Supported by EIE/07/SI2.466702

BESS - Benchmarking and Energy management Schemes in SMEs

Appointment of Energy Coordinator and Energy Management Implementation Team

Energy Coordinator

The energy coordinator’s role is to manage both the company’s current energy needs and its future energy strategy in an environment where supply and price fluctuations can have a significant impact on business performance. In general terms, an energy coordinator is part strategist, part project coordinator and part change manager. They will be able to focus both on the technical aspects of their work, and on issues of communication and involvement. A senior management must acknowledge energy coordinator also by giving him/her full support and allowing him/her control over all aspects of energy management, enough power to perform his/her duties including certain rights regarding personnel and budget allocation. The tasks, responsibilities and authorization of energy coordinator is provided through TRA - Matrix.

The energy coordinator will be someone who is interested in new developments, and who will want to assess and test new ideas and new ways of solving problems. They will also be someone who can plan and take a long-term view, especially as savings accrue in both long and short timeframes. They should be good communicators, with a solid understanding of how to introduce change in complex environments.

The energy coordinator will be a multi-skilled individual with:

• an in-depth understanding of the company as well as its internal and external environments;
• good consultation, negotiation and liaison competency;
• sound knowledge of production and site services;
• solid general technical background and preferably engineering experience; and
• project management experience, especially in new systems implementation.

The position of energy coordinator is not outside mainstream management career paths. For example, energy coordinators can be directors or line managers through to capable, enthusiastic supervisors.

The successful energy coordinator will eventually know more about inflows, outflows, production and service delivery processes than most managers in the company.

A major part of the energy coordinator’s role is also managerial—negotiating assistance and support, motivating staff, canvassing opinion and providing feedback on ideas, and working with senior management to develop policy and strategy.

As a change manager, the energy coordinator undertakes the task of introducing change to attitudes and behaviours that may be deeply embedded in the company’s culture. The role involves influencing and persuading, planning change and implementing it positively. To ensure good results it is important to position the energy coordinator in the company so that they are not isolated.

Key Functions of an Energy Coordinator

Managing energy consumption within a company requires a number of functions to be performed. These include:

• developing policy and work plan;
• monitoring and reporting energy consumption, performing energy scans and audits, dealing with energy contractual matters;
• researching and identifying best practice energy management;
• implementing programs and policies to achieve energy savings;
• knowledge on legislation and regulations, key figures and standards
• securing the support of management and staff; and
• influencing new works policies, tender specifications and construction briefs.

The tasks, responsibilities and authorization of energy coordinator is provided through TRA Matrix.

Responsibility for Energy Management

The nature of the company will have an impact on the way various functions are performed by the energy coordinator. The following are some factors to consider:

• size of the company;
• assets managed (e.g. factories, warehouses, office buildings, people, transport, equipment);
• number of sites; and
• complexity of operations.

Selecting an Energy Coordinator

Key selection criteria for an energy coordinator include:

• high-level communication skills, including liaison, negotiation and consultation skills;
• proven experience in project management;
• an understanding of energy costs and the structure of the energy industry;
• familiarity with engineering systems and energy efficiency technologies;
• a demonstrated capacity to learn new skills and integrate new knowledge into existing work activities; and
• knowledge and experience of change management.
• Other relevant skills, knowledge and experience include:
• experience with implementing and promoting complex, multi-output energy management systems;
• motivation and willingness to undertake further training and skill acquisition;
• commitment to ecologically sustainable development and reduction in greenhouse gas emissions;
• ability to use word processing, spreadsheet and database packages; and
• an understanding of operations and other areas such as safety, quality, finance and environment issues.

How much time does it take?

The size of the company’s energy bill and the potential savings give the best indication of how much time should be devoted to energy management.

Depending on the size and activities of the company, the energy coordinator may be more than one person. In large multi-site companies there may be a number of people with responsibilities, together with a coordinating committee. However, research by the Sustainable Energy Authority shows that the best results are usually gained when the person or team entrusted with the task of improving energy performance are given clear and dedicated accountabilities that are matched by resources, especially time. The role of the energy coordinator will, in some ways, evolve as an energy management system develops within the company.

A Successful Energy Coordinator

A successful energy coordinator should undertake the following steps.

1. Link energy into key management systems, e.g. ISO 14001, greenhouse reduction programs, quality systems or occupational health and safety systems.
2. Gain control over the way energy is used. Ensure it is being purchased in the most economical way and promote good housekeeping and waste reduction. 3. Measure and monitor energy performance, and compare it with previous years as well as internal and external benchmarks.
3. Report energy performance simply and clearly to line managers and supervisors. Report energy performance to senior management in a format that is integrated into other planning and business reporting processes. Ensure investment requests are backed by data and a realistic business plan. Take credit for achievements.
4. Involve staff - seek their input and ideas. Share the credit for achievements with those who have contributed to them. This will motivate, create enthusiasm and further achievement.
5. Promote achievements to senior management and publicise success to staff to ensure ongoing support and enthusiasm for the energy management system.

Outsourcing Energy Management

External consultants may perform some energy management functions. For example, technical consultants can undertake energy audits. Specialists may also be engaged to perform particular tasks, such as tracking and monitoring energy use. Energy performance contracting may also be useful to fast-track and provide external funding for energy projects.

Energy Management Implementation Team

A team of enthusiastic people is needed to assist the energy coordinator throughout the process of implementing a new energy management system. Clear terms of reference must be defined for the implementation team. These people will form the main resource for getting the message out to the rest of the company. It is therefore vital that senior management supports their efforts.

This group should be retained after the implementation stage to coordinate and regularly assess the energy management system. The team may include:

• a senior manager;
• people who have shown an interest and whose assistance will be of benefit to the smooth introduction of the energy management system;
• a representative from each key function or area so that all parts of the company are represented and participating;
• the financial manager;
• the production manager(s);
• the quality and occupational health and safety managers and
• communications or training staff.

An implementation team should:

• provide guidance and advice to the energy coordinator;
• provide assistance in drafting an energy management policy and an action plan;
• assist in the dissemination of information and program progress reporting;
• assist in the promotion of the energy management initiatives and
• provide general support to the energy coordinator.

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Note 1 The sole responsibility for the content of this publication lies with the authors. It does not represent the opinion of the Community. The European Commission is not responsible for any use that may be made of the information contained therein.

Note 2 Source: Energy And Greenhouse Management Toolkit, Developing An Energy Management System, State Government Of Victoria, Australia