How to Collect Data for Your Carbon Footprint

Now that you have planned the scope of your carbon footprint, the next crucial step is gathering the data that is essential for your analysis. 

In this section, we will guide how to collect the data you need. We will walk you through essential tips for gathering data, clarify the difference between activity-based and spend-based data, and address common challenges you might encounter, along with effective solutions to overcome them.

Identify Data Sources

Start by mapping out all the activities and processes within your organisation that contribute to emissions. Key areas to focus on include energy consumption, tr, waste management, and supply chain operations. The more of your organisation’s activities that you can collect data for, the more accurate your carbon footprint will be.

Engage stakeholders

Data collection is often a team effort. Engage with various departments such as facilities management, procurement, HR, and finance to gather data from all relevant sources. These departments often hold key information like utility bills, travel logs, and procurement records, which are important for a thorough analysis. 

Set Timeframes

Decide on the time-period you will be analysing – typically, annual data collection is recommended to track your progress over time. Be sure that the data you collect covers the same time frame across all departments to ensure accuracy and comparability. You may be collecting one year’s worth of data, but you can collect it more regularly (monthly/quarterly) to ease the pressure at year end. 

Ensure Data Accuracy 

Accurate data leads to more reliable insights and a robust carbon footprint. Cross-check your data against original documents such as invoices, utility bills, and travel records. This step will help you catch any inconsistencies or errors that could skew your results. 

Document Your Process

It is essential to keep a detailed record of your data collection process. Document how data was collected, any assumptions you made, and the sources you used. This documentation will be invaluable for future audits and assessments, as well as helping to refine your data collection process over time. 

Activity Vs Spend Data

Understanding the difference between activity data and spend data is crucial for accurate carbon footprinting. Here is a breakdown of the two: 

Activity Data

Definition: activity data is a direct measurement of the resources your organisation consumes. This could include the amount of electricity used (in kWh), the distance travelled by vehicles (in miles or kilometres), or the quantity of waste generated (in tons). 

Advantages: Collecting activity data rather than spend data can have several benefits. Firstly, activity data will give you more accurate results as it looks at the actual amounts of the emissions generating activity. Secondly, measuring your emissions using activity data gives you leverage to make emission reduction decisions through the analysis of your results.

Spend Data 

Definition: Spend data refers to the financial expenditure associated with certain activities, such as the amount spent on fuel, electricity, or business travel. 

Advantages: Spend data can be useful when activity data isn’t available, serving as an alternative method for estimating emissions. However, it is generally less accurate because it is influenced by factors like pricing and market fluctuations. 

Disadvantages: Due to spend fluctuating based on supplier, product, or other external factors, using spend data will decrease the accuracy of your results compared to using activity data. Additionally, when using spend-based data, the only means to “reduce” your emissions is to spend less whereas activity data will allow you to see the emissions reductions following the implementation of an action or policy.

Prioritise collecting activity data whenever possible, as it offers a more accurate calculation of your carbon footprint. Use spend data as a supplementary source or when direct measurements are not available.

Using Our Data Helper Tool

Video: How to measure your carbon footprint using Compare Your Footprint - Compare Your Footprint

Within Compare Your Footprint, you have access to our Data Helper Tool, designed to simplify the data collection process for you. This tool will guide you on:

What data to collect: Understand the types of data you need from across your organisation and supply chain.

How to collect your data: Get clear instructions on the best methods and practices for gathering the necessary information.

This guide is based on insights from hundreds of client queries about starting data collection. Whether you’re unsure about what specific data you need, how to collect it, or which units of measurement to use, this guide offers a practical starting point for both newcomers and those with some experience in carbon footprinting.

Source: Compare Your Footprint Data Helper Tool

While this guide provides foundational information, it is not exhaustive. For a more comprehensive understanding and to ensure you have covered all essential data points, we recommend also reviewing Step 4 on scoping your carbon footprint. 

To access the Data Helper Tool, follow these steps within our software:

1. Navigate to the left-hand side menu on the Compare Your Footprint platform
2. Click Resources and Support
3. Choose Data Helper Tool
4. The introduction and instructions on how to use the Data Helper Tool can be found on the first and second tab. Read through these before working your way through tabs 3-6.

Source: Compare Your Footprint platform

Data Collection Challenges and Solutions

It is common to encounter a few challenges in the data collection process. By anticipating potential hurdles and preparing effective strategies to address them, you can turn these challenges into valuable learning experiences. Here are some of the common challenges our clients face and actionable solutions to overcome them: 

Data Availability

Problem: Not all data may be readily accessible, particularly if your organisation lacks centralised data management, systems, or relies on third-party suppliers. 

Solution: Establish standardised templates and processes for data collection across your organisation. This approach ensures that data is more consistently and easily recorded throughout the year, regardless of the source. Additionally, consider implementing a centralised data management system that all departments can access, making it easier to track and retrieve data when needed. 

Data Quality

Problem: Inaccurate or incomplete data can lead to unreliable carbon footprint calculations, potentially undermining your sustainability efforts.

Solution: Regularly audit your data collection processes to identify and address any gaps or inconsistencies. This proactive approach ensures that your carbon footprint calculations are accurate and reliable. In addition to reviewing your processes, if you are a larger organisation you may want to consider investing in technology to automate the data collection process. Automation reduces human error, enhances precision, and allows for consistent monitoring. 

For more information on accurate data collection, please read our 'How to Collect Data for your Carbon Footprint' article.

Collaboration with suppliers is also key to improving data quality. Green Element client KMI Brands initially struggled to obtain accurate data from third-party suppliers. However, by strengthening relationships and involving suppliers in their sustainability goals, KMI turned this challenge into an opportunity. 

They now require all suppliers to implement ISO 14001-aligned Environmental Management Systems by 2025 and set reduction targets by 2030. This collaborative approach not only improves data quality but also strengthens partnerships and drives collective progress towards sustainability.

For more details on KMI Brands’ sustainability journey, read Green Element’s case study by clicking here.

Time and Resource Constraints

Problem: Data collection can be time-consuming and resource-intensive, particularly in large or complex organisations.

Solution: Building your carbon accounting habits into the same timeframes you do your financial accounting can break the task down and build a business-as-usual habit. Additionally, prioritise efficiency by investing in training for staff involved in data collection. Educate them on the importance of accuracy and consistency and provide them with the tools and knowledge they need to collect data efficiently. 

Lack of Expertise

Problem: Some organisations may lack the in-house expertise to correctly identify, collect, and interpret the necessary data for carbon footprinting.

Solution: If your organisation lacks expertise, consider partnering with an Environmental Consultancy, such as our sister company Green Element. These experts can integrate seamlessly with your team, leading the data collection process and providing guidance throughout your sustainability journey. They can also offer training to build internal capacity, ensuring your team is equipped to manage data collection and carbon footprinting independently in the future.

By recognising and addressing these challenges head-on, you can significantly improve your data collection process, leading to more accurate carbon footprint calculations and stronger sustainability outcomes.

Next up: now that you’ve mastered data collection, check out our How to Register article to begin your journey with the Compare Your Footprint platform.