the campus.Sale of cheap used reconditioned bicycles on campus to students through ‘GreenLancaster’.

the Outcomes

The proportion of students cycling and walking to Lancaster University has almost doubled in less than two years.

10% of students living off-campus now cycle to the University, up from just over 5% in 21 months. Student car use dropped by 4.8% between February 2006 and November 2007.

The proportion of staff cycling to work is one of the highest in Lancashire at just over 13% and fewer students and staff are now driving to the campus. 30% of postgraduate research students cycle as their main mode of travel.

Lancaster University is situated 2.5 miles south of Lancaster City centre and is the top university in North-West England. Sited on its own 1km long campus, the University has 11,000 students of which 40% live off-campus and over 2,500 staff. Lancaster is a Cycling Demonstration Town with good cycle links between the campus and the city.

The problem

The University was looking to expand but was already having difficulties in accommodating car parking demands from staff and students. The University adopted its Travel Plan in 2004 in which it made a commitment to reduce sole occupancy car use amongst students and staff, and increase numbers travelling by sustainable modes of transport.

The solution

The University introduced a very restrictive car parking policy for its students in 2006. This meant that students living on or close to campus did not generally qualify for a car parking permit.

The University also implemented a package of incentives to travel by other means. Having a full time travel coordinator in post ensured that time can be spent on arranging and implementing these initiatives, including:

case study: lancaster university

Cycling to work is an important issue for business – the more who do it, the more our communities will support it. Healthy and green, cycling is worthy of the support of every business in the land.16

Sir Digby JonesFormer Director General of the Confederation for British Industry (February 2006)


16 Quotes about cycling. http://quickrelease.tv/?p=486 (Acc. Dec 2009)

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Pledge two: changingGood quality changing and locker facilities

for all staff who want them

More informationSee Transport for London’s Workplace cycle parking guide (www.tfl.gov.uk)

17 West Berkshire Council. 2008. Cycling Advice and Standards for New Development. www.westberks.gov.uk/CHttpHandler.ashx?id=15239&p=0 (Dec 2009)


It is important to make cycling to work as convenient as possible for staff and this includes providing showers as well as sufficient changing and locker facilities.

Facilities for showering and changing are important to promote regular exercise in the workforce and can also be useful for employees who may walk or run to work, or who exercise during the day or in a lunch hour.


Three main facilities are required to support cycling employees:

Showers and changing rooms. For those cycling longer distances, being able to have a shower on arrival and change clothes can be very important. Businesses should consult with cycle users about the facilities they would value, but guidance suggests businesses aim for one shower per 50-100 employees and one per gender for every 50,000 square feet of office space.17

Storage for personal items. Providing lockers to store personal items such as clothing, towels, toiletries as well as cycle repair and safety equipment will make cycling more appealing. Lockers both reduce the number of items cyclists need to remember and the weight of what they carry with them. Installing lockers

also avoids creating mess in the workplace area. It is recommended that employers aim to provide a locker to each regular bicycle commuter.

Drying areas. Cyclists may also need an identified area for drying wet clothes or towels during the day to avoid storing damp clothing.

Problem solving

No existing facilities. Many buildings may already have showers or locker facilities that need to be made available to or adapted to meet the needs of cyclists. However, those without facilities may find it possible to adapt existing toilet facilities. Some businesses have converted lesser-used toilets into unisex showers, or one toilet cubicle into a shower and changing room.

Lack of space for lockers. Most cyclists will only need minimal space to store a few items and it may be possible to locate these lockers in a corridor areas, if wide enough, or in an existing storage space. Some employers supply towels and toiletries on-site which reduces the amount of storage space needed.

Cost to businesses. Providing shower facilities will have an initial cost, but it is worth noting that the benefits will be available to all employees, not just cyclists. Exact costs will vary considerably depending on the approach and existing facilities and some Local Authorities will provide match funding for the costs of installation.

Landlord approval. Much office space is rented, not owned, therefore it is likely that businesses will need agreement from a landlord to add new cycle facilities. A good business case is often needed to persuade landlords about the desirability of facilities for cyclists. Arguments might include avoiding health and safety risks, making the property more rentable, reducing the pressure on car parking and increasing the density of office space.


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These environmental commitments meant they were able to get senior level support and were provided with a dedicated budget to improve a range of facilities, including for cycling such as more cycle parking, showers and lockers, as well as a cycle centre. Activities and programmes included:

A Bike week in 2007, 2008, 2009, with free breakfasts, towels and events.A Drying Room and circa 60 dedicated cycle lockers.Free cycle training and a Cycle Users Group.

BSkyB also supported shifts in other transport modes by introducing: walk doctors and Podiatrists, a dedicated walking website, Motorcycle User Group, Advanced Rider Training for motorcyclists (IAM), dedicated car parking and valets for car sharers.

the Outcomes

The programme was started in 2007 and so far has achieved:

An increase of around 100 cyclists to the site. Up to 250 people now cycle to the site each day.Opening of a new cycle centre which is run by an external cycle supplier.Over 33 showers across the site – however a continuing challenge for the organisation is that existing shower facilities are not always where cyclists want them. Reduction of Single Occupancy Vehicle travel by 18% in 24 months.

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BSkyB is a leading entertainment and media company, whose primary products are Sky TV, broadband and Sky Talk. BSkyB employs approximately 12,000 people across the UK.

The problem

BSkyB’s main site in Osterley, West London, has poor public transport accessibility and many staff travel to work by car. As a growing company, BSkyB needed to apply for planning permission to expand the site. Part of the permission required them to produce a travel plan and reduce the level of car parking.

BSkyB needed to achieve a significant behaviour change away from cars to cycling and other more sustainable modes of travel. Though this was a challenge, they saw it as a huge opportunity to bring benefits to the business, contributing towards their environmental targets and running a more efficient site.

The solution

To achieve the level of change required (a 29% shift), a travel plan was developed and implemented. To ensure staff buy-in, BSkyB incorporated plans into their hugely successful CSR programme, ‘The Bigger Picture’, and their commitment to be the world’s first carbon neutral media company.


case study: BSkyB Travel Behavioural Change

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case studyThe Cambridge-based British Antarctic Survey (BAS) is a world leader of research into global environmental issues. With five Antarctic Research Stations, two Royal Research Ships, five aircraft and 420 staff, BAS undertakes an interdisciplinary research programme and plays an active and influential role in Antarctic affairs. A travel survey in October 2008 showed that 48.7% of BAS staff who took part in the survey cycle to work – the highest percentage across Cambridge. BAS Staff are motivated by their commitment to cut the environmental impact and carbon cost of their own travel. This is the clear link that they have made between the Survey’s science – i.e. connecting CO2 emissions and global warming by unlocking past climate records from within ice cores thousands of years old – and the impact of their personal travel choices. An active Bicycle Users Group, bike doctor maintenance sessions, a Bike-Budi scheme and seminars about Travel and Climate Change have all contributed towards this strong cycling culture at BAS.


Large upfront costs associated with buying a bike or cycle equipment can be a deterrent for people wanting to start cycling to work.

The Government offers a Cycle to Work scheme for employers to give their staff access to a bike. The leasing scheme can reduce the cost of a bike between 30% and 50% with savings on VAT, National Insurance and Income Tax.


Setting up internal procedures. Businesses will need to set up the finance, accounting treatment and HR procedures for the scheme which will require a good knowledge of employment law and the tax system. Therefore some companies choose to out-source implementation to a third-party company that may or may not be allied to a retail chain. See ‘More Information’ section on page 19 for websites that contain a list of possible schemes.

Staff engagement. Before putting a scheme in place it is important to do a full consultation with bicycle users and interested employees to scope the level of demand and design a scheme that works. Once initiated it is important to make staff aware of the scheme, what is involved and the implications for them. For example staff using a bike leased through the scheme to travel to work meetings, are unable to claim business mileage.

Identifying or partnering a retail organisation. For those not outsourcing the implementation of the Scheme, employees will have to purchase their bike from a retailer happy to participate in the scheme. Organisations will need to identify a retailer which best fits their business and geographical location.

Problem solving

Staff interest. Some companies may be concerned about level of interest from staff. Employers need to build a comprehensive understanding of the costs and benefits of the scheme for the business and staff that makes clear the following:

Potential cost savings for access to a bike of between 30-50%Bike to be used for commuting at least 50% of the timeImpact on salary and arrangements in case of theft or damageAgreements for purchasing the equipment at market value after the lease period. Typically this is a small proportion of the original cost plus VAT.

Employers may also want to: Conduct a staff survey to raise awareness and determine the level of interest for the schemeLink the scheme of initiatives to increase take-up such as cycle training

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Administration and internal resources. The scheme will require input from both the human resources and finance teams. The key cost for the business will therefore be in the administration, which will be similar to any other salary sacrifice scheme such as child care vouchers. As the organisation purchases the equipment, it is accepted by HMRC to be for a business purpose and therefore subject to the usual rules on VAT recovery.18

Pledge three: buyingOffset the cost of cycling equipment and save on

the tax through the ‘Cycle to Work scheme’

More informationImplementation guidanceGuidance for finance and human resources. Setting up a Cycle to Work Scheme. (www.dft.gov.uk/pgr/sustainable/cycling/cycletoworkguidance/pdf/518054)

Retailers and available schemesThe following websites have list of third party facilitator schemes that include those from the larger cycle retailers.

Bike for All (www.bikeforall.net/content/cycle_to_work_scheme.php)Why Cycle (www.whycycle.co.uk/buying_your_bike/cycle_to_work_schemes)

18 Department For Transport. 2009. Cycle to Work Scheme Implementation Guidance. www.dft.gov.uk/pgr/sustainable/cycling/cycletoworkguidance/pdf/518054/ cycle to work guarantee – www.cycletoworkguarantee.org.uk

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The Agency have a ‘Cycle to Work Scheme’ to give employees access to bikes and 90 people have so far used the scheme. ‘Bike Pools’ are also available at 5 sites.They offer a cycle rate of 20p per mile for business travel and supply all cyclists with free repair kits, pumps, rucksacks and cycle glasses.All office locations have changing facilities and the majority of main offices have drying rooms available.

the Outcomes

Approximately 8 -10% of staff cycle to work in the main office locations.

The Agency are hoping to meet the Cycle Guarantee in full within the next 12 months, and will be looking to have:

In locations without drying facilities, the Agency are looking either to install drying rooms (at approx. £500 per location) or in two cases will be specifying better facilities for cyclists during office relocations.Bike Pools, Buddy systems and Bicycle User Groups at every location.Cycle Insurance and Free Bikeability training for all staff.Time allowance rewards – to allow for lost time changing and showering once at work.

The Highways Agency is responsible for the operation and stewardship of the strategic road network of motorways and major trunk roads in England. They look to manage traffic in order to improve safety, journey time reliability, and minimise the impact on the environment.

The Highways Agency has approximately 3,700 employees divided into 8 office locations, 6 Regional Control Centres and the National Traffic Control Centres.

The problem

The Highways Agency’s National Travel Plan aims to encourage and enable staff to adopt sustainable travel behaviour and reduce carbon dioxide emissions by 15% by 2010/11. The Business Plan highlights a target for reducing the carbon dioxide emissions by 5% from the main Highways Agency offices and administrative business travel. They are anticipating there will also be business benefits from by encouraging staff to be healthier and reducing sickness absence in the workplace.

The solution

To help achieve this, Local Travel Plans and dedicated coordinators are in place for all offices and outstations with over 50 staff. They have also signed up to the Cycle to Work Guarantee.


case study: the highways agency

What is the best thing about being a cyclist?19

“The sense of freedom… the fresh air, the exercise, the sound of the tyres and the wind in your face.” Paul Smith, Designer

“Flexibility, health and immunity to traffic jams.“ Dermot Murnaghan, Sky News presenter

“The freedom and self-sufficiency. No fuel, no time-tables, guaranteed arrival times.” Tony Jupiter, Environmental Campaigner

19 All quotes from the London Cyclist Magazine, produced by the London Cycle Campaign. Issues June/July 2007, April/May 08, June/July 2008

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Repairs are an everyday part of cycling. Having cycle repair available at work encourages staff to stay safe through regular bike servicing and maintenance. On-site facilities can also help reduce the weight of equipment cyclists take with them on their daily commute.

40% of households own bikes but only a small proportion use them regularly. Repair facilities will also help persuade staff with unused bikes to get them repaired and start cycling again safely, for leisure or for work.


On site resources. Purchasing and maintaining basic tools and repair facilities for use on-site can be an effective way of keeping employees cycling safely and encourage others to start. Some companies may wish to purchase a manual on cycle maintenance, organise regular maintenance sessions for cyclists or encourage those with more experience to share their knowledge and skills.

Partnering with local cycle shops. Businesses could also look to work with a local cycle shop and benefit from on-site services they might offer. For example, some cycle shops offer free ‘Dr Bike’ sessions for employers in the area, carrying out basic maintenance checks. Businesses could also negotiate special rates or discounts on equipment for their employees.

Larger organisations may choose to partner with a local retailer to staff an on-site shop for cyclists.

Problem solving

What to provide? Businesses may be unsure what it is best to purchase and provide for their staff. Local cycle shops can give examples of toolkits and information about key pieces of equipment. Businesses might also want to consult staff about what equipment they would value.

Keeping the kit intact. If you are providing a toolkit at work, ensure that the tools are clearly labelled as company property and that you have a system for loaning out equipment. This will stop the tools being taken away and lost.

Pledge four: repairingBike repair for cyclists on or near site

More informationDr Bike are sessions where trained mechanics or enthusiasts perform health checks, basic repairs and give advice to bike owners at events and workplaces. These sessions are often free or low-cost. To find a Dr Bike in your area, contact your local bike shop or Local Authority cycling officer.

For more information about fixing bicycles read: Cycle Maintenance by London Cycling Campaign available online at:www.lcc.org.uk/documents/Maintenance.pdf


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the Outcomes

Cycling has been put at the heart of staff benefits, healthy living and GSK’s contribution to reducing CO2 emissions and improving the environment. Through a consistent approach to cycling, partnering with others, such as WiZZBiKE and Cyclescheme, GSK has set themselves up as an exemplar of what can be achieved by business:

The number of registered cyclists commuting to work increased by 70% in the first year. Two years in, 15% of staff are now registered cyclists out of a total 3200 staff. Pressure on car-parking is reduced – the percentage of staff driving alone dropped from 63% to 56% between 2007 and 2009.

GlaxoSmithKline (GSK) – is one of the world’s leading research-based pharmaceutical and healthcare companies.

The problem

GSK has been promoting cycling provision at their global headquarters in Brentford since 2002, achieving a rise from 2% to 5% registered cycle commuters through of high quality cycle facilities and a ‘Bike Miles’ scheme. However, GSK wanted a step-change in cycle usage at their site.

The solution

GSK partnered with WiZZBiKE, a local business specialising in corporate cycling provision to establish on-site a cycle information and advice centre, shop, and fully equipped cycle workshop. They also upgraded their existing facilities for cyclists, provided training, a buddy scheme, introduced loan bikes and reinvigorated the Cycle User Group. Particular efforts were made to provide training to encourage new and women cyclists, with considerable success. A total of seventeen female staff were trained during the Summer and Autumn of 2009.

One of many examples of how an on-site service can make a huge difference: “Just a quick note to say thanks for getting the WiZZBiKE team on-site. Last Thursday they rescued me when I found that my bike had a puncture at the end of the day. I was in a rush to get home for child care. But the team saved the day and fixed it in 10 mins.”

case study: Glaxosmithkline


You always know when you’re going to arrive. If you go by car, you don’t. Apart from anything else, I prefer cycling. It puts you in a good mood, I find.20

Alan BennettPlaywright

20 Quotes about cycling. Reported in the Boston Globe, June 2006. http://quickrelease.tv/?p=486 (Acc. Dec 2009)

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Businesses may have fantastic facilities for cycling, but changing people’s travel behaviour can be difficult. Persistent and consistent messages encouraging cycling and discouraging less sustainable modes will help to increase the numbers of staff cycling to work.

Employers should think creatively about what programmes and incentives will encourage people to take that first cycle journey, and to keep on cycling.


There are many ways in which organisations can support cyclists and encourage staff to change their transport habits and behaviour.

To see what you can do, see checklist overleaf on page 27.

Pledge five: inspiringTraining, reward and incentive programmes to

achieve targets for more cycling


27

Provide a 20p mileage allowance for cycling on business journeys

Provide free breakfasts for work cyclists

Host a modal challenge

Put in place a ‘buddy’ system

Found a Bicycle Users Group (BUG) to lead on workplace initiatives

Nominate a cycle champion

Induction training

Giving rewards for each work cycle journey

Set up a cycle challenge

Provide pool bikes

Provide free cycle training

Provide useful information and guides

Employers can pay up to 20 pence per mile tax free to employees who use their own cycles for business travel.

An employer can provide a free meal or refreshments up to six times a year on a designated ‘cycle to work’ day. The costs of these breakfasts are tax deductable.

Demonstrate the benefits of cycling and sustainable modes by setting up a workplace challenge for different transport modes covering the same journey across a town or city. Over short distances, the cyclist always performs well.

Buddy schemes can be useful to encourage new cyclists. Pair up an experienced cyclist as a guide to new bicycle users, giving tips and showing them the best routes to work.

It can be useful to have a forum for current and potential cyclists to learn from each other. BUGs can also generate ideas for making your workplace even more cycle-friendly.

Encourage a senior staff member who cycles to take on the role of inspiring others in the organisation.

Include cycling information as part of the staff induction. People are more likely to take up new transport habits when they are changing jobs or work locations.

Some companies provide benefit payments for each day cycled, such as the accumulation of daily tokens that can be redeemed in local cycling shops, or extra holiday allowance. This can be run in conjunction with incentives for all other sustainable modes of commuting.

Put together a prize draw for cyclists in which each cycle journey to, from and for work gets a prize draw ticket. The more you cycle the more likely you are to win.

Pool bikes can prove handy if, for example, you have several fairly close sites, or if staff lunchtime trips to the shops are slightly further than convenient walking distance.

Employers should contact their Local Authority cycling officers about offering training. Many offer free or low cost training for those who are interested in cycling, but don’t feel confident and/or safe while driving on the busy streets

Provide cycle maps at work and to new employees can be useful to get people thinking about their journeys to work. See www.cycletoworkguarantee.org.uk new employee toolkit and guidance about providing tips and local information for cyclists and potential cyclists.

What you can do How it can help

26

Problem solving

Cycle infrastructure. Lack of safe cycle routes to your site can be a barrier to cycling. If this is the case you should contact your Local Authority cycling officer, potentially in conjunction with other local businesses, to assess which of the key obstacles might be soluble, either within their budget or with a contribution from your company.

Safety concerns. Often the biggest issue for potential cyclists are concerns about safety. “The idea of cycling on busy roads frightens me.” Cycling can be very safe if the cyclist is trained to be aware and avoid hazards. Training is an important way to tackle concerns. It has also been found that the more people who cycle, the safer it is on the roads for cyclists and pedestrians, so there is safety in numbers.21

Organisational culture. Achieving cultural change in an organisation is all about leadership and leading by example. The more people are seen to commute by bike, the more ‘normal’ the transport mode will become. It can be particularly effective if senior managers can be persuaded to lead by example and start cycling to work.

Getting messages across. Different types of people will respond to different types of messages. For some people, being green may be less interesting than saving money or saving time. It is important to know your audience and tailor your messages towards them. See “more information” for a toolkit on promoting physical activity.

More informationTravel planning: The Essential Guide to travel planning provides information and advice on how to plan travel to and from work. (www.dft.gov.uk/pgr/sustainable/travelplans/work/essentialguide.pdf)

Mileage allowance for cyclists: HM Revenue and Customs: Rates and Allowances – Travel. (www.hmrc.gov.uk/rates/travel.htm)

Free cyclist breakfasts: HM Revenue and Customs: Exemption for bicycles and cyclists’ meals or refreshments. (www.hmrc.gov.uk/MANUALS/eimanual/EIM21664.htm)

Cycle training: Cycling is healthy and fun but it’s necessary to learn how to do it safely. (www.bikeability.org.uk)

Promoting physical activity: An online guide to tailoring communications to different audiences.(www.promotingactivitytoolkit.com)

21 CTC. Safety in Numbers. 2009. www.ctc.org.uk/resources/Campaigns/CTC_Safety_in_Numbers.pdf cycle to work guarantee – www.cycletoworkguarantee.org.uk

case study: forster

Forster is a PR agency with around 50 staff based in central London. Most of the business travel was to meetings of no more than 5 miles away, while a significant proportion of staff lived within 10 miles of the office.

The problem

The company wanted to encourage their staff to commute by bike and to use bikes for business travel. They set themselves the target of increasing commuter cycling to 23%, and cycling for business to 10% by 2010. By promoting cycling to work they wanted to:

Improve environmental performance.Raise profile with current and potential clients.Help retain staff and build a stronger sense of company identity.Save money.

The solution

Being unable to have dedicated bike parking or showers in their existing building, they decided to focus on strengthening their culture of cycling. The first step was to ask staff what they would need to better promote cycling, in response they put in place the following:

Two Brompton pool bikes, available for all staff to use for business travel.40p per mile expenses paid for business cycling.5 minutes additional holiday for every day commuted by bike (adds up to a potential 2.5 extra days per year).Free cycle confidence training for all staff who want it.Buddying scheme where experienced cyclists lead in novices on their commute to work and home again.A promotion of the cycle to work scheme that has been available for some time but had low take-up.

the Outcomes

Commuting by bike has increased from 13% to 31% and business travel by bike has gone from zero to 10% in less than a year.Pool bikes are used daily and they have reduced their taxi bills by approximately 10%, they are looking to invest in 2 more.Client engagement – having seen the benefits two customers are looking to introduce similar cycle schemes for their staff. Recently named the UK’s greenest business by the Sunday Times, who cited the cycling scheme as one of the main reasons.

www.cycle-systems.co.uk

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Cycle to Work GuaranteeCommit to be a cycle friendly organisation by signing up to the Cycle to Work Guarantee.www.cycletoworkguarantee.org.uk

Bicycle Association of Great BritainThe Bicycle Association of Great Britain Limited is the national body representing the bicycle industry in the UK..www.ba-gb.com

Bike EuropeA website for bike professionals which includes fact sheets on the bike market in major countries.www.bike-eu.com

Bike for AllA gateway to find cycling promotion schemes, contacts and sources of information.www.bikeforall.net

Business in the CommunityBusiness in the Community is a unique movement of member companies committed to mobilising business for good through their corporate responsibility programmes.www.bitc.org.uk

CTCThe national cyclists organisation. See for information on how to make cycling enjoyable and safe.www.ctc.org.uk

Cycling EnglandCycling England is a specialist body funded by the DfT and DH dedicated to getting more people cycling, more safely, more often. With a budget over three years of £140m, it brings together technical advice and expertise around cycling best practice and delivery.www.dft.gov.uk/cyclingengland

Department for TransportThe Department for Transport is responsible for cycling policy in England and works to support businesses wanting to increase the number of employees cycling to work or travelling more sustainably. They also provide guidance and advice to local authorities to help ensure that their investment in cycling infrastructure is well spent. www.dft.gov.uk

Living StreetsFind out more about pedestrian issues and how to create better public spaces on the Living Streets website.www.livingstreets.org.uk

The Prince’s Mayday NetworkThe Mayday Network is the UK’s largest group of businesses and organisations committed to collectively tackling climate change.www.bitc.org.uk/environment/the_princes_mayday_network_on_climate_change

National Business Travel NetworkA network supporting businesses and travel planners to reduce the impact of their commuting and business travel.www.nbtn.org.uk

SustransA charity focusing on sustainable transport. Find out more about sustainable travel, cycling and walking at the Sustrans website.www.sustrans.org.uk

Transport for LondonTfL have produced a Workplace Cycle Parking Guide. Please note that TfL can only provide guidance and support to organisations based within the Greater London boundary. Businesses outside London should contact their appropriate local authority.www.tfl.gov.uk/assets/downloads/businessandpartners/Workplace-Cycle-Parking-Guide.pdf

Walking WorksWalking Works provides advice and encouragement to people wanting to walk for all or part of their commute. The website also provides information to employers who want to encourage more walking in the workplace.www.walkingworks.org.uk

Useful organisationsTraining, reward and incentive programmes

to achieve targets for more cycling


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