The Benchmarking Process: A Step-by-Step Guide for Commercial Buildings

Phase 1 – Pre-Benchmarking Engagement and Sales Process

A structured energy benchmarking process converts raw utility bills, equipment data, and operational records into actionable insights that improve a building’s energy performance. Using ENERGY STAR Portfolio Manager, property managers can systematically measure energy consumption, track key performance metrics such as ENERGY STAR Score and Energy Use Intensity (EUI), and identify inefficiencies that drive cost savings and regulatory compliance. This guide details a comprehensive, step-by-step process—from pre-engagement and data collection to analysis, review, and ongoing improvement—designed for commercial buildings. Expert partners like Benchmarking Buildings, with thousands of successfully benchmarked properties, provide the proven expertise needed to Benchmark Your Building for optimal energy efficiency.

Manage Inbound and Outbound Leads

The initial stage in the benchmarking process involves managing both inbound and outbound leads. Prospective clients are identified through various channels, and qualified opportunities are captured using streamlined lead management tools. This process ensures that only properties with a strong potential for improvement move forward. Effective lead management focuses on establishing contact with property managers who understand the importance of accurate energy benchmarking and are interested in achieving measurable cost savings.

Qualify the Opportunity and Hold Initial Meetings

Once leads are captured, the next step is to qualify the opportunity through detailed discussions with potential customers. During initial meetings, energy advisors assess the building’s current energy performance, discuss the benefits of benchmarking, and educate customers on legislative requirements such as Building Energy Performance Standards (BEPS). This phase emphasizes the importance of compliance and the benefits of a systematic energy audit, ensuring that property managers are fully informed about the potential savings and sustainability improvements achievable through benchmarking.

Service Agreement and Contract Setup

Prepare, Send, and Obtain Signed Service Agreement

After initial discussions, a detailed service agreement is prepared that outlines the scope of work, timelines, and expected outcomes. This agreement is sent to the customer for review and signature. Obtaining a signed service agreement ensures that both parties are aligned on objectives and commitments, creating a solid foundation for the benchmarking process.

Setup Contract in Salesforce

Once the service agreement is signed, the contract is entered into Salesforce or a similar customer relationship management (CRM) system. This step enables seamless tracking and management of the project, ensuring that all customer interactions and deliverables are documented and easily accessible for future reference.

Phase 2 – Data Collection Process (4 to 8 Weeks)

Prepare Customer Data Collection Forms and Kickoff Meeting

A critical component of the benchmarking process is preparing customized data collection forms that capture all necessary details about the building. A kickoff meeting is then scheduled with the customer to review these forms, outline the data requirements, and set clear expectations. This meeting ensures that the customer understands the importance of providing accurate and complete data, which serves as the basis for establishing the building’s energy performance baseline.

Support and Quality Assurance During Data Collection

Support Customer with Data Collection

Energy advisors work closely with customers to support the data collection process. Assistance is provided to gather all relevant utility bills, building specifications, and operational records. Expert guidance ensures that no critical data points are overlooked, and that the information collected is accurate and comprehensive. This support minimizes delays and enhances the overall quality of the data submitted.

QA/QC Data and Resolve Quality Issues

Quality assurance (QA) and quality control (QC) procedures are implemented to verify the accuracy and completeness of the collected data. Any discrepancies or quality issues are promptly resolved through follow-up with the customer. This rigorous QA/QC process guarantees that the final dataset is reliable, which is crucial for generating an accurate ENERGY STAR Score and for future performance comparisons.

Phase 3 – Data Input Process (Approximately 4 Weeks)

Release Final Data to Engineers

Following thorough QA/QC, the final dataset is released to the engineering team. The engineers review the data for accuracy and prepare it for input into ENERGY STAR Portfolio Manager. This step is critical to ensure that the data used for performance analysis is both accurate and comprehensive.

Upload Building Characteristic and Utility Consumption Data

Upload Building Characteristic Data into ENERGY STAR

The engineering team uploads detailed building characteristic data into ENERGY STAR Portfolio Manager. This includes information on building size, occupancy, operational hours, and other key parameters. Accurate input of these characteristics is essential, as it influences the calculation of energy performance metrics by adjusting for variables such as climate and usage patterns.

Upload Utility Consumption Data/Link Utility Aggregator Data

Utility consumption data is then uploaded, either manually or by linking with utility aggregators via web services. Automated data submission minimizes errors and ensures that the most current data is available for analysis. Integrating utility data seamlessly into Portfolio Manager is a vital step in developing a reliable baseline for benchmarking.

Generate the ENERGY STAR Score

With all necessary data entered, ENERGY STAR Portfolio Manager processes the information to generate the ENERGY STAR Score. This score is calculated based on a combination of building characteristics, utility data, and other performance indicators, and it provides a clear benchmark for how the building performs relative to its peers. The generated score is then reviewed as a primary metric for assessing energy efficiency.

Phase 4 – Data Review and Customer Engagement Process (1 Week)

Review and Analyze Benchmarking Results

Once the ENERGY STAR Score is generated, a detailed review and analysis of the results is conducted. Energy advisors examine key performance metrics, including EUI and additional KPIs such as cost savings and emissions data. This analysis identifies areas where the building’s performance falls short relative to industry standards, providing a roadmap for targeted energy conservation measures.

Schedule and Hold Review Meetings with the Customer

Review ENERGY STAR Profile and ENERGY STAR Score

A review meeting is scheduled with the customer to present the ENERGY STAR Profile and Score. During this meeting, detailed reports and dashboards from Portfolio Manager are shared, illustrating the building’s performance across various metrics. The discussion focuses on the interpretation of the score and what it signifies for the building’s energy efficiency.

Make Recommendations to Improve ENERGY STAR Score and Reduce EUI

Based on the benchmarking analysis, specific recommendations are made to improve the ENERGY STAR Score and reduce the EUI. These recommendations may include equipment upgrades, operational adjustments, and targeted retrofits. The goal is to identify actionable measures that will lead to tangible improvements in energy performance and cost savings.

Answer Customer Questions and Verify Final Data

Following the review, energy advisors address any questions the customer may have. This ensures that all data and recommendations are clearly understood and that any concerns regarding data quality or measurement accuracy are resolved. Final verification of the data is completed before moving forward with submission, ensuring that all performance metrics are accurate and up-to-date.

Phase 5 – Submission and Compliance Process

Connect and Share Property Data with Regulatory Authorities

For properties subject to regulatory requirements such as Building Energy Performance Standards (BEPS), the final step involves submitting the benchmarking data to the appropriate regulatory authority, such as the Maryland Department of Environment. This submission process ensures compliance with local, state, or federal mandates and supports transparency in energy performance reporting.

Third-Party Verification of Benchmarking Data

To ensure accuracy and meet regulatory requirements, the benchmarking data undergoes third-party verification. An independent verification process confirms that the data submitted in ENERGY STAR Portfolio Manager is accurate and that the building’s performance metrics are reliable. This step is critical for properties that require verified data as part of BEPS compliance and other regulatory frameworks.

Ongoing Reporting and Continuous Improvement

Benchmarking is a dynamic process that requires ongoing monitoring and reporting. Continuous data collection and periodic performance reviews ensure that energy efficiency improvements are maintained over time. Regular audits and updated submissions help property managers adapt to changes in building operations or external conditions, ensuring that the ENERGY STAR Score and EUI remain optimal. This continuous improvement process is vital for sustaining long-term energy savings and regulatory compliance.

Tools, Resources, and Expert Support

Leveraging ENERGY STAR Portfolio Manager Features

ENERGY STAR Portfolio Manager provides a robust suite of tools designed to simplify the benchmarking process. Dashboards offer real-time insights into key performance metrics, while customizable reporting tools enable property managers to track trends and communicate results effectively. The platform’s ability to integrate with utility data and automate submissions further enhances its effectiveness, allowing for accurate and up-to-date performance monitoring.

Complementary Energy Management Solutions

In addition to ENERGY STAR Portfolio Manager, third-party energy management solutions offer advanced analytics and predictive insights. These tools complement the data from Portfolio Manager by providing deeper analysis of energy trends and facilitating proactive maintenance. Integrating these solutions into the benchmarking process supports a more comprehensive approach to energy management and helps property managers forecast future performance improvements.

Benchmarking Buildings’ Proven Expertise

Benchmarking Buildings has successfully benchmarked thousands of commercial properties, developing a deep expertise in energy performance measurement and regulatory compliance. Their comprehensive process, from initial customer engagement to final data submission, is designed to deliver measurable energy savings and support compliance with standards such as BEPS. With a proven track record and data-driven methodologies, Benchmarking Buildings offers the expert support necessary to help property managers Benchmark Your Building and achieve superior energy performance.

Frequently Asked Questions About the Benchmarking Process

Common Data Collection and Analysis Questions

Property managers often inquire about the specific data required for effective benchmarking. Essential information includes utility bills, building specifications, and operational records that feed into ENERGY STAR Portfolio Manager. Detailed guidelines ensure that the collected data accurately reflects energy consumption and supports the calculation of key performance metrics such as the ENERGY STAR Score and EUI. Consistency in data collection is critical to making informed decisions that drive energy efficiency improvements.

Troubleshooting and Resolving Data Issues

Discrepancies in data, incomplete records, or seasonal variations can sometimes impact performance metrics. When such issues arise, cross-referencing data from multiple sources and conducting periodic audits helps identify and resolve discrepancies. Expert guidance from Benchmarking Buildings is instrumental in troubleshooting common problems, ensuring that the benchmarking process remains reliable and that performance metrics are accurate.

Clarifying Compliance with BEPS Requirements

Questions related to Building Energy Performance Standards (BEPS) often arise during the benchmarking process. Clarification on which buildings are subject to BEPS, the timeline for reporting, and the necessary steps for regulatory compliance is critical. Providing detailed explanations about BEPS—including the requirements for buildings over 35,000 square feet, the submission deadlines, and the role of third-party verification—ensures that property managers understand their obligations. Clear communication about compliance requirements supports a smoother submission process and reduces the risk of penalties.

Actionable Insights

A methodical and structured approach to energy benchmarking is essential for optimizing a building’s performance. The process begins with rigorous lead management, customer qualification, and the establishment of clear service agreements, ensuring that all stakeholders are aligned from the outset. Accurate data collection and quality assurance lay the foundation for a reliable performance baseline, while meticulous data input into ENERGY STAR Portfolio Manager generates key performance metrics such as the ENERGY STAR Score and Energy Use Intensity.

Detailed analysis of these metrics reveals underperforming areas, guiding targeted energy conservation measures that result in measurable cost savings and improved sustainability. Subsequent customer engagement and review meetings allow property managers to understand the data, implement recommendations, and verify that improvements are effective. The final submission and third-party verification ensure compliance with regulatory requirements such as BEPS, while ongoing reporting and continuous improvement secure long-term energy efficiency gains.

This comprehensive benchmarking process transforms raw data into actionable insights that drive energy efficiency and reduce operating costs. With the support of advanced tools like ENERGY STAR Portfolio Manager and the proven expertise of Benchmarking Buildings, property managers can confidently Benchmark Your Building to achieve superior energy performance and regulatory compliance.