Module 3: Energy Conservation

Program Implementation

Educate and Engage Employees

If you choose to implement an energy conservation program with the help of this module, you will increase your chances of success if you engage and educate the office staff (or tenants).

First, communicate that your organization will be implementing an energy conservation program. Communicate the energy policy you drafted in the Program Planning phase. Let them know what’s in it for them and the company (increased comfort, $-savings for the organization, pride in doing the right thing, etc.)
Depending on the size of your office, you might consider enrolling energy conservation captains for each functional area or floor of the building. These folks can help answer questions, monitor behavioral changes (be careful not to make them a “bad guy”), help gather information (such as the number and type of light fixtures on a floor), and report on how the program is working (or not).
Provide training where appropriate. For example, if you choose to have everyone change their own computer settings to save energy, many will need to be trained (or at least informed) on how to do this.
Communicate regularly on how the program is working, including the energy and cost savings that are being realized.

Monitor the Program

You will want to keep tabs on how the program is working or not working so you can make adjustments. Some things like actual energy use and cost data will be available through utility bills and can be tracked using software (see the next section “Keep Track”). Other things would have to be monitored by the energy captains or Green Team members, such as the number of lights being left on when no-one is in a space such as a conference room, a bathroom, or the office in general. You might be able to use this information to create competition between different departments or floors of your office.

Keep Track

The simplest way to do this is using the Excel-based Tracking Tool provided with this module. Here you can track monthly usage and costs and create graphs for communication. You may want to also track in a spreadsheet or other document the behavioral aspects of your program, such as lights being turned off and the percentage of employees that report having enabled their energy-saving computer settings. Surveys can be used to gather some information, while periodic observation can be used when appropriate.

Communicate Results

Communicate regularly with employees and management on how the program is working, including the energy and cost savings that are being realized. Post this information in central locations used for other mass communication or put an update in office newsletters or e-mails. Using the charts from the Tracking Tool provided can be a simple, yet powerful way to communicate progress.

Don’t forget to communicate your successes to your stakeholders, including the community, your peers (through trade association publications, for example), and even state and local programs through which you can receive recognition, such as P²AD and EnergyStar. P²AD can work with you to write articles for your local press or trade publications. (Contact P²AD at 404-651-5120 for assistance with this.)

Keep it Up

Sustaining your energy conservation program will take ongoing effort.

Make it fun. Create incentives and rewards to motivate employees.
Keep up communication. Employee education is an ongoing activity. Don’t let up. Keep it short, positive, and engaging.
Make adjustments as necessary. Things will likely change as the program grows. Build in flexibility.
Communicate. Let employees know about any changes and the reasons for specific changes. If a lighting upgrade is to be performed, let everyone know so they understand the implications.
Get employee input. Survey employees about the program. What’s working? What’s not? What would improve participation? Recognize employees who provide exceptional efforts to the program.
Set achievable goals. Reaching goals and setting new ones builds progress and movement into the program.
Include everyone. Ensure the program is not dependent on one “champion” to succeed. Upgrading lights doesn’t necessarily require everyone’s participation, but turning lights and other equipment off when not in use does.

Adjust

If you are keeping track of your energy usage and costs as well as some program participation measures, you should be able to gauge whether or not you are meeting your goals you set out in the Program Planning phase. If you are not meeting your goals at the pace you intended, perhaps you need to adjust elements of the program to increase participation. Perhaps you will need to put your justification for the lighting upgrade in different terms to management.

If you have already achieved your initial goal(s), such as a 10% decrease in electricity bills the first year, you should consider setting a new goal to improve. Set another 10% goal for next year, or if you think you have plucked all of the low-hanging fruit, then ease back a little to a 5% reduction for next year.

Expand

If all has gone well, and you want to make sure you are doing everything to conserve enrgy year after year, consider implementing a Management System for Energy. A management system is a structure that defines an organization’s policies, goals, procedures, and processes, as well as the processes by which they are maintained and improved. Well-known management systems include ISO 9001 for quality management and ISO 14001 for environmental management. All management systems share certain requirements. These include clear-cut responsibilities, documented processes when needed, on-going training, internal checks for conformance, corrective and preventive actions, management reviews, and continual improvement.

ANSI/MSE 2000 is the accepted national standard for the development of a management system for energy. It ensures that savings from energy projects are sustained over time and that energy efficiency and control are continually improving. As a management standard, ANSI/MSE 2000 includes what you need to build a workable energy management system that incorporates the technical and management aspects of energy cost and consumption control.

It is NOT a proscriptive standard and does NOT reflect regulations. Instead, it provides a flexible and workable structure that can be tailored to fit your organization.

ANSI/MSE 2000 was developed by the Energy and Environmental Management Center at Georgia Tech. To find out more: http://innovate.gatech.edu/Default.aspx?tabid=1557