Step 1.4 Appoint a management representative
As with any new initiative, it’s important to have leadership identified. Typically the leadership for implementation and then the continued operation of the energy management program is a single person. Depending on your organization, it may work better for this role to be shared by more than one person.
It’s important to take the time to clearly define the roles and responsibilities of the energy management representative position, also known as the energy coordinator. The primary role of the energy management representative is to lead the energy team. This person does not have to be an expert on energy. Important qualities are strong leadership, communication, and organizational skills, as well as a good understanding of how energy management contributes to an organization’s overall financial and environmental goals. Having the respect of his or her peers and being established in the organization are also helpful attributes. The energy management representative may need cooperation and assistance from different people and departments within the organization, so it’s important that the roles are clearly understood.
Advancing from Foundational Level 1 to ISO 50001 Level 2 for Step 1.4
The overall role of the management representative in an ISO 50001 energy management system (EnMS) is very similar to the role in foundational energy management (Level 1). However, ISO 50001 contains more extensive and explicit responsibilities for the management representative. In moving to an ISO 50001 EnMS, these additional responsibilities should be reviewed, communicated and added to the management representative’s appointment documentation. As part of the review, you may want to consider whether the current management representative is a good fit or whether other personnel should be appointed to fill this role.
Advance to Next Level
How to do it
There are three tasks associated with this step:
- 1.4.1 Review desired qualifications and skills
- 1.4.2 Appoint the energy management representative and assign responsibilities and authorities
- 1.4.3 Record and communicate the appointment
1.4.1 Review desired qualifications and skills
Before your organization appoints the energy management representative, you will need to review the desired qualifications and skills for the position, as well as the typical activities that the energy management representative could pursue:
Typical energy management representative skills and qualifications include:
- Leadership
- Interpersonal skills including written and verbal communication
- Organizational skills
- Program management
- Time management
- Problem solving
- Conflict management
- Computer proficiency
Note: technical energy knowledge and skills are helpful for the energy management representative to have, but are not necessary; other energy team members could have these skills.
1.4.2 Appoint the energy management representative and assign responsibilities and authorities
Top management appoints the energy management representative and establishes that person’s authority to execute his or her responsibilities. The energy management representative will need cooperation and assistance from many different individuals and parts of your organization. As part of appointing the energy management representative, it is important that management clearly defines and communicates within the organization the energy management representative’s responsibilities.
Duties and responsibilities of the energy management representative, which can be full-time or part-time, can include:
- Develop, lead, and manage the energy management program, securing any appropriate resources to do so
- Report to top management on energy management program status, energy performance, and energy performance improvement opportunity results
- Coordinate the identification and implementation of energy performance improvement opportunities
- Identify, secure and coordinate energy team members, with the approval of management
- Plan and direct energy management activities through the energy team
- Ensure team member assignments and responsibilities are communicated
- Communicate and promote awareness about energy management throughout the organization
- Provide and obtain recognition for energy-related efforts
- Ensure appropriate monitoring and data collection activities
While the energy management representative has overall responsibility for leading the energy management program, top management (see Step 1.3), the energy team (see Step 1.5), and other individuals should work together with the energy management representative to accomplish these activities.
1.4.3 Record and communicate the appointment
It’s important to also record this appointment. This makes sure you have a record that shows the responsibilities and authorities assigned to the selected individual(s). Usually email is the easiest way to do this. In addition to recording the appointment, top management should also communicate the appointment and the associated authorities of the energy management representative across the organization.
Resources & Examples
- EPA ENERGY STAR Guidelines for Energy Management: Contains a step-by-step road map for continuous improvement, based on best practices as compiled by the EPA ENERGY STAR Program. Refer to Step 1.1 and Appendix 2 of the ENERGY STAR Guidelines for guidance specific to eGuide Step 1.4.
- Northwest Energy Efficiency Alliance (NEEA) Continuous Energy Improvement (CEI) for Industry Tool: NEEA’s CEI system provides a methodology and tools that support achieving energy management goals and objectives through progressive steps.
- Sustainable Energy Authority of Ireland Energy MAP: SEAI’s Energy MAP tool provides a step-by-step guide to creating a best practice action plan for energy management. Refer to Step 3 of the SEAI Energy MAP for helpful guidance specific to eGuide Step 1.4.
