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Step 5 Guide 1: Drafting an energy policy

This is the fifth of 20 steps in the in the Energy Management Action Programme (Energy MAP).
Learn about Energy MAP and what it can do for your business.

In a nutshell

Your energy policy document has to cover everything that your organization needs to do to achieve, and maintain, good energy management. It is more than just a statement of commitment, it defines what you are trying to achieve and how you will achieve it.

The policy has to reflect your own specific needs and circumstances, although you should still aim to include all the key areas described below. Use these as the basis for your policy but adapt and expand them to suit your requirements.

Policy Statement

Start with a clear statement to summarise the overall purpose and motivation behind the policy:

  • This organisation is committed to energy management and continual improvement in energy efficiency
  • This organisation will comply with relevant legislation and regulations with respect to energy
  • This organisation will avoid energy wastage and reduce emissions to the environment caused by energy consumption

Aims, objectives and targets

 Spell out both your long term goals and your immediate aim for example:

  • To establish an effective energy management system
  • To monitor and control energy purchasing and use
  • To improve staff awareness and operating practice in all areas of activity
  • To reduce dependence on fossil fuel use through investment in increased efficiency and renewable energy
  • To reduce energy consumption (total or per unit of production) by x% over the next y years

Responsibilities and duties within the organisational structure

Identify the roles and individuals involved in the process:

• The senior manager with overall responsibility for EMAP is…….
• The energy manager responsible for day to day energy management matters is …………  reporting to …………..
• The energy committee will comprise representatives of……………… Quarterly/monthly meetings will be chaired by………….
• Local managers will be responsible for energy use in their own department

Resources to be applied

State the resources that are available in terms of staff time, funding or outside assistance:

  • An energy manager will be appointed to ………..
  • The energy manager will spend x days per week / month dealing with energy management
  • 10% of our annual energy expenditure will be invested in energy efficiency improvements
  • The energy team will comprise x staff, based within the …….. department.

Reporting and communication procedures

Define the formal routes for communication with regard to energy management:

  • Weekly / monthly meter readings will be taken by …………. and sent to the energy manager for analysis
  • The energy manager will report on energy performance each week / month to ……..
  • The energy committee will report quarterly / annually to ………….
  • Suggestions / energy saving ideas will be collected by the energy manager.

Action Plan

List all specific activities you plan for the coming year:

  • Give a brief description of the task
  • Indicate the expected costs and benefits
  • Show a programme for the work and any key milestones
  • Name the individual responsible for each action

A simple table or spreadsheet is a useful way to present the plan:

Review process

Define the review procedure for keeping the policy up to date and developing energy management in line with changes in the business or new opportunities:

  • The energy manager will monitor progress with the action plan and the wider aims and objectives
  • The energy committee will carry out an annual audit and review of energy management
  • The findings and recommendations will be presented to ………
  • The policy document will be reviewed and updated annually
  • The new action plan will be prepared each year for inclusion in the policy document.

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