5 Sustainability Mistakes That Waste Weeks of Work (and How to Avoid Them)

In most sustainability efforts, the same organisational bottlenecks keep showing up. They’re not major failures—just small misalignments that, compounded, can cost you weeks. These mistakes can turn an EcoVadis submission from a 3-week project into a 3-month marathon.

Here are the 5 most frequent sustainability pitfalls—and most importantly, how to avoid them with a pragmatic approach.

Mistake #1: Launching data collection without a clear scope

Why collecting too early is costly

Under pressure from an EcoVadis or CDP assessment—or from a client expecting quick reporting—many companies start gathering data before they’ve clarified what actually needs to be collected.

Which sites are included? Which activities fall within the scope? What data is required for the chosen frameworks? Who is responsible for what?

Without clear answers, data collection quickly becomes a time-consuming black hole.

The direct consequences

When the scope isn’t defined early on, sustainability teams end up with:

• Incomplete or out-of-scope data
• Endless back-and-forth with sites and departments
• Repeated recalculations to realign data
• And sometimes having to start everything over from scratch

According to our 2025 study, 72% of professionals already spend most of their time collecting and consolidating data, and 65% chasing colleagues or suppliers. When the scope is unclear, the workload skyrockets.

How to define the right scope from the start

Before launching any data collection, take time to:

1. Map all sites and activities included in the assessment.
2. Review the requirements of the relevant framework (EcoVadis, CDP, ISO, CSRD…).
3. Define the reference year and the scope for each key KPI.
4. Assign a contact person for each site or department.
5. Hold a clear, structured kick-off to align roles, expectations and deadlines.

A well-defined scope is the foundation of any sustainability program: it ensures smoother data collection, consistent reporting—and saves weeks of work.

Mistake #2: Defining your indicators too late

Warning signs you shouldn’t ignore

No updates to indicators between assessments, KPIs tracked by some sites but not others, sustainability goals with no actual measurement… If this sounds familiar, you’re among the many companies that “discover” their indicators at reporting time instead of tracking them throughout the year.

Why continuous monitoring changes everything

If KPIs aren’t clearly defined upfront, the entire process unravels. You can’t anticipate gaps, adjust action plans, or demonstrate consistent progress. Teams end up consolidating numbers that aren’t comparable, and inconsistencies surface too late to be corrected.

Defined early, tracked regularly and properly documented, KPIs become real steering tools—and turn the final reporting effort into a simple wrap-up.

The three pillars of effective KPI management

1. Define measurable, relevant sustainability KPIs

Each sustainability area requires its own indicators:

• Climate: total and per-scope GHG emissions, carbon intensity (quarterly)
• Energy: total consumption and renewable share (monthly)
• Waste: total tonnage and recovery rate (quarterly)
• Social: training rate, gender equality index, accident frequency (quarterly)
• Responsible procurement: % of assessed suppliers, number of supplier audits (annual)

The goal is to select KPIs that reflect your actual priorities.

2. Hold regular reviews with leadership

At least twice a year, bring together leadership, operational teams and sustainability leads. Review KPIs, analyse gaps vs. targets, check progress on corrective actions and adjust strategy.
These structured touchpoints keep everyone aligned and decisions fast.

3. Ensure traceability of actions

For every corrective action, track start/end dates and assign ownership. Collect evidence as you go (photos, invoices, reports) and upload everything directly into your sustainability platform.
This prevents time-consuming document hunts during the next assessment.

Mistake #3: Managing files across multiple locations instead of using a centralised system

Typical red flags

Do any of these sound familiar?

• Files named “RSE_final_v3_REALLY_final.xlsx” or “Environmental_policy_update_Ugo_v2.docx”
• Policies stored in unstructured shared folders
• No one knows which version is the right one
• Multiple people editing different versions at the same time

If so, your sustainability documentation is a house of cards.

The real impact on your sustainability performance

Version sprawl destroys traceability: you can’t prove policy history during an audit, you may submit outdated documents, and it becomes hard to demonstrate a reliable management system.

And above all: hours wasted searching for the right version instead of moving your sustainability work forward.

The solution: centralise and structure your sustainability system

Start by creating a single source of truth—a dedicated platform like Ditto or, at minimum, a well-organised drive. Use clear naming conventions and a logical folder structure (Environment, Social, Ethics, Governance).

Then implement a simple validation process: define who approves what, version all official documents, and archive old versions without deleting them. You’ll keep historical traceability while always knowing which version is current.

Mistake #4: Overlooking data reliability

When data quality becomes a real issue

Data entered without a clear method, inconsistent perimeters across sites, unexplained year-on-year variations… These small inaccuracies pile up and weaken your reporting. Poor-quality data leads to extra checks, late corrections and internal decisions based on shaky numbers.

Common sustainability data mistakes

• Forgetting Scope 3 in GHG emissions
• Mixing total vs. recovered waste tonnage
• Using incorrect emissions factors
• Changing HR perimeter year to year
• Calculating accident rates using wrong hour counts

These mistakes make your data incomparable over time and undermine the reliability of your entire sustainability system.

How to ensure reliable data

You don’t need a complex system—just a few essential habits:

• Use recognised frameworks (GHG Protocol, GRI, ISO)
• Validate key figures before consolidation
• Compare KPIs year over year
• Document your calculation methods: sources, perimeter, assumptions

Reliable data today means far fewer corrections tomorrow—and smoother reporting overall.

Mistake #5: Waiting until the last minute to consolidate documents and evidence

A classic—and avoidable—scenario

Even with good data, consolidation often gets pushed to the end. Teams wait for “one last KPI,” “one last approval,” “one last document”… and suddenly the whole submission turns into a last-minute sprint.

This is also when missing files, outdated policies or misplaced evidence come to light.

Note: EcoVadis does not require evidence for most indicators (except for some KPIs for large “L-size” companies). Still, having structured, accessible documents is essential to justify your answers, strengthen credibility and avoid misunderstandings.

The consequences of this last-minute scramble

Problems become immediately visible: inconsistencies are caught too late, outdated documents resurface at the worst moment, evidence goes missing, and stress rises across sustainability and operational teams. Add to that a higher risk of mistakes or omissions in the final submission.
What should be a simple verification step turns into a rescue mission.

How to consolidate smoothly and stress-free

The key: don’t wait for 100% of the data to start consolidating.

A gradual approach helps surface issues early.

Here’s a simple timeline that works for most organisations:

With this rhythm, evidence gets collected steadily, documents stabilise earlier, and final reporting is much smoother—without last-minute panic.

Your Sustainability Toolkit: What to Use to Avoid These Mistakes

Avoiding mistakes is good. Equipping yourself so they never happen again is better. Here are proven tools and methods to structure your sustainability process end-to-end:

Looking for a tool that centralises your evidence, structures your documents and supports your entire sustainability workflow?
Platforms like Ditto can help you avoid all five pitfalls—while saving you weeks of work.

Sustainability mistakes: key takeaways