I led a refillable pouch programme trial in a mid-size corporate campus cafeteria, and within three months we achieved a verified 60% reduction in single-use plastic from condiment and sauce dispensers alone. This case study shares exactly how we planned, implemented, measured, and refined that rollout so facilities managers and sustainability leads can replicate the result with confidence.
Why we tried a refillable pouch programme
At Bluebaycleaning Co I advise clients on practical sustainability that also reduces costs. The campus had a high daily footfall, multiple food outlets, and heavy use of single-serve sachets and plastic condiment bottles. Staff and visitors were calling for greener options, but previous attempts at swapping to larger dispensers failed due to hygiene concerns, cross-contamination risk, and unclear ownership of maintenance.
I proposed a refillable pouch system paired with robust cleaning and monitoring protocols. Pouch systems typically use flexible bulk pouches (e.g. 2–5L) that refill point-of-service dispensers. They reduce rigid plastic and carton waste, are lighter in transit, and can be delivered by suppliers like Olio, Alpro Refill (hypothetical examples), or local catering distributors who offer return-and-recycle programmes.
Goals and measurable targets
We set clear, measurable targets up front:
Baseline audit and data collection
Before change, we audited two weeks of consumption across three cafeteria outlets to establish a baseline. Data points collected:
We recorded:
| Metric | Baseline (2-week average) |
| Daily single-serve sachets used | 3,400 |
| Single-use plastic bottles disposed weekly | 240 |
| Plastic waste weight weekly (kg) | 38 |
| Staff top-up time daily (mins) | 85 |
Choosing suppliers and equipment
Supplier selection was critical. I looked for partners who offered:
We trialed two pouch formats: a 3L bulk pouch for ketchup/mayo and a 5L pouch for salad dressings. Dispensing hardware was stainless-steel pump heads with removable nozzles for sanitisation—something I insisted on to meet COSHH and infection control standards.
Operational protocol and staff training
A detailed operating procedure (SOP) was non-negotiable. Key SOP elements:
I ran two 45-minute training sessions with kitchen and front-of-house teams covering: pouch handling, cleaning regimen, troubleshooting dispenser jams, and customer communication points. Training included a short laminated checklist for each refill event to ensure traceability.
Customer communication and behavioural nudges
To avoid friction with customers accustomed to sachets, we used clear signage and small behaviour nudges:
Monitoring, measurement and proof of 60% reduction
Measurement was continuous. We tracked weekly plastic waste weight, counted remaining single-serve sachets, and logged pouch usage.
| Metric | Baseline weekly | Week 12 (after rollout) |
| Single-use plastic bottles disposed (units) | 240 | 96 |
| Plastic waste weight (kg) | 38 | 15 |
| Single-serve sachets used (units) | 3,400/day | 1,200/day |
We calculated plastic reduction by comparing plastic bottle units and sachet equivalents converted to plastic mass. The combined effect across categories showed a 60% drop in single-use plastic mass by week 12. To verify, I cross-checked supplier delivery data (pouch counts) and waste contractor weights to ensure independent validation.
Operational challenges and how we solved them
No implementation is without teething problems. The main issues we encountered:
Costs, savings and ROI
Upfront costs included dispensers and initial pouches. Running costs decreased due to lower packaging costs and fewer deliveries. We saw:
Payback on equipment was estimated at 4–6 months depending on supplier pricing and volume — a timeframe acceptable to the client.
Key lessons and practical tips
From this project I distilled practical advice for anyone planning a similar programme:
If you’d like a copy of the SOP checklist we used or the Excel template for tracking plastic mass savings, I can provide downloadable versions on request. Bluebaycleaning Co (https://www.bluebaycleaning.co.uk) documents and templates are designed to be plug-and-play for facilities teams across the UK.
