TOOLKIT. SanFrancisco.StepUpandPowerDown.com. #AdoptALight

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1 TOOLKIT SanFrancisco.StepUpandPowerDown.com #AdoptALight PG&E refers to Pacific Gas and Electric Company, a subsidiary of PG&E Corporation Pacific Gas and Electric Company. All rights reserved. This program is funded by California utility customers and administered by PG&E under the auspices of the California Public Utilities Commission. CSB

2 Imagine if every business in our city turned off unneeded lights. Collective energy savings is exactly what we need to ensure a brighter future for all. There s a special light in your office that needs you as a parent. Based on behavior science best practices, the Adopt A Light campaign empowers people to turn off lights when they re not needed at the end of the day or when leaving a conference rm. Light switches in common or frequented areas get adopted by participants. These parents take responsibility for their light switch putting it down for naps when not in use during the day, and to bed before leaving the office in the evening. When parents forget, they receive friendly reminders. A Step Up and Power Down Campaign Facilitator will help you plan this campaign, tailoring it to your unique company. We ll help you launch it to employees and provide you with ongoing support. Have fun with it. Give your adopted light switch a name it s your baby now. Across California, lighting accounts for 35% of all commercial building electricity use.

3 Week 1 BUILD YOUR TEAM Identify the right people to help drive the campaign internally. Week 3 START CARING FOR THEM Start saving! Encourage participants to power down when lights are not in use. Week 7 CELEBRATE SUCCESS Share your results with all employees and recognize participants. Week 2 ADOPT YOUR LIGHTS Get participants excited to adopt a light and personalize it. Week 3-6 TRACK YOUR PROGRESS Conduct pre/post audits of use, in addition to collecting self-reported results provided by your participants. 3

4 Get the right people involved across your organization to ensure a successful campaign. THE ADOPT A LIGHT TEAM FACILITATOR MANAGER 1. STEP UP AND POWER DOWN CAMPAIGN FACILITATOR A Campaign Facilitator will be available to provide support and assistance along the way, ensuring you have all the tls and resources you need to be set up for a successful campaign. 2. EXECUTIVE SPONSOR SPONSOR ENERGY CHAMPIONS Asking a company leader to support your campaign is key. Executive Sponsors can help you launch the campaign, gain participation, recognize successes and endorse the company s involvement. Executive Sponsors could be actively involved in campaign promotion or lend their name and quotes around the importance of participation. 3. COMPANY CAMPAIGN MANAGER The Company Campaign Manager will be the internal champion, launching and driving the campaign across their organization, encouraging employee participation, tracking progress and celebrating success. Responsibilities include: Conduct a pre-campaign audit and report results Build internal campaign team (e.g. Executive Sponsor, Flr Captains, etc.) Launch campaign to employees via or other communication Distribute light switch style kits with instructions Encourage employee participation and excitement via weekly s Conduct a post-campaign audit and report results Wrap up the campaign via recap and/or celebration event 4. PARTICIPANTS Participants are those hand raisers who will adopt lights and help save energy throughout the campaign. Responsibilities include: Adopt a nearby light switch; conference rms, kitchens, hallways and other common areas work best Personalize the light switch by giving it its own name and style Care for the light switch and turn it off when it s not in use Self-report light switch activity, once per week 4

5 Week 1 PLAN YOUR CAMPAIGN Identify your internal Adopt A Light team Prepare your employee communications Determine the best reporting system for your organization Determine how you ll distribute light switch style kits Conduct your pre-campaign audit Week 2 LAUNCH AND PROMOTE Send launch to employees promoting the campaign Hang posters to promote the campaign in highly visible areas Distribute light switch style kits to participants via desk drops or placing in high traffic areas Participants adopt light switches and personalize Week 3 CAMPAIGN BEGINS Campaign officially begins Participants turn off lights when not in use Company Campaign Manager sends reminder to participants to report results Participants send self-report results at end of week Week 4 CAMPAIGN UNDERWAY Send Week 1 recap to employees with results to date and remind them to continue the great work Participants turn off lights when not in use Company Campaign Manager sends reminder to participants to report results Participants send self-report results at end of week Week 5 CAMPAIGN UNDERWAY Send Week 2 recap to employees with results to date and remind them to continue the great work Participants turn off lights when not in use Company Campaign Manager sends reminder to participants to report results Participants send self-report results at end of week Week 6 CAMPAIGN WRAPS Send Week 3 recap to employees, with results to date Company Campaign Manager sends reminder to participants to report results Participants send self-report results at end of week Conduct a post-campaign audit Week 7 CELEBRATE, REPORT & REPEAT Send campaign recap to all employees, with final results, reinforcing the importance of reducing energy waste and continuing behaviors Host a campaign celebration to recognize participants, if desired and appropriate 5

6 While many companies are participating in Adopt A Light, we encourage you to make it your own, customizing how you deploy the campaign to best fit the culture of your organization. Here are some options to consider during your planning. CUSTOMIZATION TIPS AND ADD-ONS MAKE IT YOUR OWN Are all your lights automated? Is there another energy saving target you d rather focus the campaign around? Adopt a conference rm, adopt a window blind, adopt a hd... the choice is yours. LAUNCH IT BIGGER Host a kick-off event or lunch to get employees excited about participation and to help drive awareness for the campaign. SPREAD THE WORD Use your intranet and any existing social media tls to get the word out about the upcoming campaign. HAVE ANOTHER IDEA? You know what works best for your company and employees, so have fun with this, get creative and design a campaign you know will be a hit. Share your ideas with your Campaign Facilitator and let s see what we can make happen. MAKE IT A COMPETITION Get those competitive juices flowing, offering ways for employees to compete against their peers and colleagues or other flrs within your building. Post results to a leaderboard and offer incentives and/or prizes for the winners. 6

7 T ls T emplates We want to make this as easy for you as possible, so we re including some resources and tls to leverage in your campaign. Tls ADOPT A LIGHT POSTERS pg. 8 STYLE KIT INSTRUCTIONS AND SAMPLE pg Templates CAMPAIGN TRACKING: PARTICIPANT FORMS pg. 11. CAMPAIGN TRACKING: ENERGY USE ASSESSMENT pg. 12 SAMPLE pg. 13 7

8 PG&E refers to Pacific Gas and Electric Company, a subsidiary of PG&E Corporation Pacific Gas and Electric Company. All rights reserved. This program is funded by California utility customers and administered by PG&E under the auspices of the California Public Utilities Commission. CSB PG&E refers to Pacific Gas and Electric Company, a subsidiary of PG&E Corporation Pacific Gas and Electric Company. All rights reserved. This program is funded by California utility customers and administered by PG&E under the auspices of the California Public Utilities Commission. CSB Adopt A Light Posters If you d like 11x17 versions to put up in your office, please contact StepUpandPowerDown@pge.com for copies. Imagine if every business in our city turned off unneeded lights. YOU CAN MAKE A DIFFERENCE! SanFrancisco.StepUpandPowerDown.com #AdoptALight SanFrancisco.StepUpandPowerDown.com #AdoptALight 8

9 Style Kit Instructions There s a special light in your office that needs you as a parent! You ll be responsible for putting it down for naps when not in use during the day and to bed before leaving the office in the evening. Step 1 ADOPT A NEARBY LIGHT SWITCH Step 2 PERSONALIZE THE LIGHT SWITCH Step 3 CARE FOR YOU LIGHT SWITCH AND REMEMBER TO TURN IT OFF! Step 4 SELF-REPORT YOUR ACTIVITY ONCE A WEEK 9

10 Style Kit Sample You will receive decal sheets from the Campaign Facilitator to distribute to participants. FRONT BACK Light Switch Style Kit Hey there! Use these decals to personalize your adopted light switch. Feel free to change its style whenever you want and don t worry, these decals won t leave a mark. Hello Energy Champion! There s a special light in your office that needs you as a parent! You ll be responsible for putting it down for naps when not in use during the day and to bed before leaving the office in the evening. Have fun with your adopted light switch it s your baby now. HOW IT WORKS 1 Pick a nearby light switch to adopt 2 Give it a name and affix its birth certificate decal (required) 3 Personalize the light switch by giving it its own unique style 4 Care for your light switch, turning it off when it s not in use 5 Self-report your activity once per week, using the link provided by your campaign manager 6 Share a proud picture of your switch on social media using #AdoptALight It s that easy. Thanks for doing your part to help reduce energy waste! SanFrancisco.StepUpandPowerDown.com #AdoptALight PG&E refers to Pacific Gas and Electric Company, a subsidiary of PG&E Corporation Pacific Gas and Electric Company. All rights reserved. This program is funded by California utility customers and administered by PG&E under the auspices of the California Public Utilities Commission. 10

11 Campaign Tracking Participant Forms Participants will sign up and self-report their actions weekly. Discuss the self-reporting system that works best for your company with the Campaign Facilitator. A few suggested tls to consider are SurveyMonkey, Ggle Forms and Excel. PARTICIPANT SIGN-UP FORM Participant Sign-up Form * Required PARTICIPANT SELF-REPORTING FORM Participant Self Reporting Form * Required Participant Name * Energy Champion * Participant * Will you turn off your adopted light(s)?* Yes Will you take a 30-second survey once a week?* Yes Where is your adopted light?* Indicate the building and flr number, if applicable Light Switch Name * How many times did you turn off lights this week?* How many days this week did you turn off lights before you left work?* Have you changed any behaviors to save energy? SUBMIT SUBMIT 11

12 Campaign Tracking Energy Use Assessment The Campaign Facilitator will help you estimate the energy impact of your Adopt A Light campaign by conducting two assessments one before the campaign begins and one when it ends. Assessments will be unannounced to employees. Below is a simplified version of the assessment in case you would like to conduct the same measurement on your own at a later date. To measure, select a random sample of about 25 percent or 100 participants, whichever is less. Do a quick visual inspection of their workstations pre and post-campaign, at a time when equipment should be off. Record your findings in a table like the one shown below, then estimate savings as shown below the table. Light Name /Location Switch in correct position?* Switch in correct position?* Switch in correct position?* Total % of Devices Turned Off ANNUAL ENERGY SAVINGS Post-Campaign % - Pre-Campaign % Total Switches Estimated Savings per Switch** *Correct position means lights are off if the area is unoccupied or has adequate daylight **The Step Up and Power Down team can help you determine this figure 12

13 Sample Here s an example of an we put together to help you keep participants in the lp after launching the Adopt A Light campaign in your workplace. To download this and other samples, go to SanFrancisco.StepUpAndPowerDown.com/Resources KICK-OFF Hello everyone! I am excited to announce {Business Name} s commitment to reducing energy waste by participating in PG&E and the city of San Francisco s Step Up and Power Down initiative. Step Up and Power Down helps local businesses take simple actions to reduce energy waste. Across California, lighting accounts for 35 percent of all commercial building electricity use. Imagine if every business in our city turned off unneeded lights. To contribute to this movement, we re launching our very own Adopt A Light campaign, to help us reinforce our habit of taking the simple action of flipping a switch to save energy. Adopt A Light empowers you our participants to adopt a light, give it a personality and turn it off when not in use. {Insert any specific company energy or sustainability goals, as desired.} We know our colleagues and employees all want to help reduce energy waste, so please join me in leading the way. Sign up to participate at {Insert link to sign up form}. To learn more about Step Up and Power Down, visit SanFrancisco.StepUpAndPowerDown.com. 13