How do I build a business case to change waste providers?

Changing waste providers can improve cost, service reliability, reporting quality, and sustainability outcomes, but to secure internal approval, you need a business case that’s simple, credible and aligned to your organisation’s priorities. Here’s how to structure it clearly.

1. Start With Why a Change Is Needed

Begin by explaining, in plain language, what isn’t working today. This helps decision-makers understand the operational reality before looking at solutions.

Common reasons include service issues, rising costs, gaps in reporting, or no improvement in recycling performance. You don’t need a long list, just the most important points.

Examples might include:

Increasing service costs or contamination charges
Missed collections or slow resolutions
Limited reporting or unreliable data
Lack of progress toward diversion goals

2. Summarise Your Current Waste Setup

Provide a snapshot of your existing position. This gives you a baseline to compare against any improvements.

A clear summary might include your current spend, collection schedule, waste streams and any recurring issues. Decision-makers prefer concise facts rather than a long technical breakdown.

Useful elements to include:

Total annual spend
Collection schedule and service frequency
Current diversion rate (if known)
Notable performance or service issues

3. Define What “Good” Should Look Like

Before recommending a new provider, outline the standards your business expects. This shows the business case is solution-focused rather than supplier-led.

Your expectations might relate to cost, reporting, service consistency or sustainability performance.

Common priorities include:

Accurate, consolidated reporting
Reliable collections across all sites
A reduction in general waste and contamination
Support for ESG and Scope 3 reporting

4. Compare the Current Provider With the Proposed Provider

A short, clear comparison makes the opportunity easy to understand. Focus on the differences that matter most: cost control, service reliability, reporting, and sustainability outcomes.

For example:

Current provider

Limited or inconsistent reporting
No structured improvement plan
Multiple vendors to manage
General waste dominant

Proposed provider

Consolidated national reporting
Clear diversion strategy
One point of contact and one invoice
Better recycling and service optimisation

This gives decision-makers a fast, high-level view.

5. Explain the Financial Impact

Costs are usually the biggest driver of change, so make them easy to interpret. Include both direct and indirect financial impacts.

Example components include:

Estimated monthly or annual savings
Fewer general waste lifts
Lower contamination charges
Time saved managing issues or disputes

You don’t need complex modelling, simple, credible numbers are more persuasive.

6. Highlight Operational and ESG Improvements

Executives consider more than cost. They also want to understand how the change supports safety, compliance, sustainability, reporting and site standards.

You may want to highlight improvements such as:

Better diversion and reduced landfill
Clearer reporting for ESG frameworks
Standardised bins and signage across sites
Reduced operational issues and cleaner waste areas

These strengthen the non-financial justification.

7. Outline the Transition Plan

Concerns about disruption can delay approval. A simple, clear plan shows that the change is controlled and low-risk.

A typical transition includes:

Site assessments
Bin delivery and service commencement
Updated signage and communication packs
Staff toolbox talks
Go-live confirmation and monitoring

This gives leadership confidence that the change can be executed smoothly.

8. Provide Supporting Evidence

Finish with material that reinforces trust in your recommendation. This is especially helpful when presenting to senior leaders or boards.

Useful evidence may include:

Case studies
Onboarding feedback
Sample reporting dashboards
ISO certifications
Customer testimonials

This strengthens the case and validates your recommendation.

How Nationwide Waste Solutions Supports This Process

Nationwide Waste Solutions helps businesses build strong, data-driven business cases by providing current-state assessments, cost-modelling, service redesign, diversion projections and consolidated reporting. We specialise in multi-site environments and support every stage of transition.

Ready to Build Your Business Case?

Our team can assess your current setup, identify opportunities, and provide the information you need to present a clear, defensible business case.