Conducting a carbon footprint analysis always starts with gathering data on your organisation’s activities. This critical step must be approached thoughtfully to ensure accurate results that can serve as the foundation for a successful decarbonisation strategy.

While the process may seem complex, a well-structured approach can make it manageable and yield high-quality, actionable insights. Here’s our guide to ensure your carbon data collection efforts are efficient, reliable, and scalable

Start with Clear Objectives

Before diving into data collection, define the purpose of your carbon footprint assessment. Knowing your goals upfront will help shape the entire process. Consider:

• Why are you measuring emissions? Regulatory compliance, customer demands, or sustainability commitments?

• Which areas (Scopes 1, 2, and 3) will you include? Scope 1 covers direct emissions, Scope 2 relates to purchased electricity, and Scope 3 involves your value chain (suppliers, logistics, and product usage).

• How much budget and time can you allocate? This determines the tools and resources you can invest in.

Establishing these parameters early helps focus efforts and avoid wasting time on unnecessary data collection.

Map Your Data Sources

Carbon data can come from various sources both within and outside your organisation. To make the process manageable, start by mapping out:

• Internal data holders: Departments like operations, procurement, facilities, and finance often hold key activity data. For instance, utility bills (Scope 2) or fuel use for company vehicles (Scope 1).

• External stakeholders: Many Scope 3 emissions originate from suppliers, logistics providers, and other partners. Collaborating with them is essential to gather accurate data.

Ask yourself:

• Where is the data stored (e.g., invoices, energy reports, shipping documents)?

• Who can provide it (specific individuals, teams, or vendors)?

• How will it be collected (forms, emails, or automated tools)?

Effective collaboration across teams and partners ensures you have access to the most reliable data.

Ensure High-Quality Data

Collecting high-quality data is crucial for accurate emissions reporting and effective decarbonisation strategies. Two types of data are commonly used:

• Activity data: Includes measurable activity metrics, such as fuel consumption, kilometres travelled, or the weight of materials purchased.

• Spend based data: Uses financial information (e.g., spend on materials or logistics) converted into emissions estimates.

Whenever possible, prioritise activity data over spend based data. While spend based data may seem easier to obtain, it is less reliable because it doesn’t reflect actual activity and is affected by market fluctuations (e.g., inflation).

If you can’t collect precise data for all activities at first, don’t worry - an iterative approach works best. Start with what’s most accessible and improve over time.

Select the Right Tools for the Job

Managing carbon data with spreadsheets or manual processes can lead to errors, delays, and inefficiencies, especially as your organisation grows. Instead, invest in a dedicated carbon data collection platform such as Climabrite.

Climabrite’s data capture and emissions reporting tool will:

• Allow collaboration with internal teams and external stakeholders.

• Offer customisable forms to simplify data input.

• Automatically match activity data with the correct emissions factors.

• Centralise all data for streamlined reporting and auditing.

• Provide clear visibility into gaps in data or areas that need improvement.

Involve and Educate Your Stakeholders

Gathering carbon data requires input from multiple stakeholders, most of whom may not be familiar with the process. To ensure their cooperation, it’s important to communicate effectively:

• Explain why the data is needed and how it will be used.

• Provide clear guidance on what is required from them.

• Use simple forms or tools to minimise their workload.

Building awareness and trust ensures your stakeholders are more willing to provide high-quality data, both now and in the future.

Take an Iterative Approach

Don’t aim for perfection right away—carbon data collection is a journey. Focus on the most significant emission sources first, and refine your approach over time. For example:

• Start with major contributors, such as energy use or transportation.

• Gradually increase granularity (e.g., tracking specific suppliers or production sites).

• Improve data quality and fill gaps with each subsequent reporting cycle.

This approach ensures progress while making the process manageable for your team and partners.

Centralise and Audit Your Data

Once data is collected, it’s essential to centralise it in a single platform for analysis, reporting, and audits, such as Climabrite, which will:

• Track the source of each data point.

• Identify areas with higher uncertainty or gaps.

• Allow you to trace data for external audits or certifications.

Centralising data helps build transparency and ensures your carbon footprint report aligns with international standards, such as the GHG Protocol.

Plan for Scalability

As regulations like SECR evolve, and your business grows, your data collection processes should be able to adapt. This includes:

• Accounting for new activities, sites, or suppliers.

• Expanding beyond carbon to include broader ESG metrics (e.g., biodiversity, water usage).

• Updating emissions factors or methodologies as standards change.

By planning for scalability, you future-proof your efforts and ensure long-term success in your sustainability initiatives.

In Summary

Effective carbon data collection is the foundation of any meaningful decarbonisation plan. By setting clear goals, prioritising quality data, leveraging the right tools, and fostering collaboration, you can create a reliable and actionable carbon footprint report. Start small, refine your approach over time, and ensure your efforts align with international best practices.

Ready to get started? Reach out to learn more about our platform and how it simplifies carbon data collection for businesses of all sizes.