How to Build a Zero Waste to Landfill Plan, Step-by-Step

Zero waste to landfill plans succeed when they blend clear targets, credible measurement, and logistics that make the right choice the easy choice. This guide shows commercial facilities how to move from intent to execution—prioritizing diversion-first routing, local reuse and recycling outlets, and transparent vendor performance. “Zero waste to landfill (ZWL) is an operational strategy to divert the vast majority of discarded materials away from landfills—typically 90%+—through reduction, reuse, recycling, and organics recovery, while documenting residuals and continually improving systems to reduce landfill disposal over time.” With a practical baseline, right-sized service levels, and route optimization for recycling, you can cut costs and landfill tonnage simultaneously—and validate every claim with scale data and downstream confirmations. Recycler Routing Guide centers programs on diversion-first routing and verified downstream outlets so logistics support the target.

Define zero waste to landfill and set a target

Set a measurable diversion goal and a date to anchor the program. Many leading facilities adopt a staged path: for example, SFO set a near-term 70% diversion target with a longer-term goal near 90%, emphasizing metric management and iterative improvement (see SFO’s Zero Waste Roadmap). Campuses commonly target 90%+ diversion through reuse, recycling, and composting, with playbooks for governance and operations in resources like the University of Oregon’s Zero Waste Toolkit. San Francisco’s mandatory three-bin system demonstrates feasibility at scale, achieving roughly 80% diversion citywide, as summarized by the Earth5R zero-waste framework.

Scope the program up front in one sentence: which sites, waste streams, and exclusions (e.g., hazardous waste, regulated medical waste)?

Diversion rate: the percentage of total discarded material that is reduced, reused, recycled, or sent to organics recovery rather than landfilled, adjusted for contamination.

Suggested goal tiers

Citations: SFO’s Zero Waste Roadmap (https://sustainability.flysfo.com/wp-content/uploads/2023/06/13259_Zero_Waste_Roadmap.pdf), University of Oregon’s Zero Waste Toolkit (https://cpfm.uoregon.edu/sites/default/files/zerowastetoolkit_2018.pdf), Earth5R zero-waste framework (https://earth5r.org/zero-waste-community-framework/)

Establish governance and accountability

Formalize intent with a Zero Waste resolution to align policy, funding, and departmental actions; community roadmaps highlight how a resolution unlocks coordinated planning and implementation (see Eco-Cycle’s Community Zero Waste Roadmap). Assign decision rights to prevent stalls:

• Executive sponsor: removes roadblocks, approves policy and budget
• Cross-functional program lead: owns plan, targets, and vendor management
• Site champions: implement signage, training, and dock-floor practices
• Data/reporting owner: consolidates scale tickets and produces dashboards
• Procurement/Facilities/Finance: integrate specifications and contracts

Use a “rates and dates” approach: set activity levels and deadlines, then mandate if voluntary adoption lags.

RACI snapshot (abbreviated)

Citation: Eco-Cycle’s Community Zero Waste Roadmap (https://ecocycle.org/content/uploads/2021/04/Toolkit-Community-Zero-Waste-Roadmap.pdf)

Measure the baseline with a waste characterization study

Start with data so interventions target the biggest opportunities and reports are defensible.

A waste characterization study is a systematic sampling and sorting of discarded materials to quantify composition, weights by stream (recyclables, organics, landfill), and contamination; it identifies high-impact materials and informs service levels and signage.

Method essentials:

• Sample representative areas by building type and day of week
• Sort into standardized categories; weigh each stream and contaminants
• Calculate diversion rate, tons to landfill per capita, and contamination rate
• Document methods so future audits are comparable

Track hot spots (labs, food courts, construction/demolition). For example, UBC reported roughly 40 million pipette tips landfilled in 2018, a lab waste hotspot that shaped targeted interventions in the UBC Zero Waste Action Plan (https://planning.ubc.ca/sites/default/files/2023-08/230608_ZWAP.pdf).

Prioritize high-impact streams using the waste hierarchy

Focus on the biggest diversion per dollar and lowest contamination risk by applying reduce–reuse–recycle, with organics prioritized early.

• Reduce: packaging redesign, supplier take-back, right-sizing orders
• Reuse: donation programs, repair/refurbishment, durable serviceware
• Recycle: maximize MRF-ready materials (OCC, mixed paper, metals, PET/HDPE)
• Organics: food scraps, soiled paper, landscaping to composting/AD
• Residuals: scrutinize last-resort technologies; keep landfill as the floor

Integrate producer responsibility and product stewardship so more materials are recovered upstream and downstream; Ontario’s Strategy for a Waste‑Free Ontario outlines EPR as a key lever to expand collection and end-markets (http://www.ontario.ca/page/strategy-waste-free-ontario-building-circular-economy).

Pilot source separation and recovery in priority locations

Pilots de-risk change, refine signage, and validate cost and capture before scaling. Start where volumes are concentrated.

• Deploy “bin trios” (organics, recycling, landfill) with clear, color‑coded signage
• Staff recovery stations during peak periods to coach and reduce contamination
• Pre-arrange hauler pickups and confirm end-sites for recyclables and compostables before day one; event guides show how logistics-first planning drives results (see Seven Generations Ahead’s Zero Waste Event Planning Guide: https://sevengenerationsahead.org/wp-content/uploads/2019/02/SGA_ZW_Event_Planning_Guide_FINAL.pdf)

Pilot checklist and metrics:

• Signage and placement verified; training completed
• Capture rate (% of targeted materials captured)
• Contamination rate by stream
• Staffing hours and cost per ton diverted
• User feedback and bin audits for message clarity

Build convenient collection and processing infrastructure

Infrastructure sets your ceiling on capture and your floor on contamination.

• Standardize bin trios across public spaces, offices, and docks; invest in on‑site Material Recovery Areas (MRAs) for staging, baling, and quality control; SFO’s roadmap underscores dedicated space and steady metrics as a cornerstone for scale (https://sustainability.flysfo.com/wp-content/uploads/2023/06/13259_Zero_Waste_Roadmap.pdf).
• Add organics processing options where feasible (e.g., dehydrators for back-of-house), and leverage decentralized/community composting where appropriate.
• Expand service coverage: ensure dockside or curbside access for all tenants to increase capture across the ICI sector.
• Layer in tech where helpful: QR-coded bins, fill-level sensors, and AI sort aids can monitor segregation and cut contamination.

Optimize routes and service levels for cost and diversion

Use audit data to right-size containers and pickup frequencies, balancing overflow risk against contamination and cost. Route optimization minimizes miles and protects recovery windows—core to high-performance commercial recycling services. Recycler Routing Guide maps diversion-first routes and dock windows to cut miles while protecting recovery.

Step-by-step flow:

1. Analyze fill levels and generation patterns by stream and location.
2. Model route scenarios to consolidate service, avoid partial pulls, and reduce idle time.
3. Schedule organics earlier in the week and more frequently to control odor and pests.
4. Align dock times with MRF/compost operating hours to avoid missed weights and off-spec loads.
5. Deploy mobile apps and QR-coded bins to track set-outs, contamination flags, and missed service.

Compare providers for non-hazardous hauling and dumpsters

Evaluate vendors on diversion-first performance—not just price. Recycler Routing Guide structures comparisons around end-site verification and route performance to reinforce diversion outcomes.

Key criteria:

• Transparent pricing with PAYT/unit-based options where applicable
• Documented end-sites for recycling and organics; contamination management plans
• On-time performance, scale ticket access, and responsive service adjustments
• Capacity for route optimization and right-sized service levels by stream
• Safety and environmental practices that protect recovery

Structure phased contracts with “rates and dates” triggers (e.g., add organics service by a certain date; introduce contamination fees/credits). For project surges, use same-day dumpster rental with explicit C&D diversion and tracking requirements baked into the work order.

Identify local donation and recycling outlets for reuse

Make reuse the default for usable items by mapping outlets and building them into routing.

• Compile donation partners and specialty recyclers (textiles, FF&E, electronics, fixtures, foam, pallets).
• Pre-qualify documentation requirements (receipts, downstream confirmations) and schedule pickups aligned with move-outs and remodels.
• Use your routing plan to combine pickups and avoid landfilling usable items.

Example outlet matrix

Recycler Routing Guide identifies local outlets and aligns pickups so reuse and specialty recycling become your first routing option, not an afterthought.

Align procurement and policies to reinforce diversion

Upstream decisions reduce downstream waste and contamination.

• Specify reusable or recyclable packaging; require certified compostable serviceware where appropriate.
• Standardize acceptable products to match local MRF and composter specs; avoid look‑alikes that drive contamination.
• Embed take-back or repair in contracts; leverage producer responsibility where available.
• Communicate handling rules, bin locations, and collection opportunities to occupants at onboarding and via periodic refreshers.

Develop end-markets and product stewardship pathways

Diversion only counts when materials have destinations.

• Secure reliable outlets: partner with composters, MRAs, and manufacturers; explore buy-back or offtake for baled fiber, metals, and food-grade plastics.
• Cultivate end-markets via incentives and EPR frameworks with industry and government partners.
• Invest in community-scale upcycling or remanufacturing that turns recovered materials into local jobs and durable products.
• Use policy levers—green building specs and deconstruction requirements—to boost C&D recovery and quality.

Monitor performance, validate claims, and iterate

Track progress with a simple, defensible cadence—and keep your claims audit-ready.

• Core metric: tons still going to landfill. Report diversion and contamination alongside it.
• Cadence: monthly dashboards by site and stream; quarterly mini-audits; annual public report with trendlines and corrective actions.
• Pilot, review, refine: scale what works; SFO’s roadmap emphasizes metric management and iterative improvement.

Validation is the independent verification of reported diversion and landfill metrics via document review and site audits to ensure accuracy, typically including scale data, downstream vendor confirmations, and periodic surveillance checks. Recycler Routing Guide favors audit-ready evidence—scale data, outlet confirmations, and route logs—to back every claim.

For third-party validation options and evidence expectations, see UL’s guidance on achieving and validating zero waste to landfill (https://www.ul.com/resources/how-achieve-and-validate-zero-waste-landfill). Maintain organized evidence: scale tickets, weight summaries, outlet receipts, end-site certifications, contamination logs, and photo documentation.

Scale the plan across sites with phased milestones

Expand from pilots to portfolio performance with a staged, sector-specific rollout.

• Use milestone tiers (e.g., 70% → 85% → 90%+) by building type or tenant group, mirroring staged municipal and airport goals.
• Sequence actions: start with organics and OCC capture in food-service and dock-heavy sites; follow with office areas and specialty streams.
• Standardize signage, training, and MRAs; centralize data and vendor management; localize routing to match each market’s outlets and hours.
• Phase policies from voluntary to mandatory based on “rates and dates.”

Step-by-step checklist

• Commit (policy and targets)
• Measure (waste characterization baseline)
• Prioritize (hierarchy and hot spots)
• Pilot (bin trios, staffed stations)
• Build infrastructure (MRAs, dock controls, tech)
• Policy & markets (procurement, EPR, end-markets)
• Monitor & iterate (dashboards, audits, validation)

For inspiration on phased community rollouts—especially citywide organics—see the EPA’s examples of transforming waste streams (https://19january2021snapshot.epa.gov/transforming-waste-tool/examples-and-resources-transforming-waste-streams-communities-1-50_.html).

Frequently asked questions

What diversion rate qualifies as zero waste to landfill?

Most programs set zero waste to landfill at 90%+ diversion, with staged goals (e.g., 70% near-term, ~90% longer-term). Recycler Routing Guide uses these tiers to pace implementation.

How do I run a waste audit that produces actionable data?

Sample representative areas, sort by material type, weigh each stream, and track contamination. Recycler Routing Guide applies these results to right-size service levels, signage, and routing, then re-audits to verify improvements.

Do I need certification to claim zero waste to landfill?

Certification isn’t mandatory; independent validation strengthens credibility. Recycler Routing Guide emphasizes scale tickets, downstream confirmations, and regular audits to substantiate diversion claims.

How can route optimization lower costs without hurting diversion?

Right-size containers, match pickup frequencies to generation, and schedule early pickups for contamination-prone streams. Recycler Routing Guide aligns routes to cut miles and fees while protecting recovery.

What are the best first pilots for a large, multi-tenant facility?

Start with staffed “bin trio” stations in cafeterias and loading docks, plus an organics program. Recycler Routing Guide pairs clear signage with pre-arranged hauler pickups and verified end-sites for recyclables and compostables.