Monitor

Purpose

Improving building performance is not a one-time effort, but an ongoing cycle that includes monitoring the impacts and outcomes of the upgrades. After implementing a scope of work, it is essential to track whether a building is performing as intended. By regularly reviewing performance, operational practices, occupant comfort, and compliance status, teams can make informed adjustments that preserve the value of an asset. Monitoring also helps teams understand when additional improvements or maintenance may be needed, and when the long-term plan should be updated to reflect new technologies, incentives, and policy changes.

At the end of this step, you should be ready to:

Building Systems and Operations

Evaluate building Operations and Maintenance (O&M) and tenant training
Collect relevant performance data and insights

Financial and Capital Planning

Track Financial Impacts

Building Regulations and Policy

Determine Impacts and Submit Compliance Reporting

Roles and Responsibilities

In the Monitor phase, the building team tracks building performance, financial outcomes, and compliance status to confirm whether goals are being met. This phase also helps document lessons learned, identify corrective actions, and prioritize the next steps in the building performance plan.

Some owners may choose to monitor performance using benchmarking data, utility bills, maintenance records, occupant feedback, and financial tracking. Others may bring in professional support to verify savings, interpret performance trends, troubleshoot systems, or complete required reporting.

Core roles for this phase

At a minimum, the following functions should be covered during the Monitor phase. These roles may be filled by the building owner, property manager, internal staff, or outside professionals.

See Roles & Responsibilities in the Navigate Step for more information on assembling the right team.

Building Performance Lead

Primary responsibility: Reviews performance changes, tracks energy and emissions outcomes, and helps confirm that building systems are operating as intended

Who may fill this role:
Owner, property manager, facilities staff, energy manager, engineer, commissioning provider, energy consultant

Financial Consideration Lead

Primary responsibility:
Reviews financial impacts of completed improvements, including utility costs, maintenance costs, savings, incentives, and available funding for future work

Who may fill this role: Owner, asset manager, property manager, financial advisor, lender, owner’s representative

Regulations & Policy Lead

Primary responsibility:
Confirms compliance status, tracks performance against applicable targets, and supports required documentation or reporting

Who may fill this role: Owner, sustainability staff, policy consultant, compliance specialist, energy consultant, attorney

Self-guided Activities

Owners and their teams can begin monitoring by reviewing available performance, operations, financial, and compliance information on a regular schedule. This can help confirm whether completed improvements are delivering expected results and whether additional action is needed.

Self-guided activities may include:

Reviewing utility bills and benchmarking data
Comparing actual performance to the baseline
Tracking maintenance calls and comfort complaints
Reviewing operating schedules, setpoints, and system controls

Documenting financial impacts, including utility and maintenance savings
Confirming that required reports are submitted on time
Collecting feedback from tenants, residents, operators, and staff to understand whether improvements are working as intended

Professional Support Options

Professional support may be helpful when monitoring requires deeper analysis, measurement and verification, systems troubleshooting, compliance documentation, or translation of raw data into operational actions. The level of support can vary depending on the complexity of the project, the systems installed, and the type of data being tracked.

Measurement and verification services are often provided by an energy consultant, engineer, commissioning provider, or project partner as part of an ongoing scope.

Consider professional support when:

Performance data needs interpretation. Utility bills, benchmarking results, BMS data, RTEM data, or submetering data may need to be reviewed to determine whether systems are performing as expected.
Savings or emissions reductions need to be verified. Measurement and verification may be needed to compare actual performance against projected savings, emissions reductions, or compliance targets.
Systems are not performing as intended. Additional expertise may be needed to diagnose operational issues, recalibrate controls, adjust schedules, address comfort complaints, or identify maintenance needs.
Financial impacts need to be evaluated. Professional support may help compare actual utility and maintenance costs to the baseline, document savings, assess return on investment, or update capital planning assumptions.
Compliance reporting is required. Support may be needed to verify data, prepare documentation, submit required reports, or evaluate whether corrective actions or alternative compliance pathways are needed.
Monitoring results need to inform next steps. Energy managers, consultants, engineers, commissioning providers, or trained facilities staff can help translate performance data into clear operational actions, investment decisions, or updates to the long-term plan.

Professional Services:

The following professional services can be scoped together or separately at different levels depending on the owner’s needs, budget, and project goals.

Measurement and verification support helps confirm whether completed improvements are delivering expected energy, emissions, cost, or performance outcomes. This may include comparing actual performance to the baseline, reviewing utility and benchmarking data, verifying savings, and documenting results.

Commissioning or recommissioning support helps confirm that installed systems are operating as intended after implementation. This may include testing equipment, reviewing controls settings, identifying operational issues, and recommending adjustments to improve performance.

Performance monitoring support helps owners use tools such as benchmarking platforms, Building Management Systems, Real Time Energy Management systems, or submetering data to identify trends, detect faults, and prioritize operational improvements.

Financial impact review helps compare actual utility costs, maintenance costs, savings, incentives, and capital planning impacts against the baseline and expected outcomes. This can help owners understand whether completed projects are producing the anticipated financial benefits.

Compliance reporting support helps verify that performance data is accurate, confirm whether the building is meeting applicable requirements, and prepare required benchmarking, emissions, or Building Performance Standard reports.

O&M and operator training support helps building staff understand how to operate and maintain new systems, controls, and equipment. This can help preserve savings, reduce comfort issues, and support long-term performance.

Review Operations & Maintenance

Component: Building Systems and Operations

Effective operations and maintenance (O&M) are essential to sustaining the performance of a building after upgrades have been installed. Even the most efficient systems can fall short of their potential without consistent oversight, routine maintenance, and informed building staff. Strong O&M practices ensure that equipment operates as designed, support occupant comfort, extend the usefulness and life of systems, and protect the financial value of a building. Similarly, ensuring communication among teams is important to align expectations, minimize disruptions, and foster cooperation.

Pro Tip: Regular maintenance of energy-consuming equipment reduces energy bill increases, prevents premature equipment failures, extends equipment lifespan, and reduces emergency repair costs, which all equate to improving operating income.

Guidance:

Establish a routine maintenance schedule: Create and follow a structured schedule for inspecting, cleaning, and tuning equipment such as boilers, chillers, heat pumps, ventilation fans, and domestic hot water systems. Regular maintenance can identify emerging issues early and prevent costly breakdowns.
Maintain accurate documentation: Keep records of equipment performance, maintenance tasks, service calls, and system settings. Up-to-date documentation helps operators troubleshoot issues quickly, inform future capital planning, and support any required reporting for compliance purposes.
Plan for recommissioning: Recommissioning every few years or after major changes in occupancy, equipment, or controls helps recalibrate systems, validate settings, and restore optimal performance.

Engage building staff and provide training: Operators and maintenance personnel should be trained on new technologies, updated systems, and their intended performance outcomes. A comprehensive orientation–including access to equipment schedules and manufacturer specifications–is essential to helping building operators effectively manage high-performance systems and navigate their nuances. Staff who are properly informed are better equipped to identify issues, implement corrective actions, and keep systems running efficiently.
Respond to occupant feedback: Comfort issues may indicate underlying system problems, such as airflow imbalances, malfunctioning controls, or envelope deficiencies. Addressing these concerns early can prevent energy waste and larger maintenance problems later. A Post-occupancy survey can help
Work with tenants: Effective tenant engagement begins with two-way communication and alignment on goals. Continuous education can be done through training workshops or events, visual prompts, and regular check-ins to discuss benchmarking performance. Another consideration are green lease agreements to align landlord and occupant incentives.

David Baker Architects: Post Occupant Evaluation Tools

ENERGY STAR: 8 Great Strategies to Engage Tenants

Better Buildings: Engaging Tenants in Energy Efficiency

Track Performance Data

Component: Building Systems and Operations

Monitoring begins with collecting the right data consistently. Without reliable, ongoing information, it is difficult to understand whether implemented measures are delivering expected results or where additional action may be needed. A strong Measurement and Verification (M&V) plan should combine quantitative performance metrics with qualitative insights from building staff and occupants.

Guidance:

In order to measure improvements a starting point is needed. This will occur in the Assess stage.

Also document the expected performance gains based on the analysis completed during the Develop stage to identify targets for improvement.

ICYMI: The Assess step has a Benchmark Performance section.

Pro Tip: Be careful not to rely on incomplete performance data. Before tracking progress, confirm that energy and operations data is detailed, consistent, and accessible enough to support decision-making. Aggregate utility data may show overall trends, but it may not reveal tenant-level, space-level, or system-level issues. Watch for common gaps such as:

Limited metering or sensors
Energy use that is not broken down by tenant or system
Missing context about occupancy, operating hours, or tenant activity.

This M&V plan should begin with the identification of key performance indicators that align with a building’s goals and any applicable policy requirements. These can include:

Energy consumption (total and by fuel type)
Peak demand and load profiles
System-level performance (e.g., HVAC efficiency, runtime, faults)

Indoor environmental quality (temperature, humidity, ventilation)
Water usage, where relevant
Occupant Feedback

To ensure consistency and effectiveness:

Establish a regular data collection and review schedule (e.g., monthly, quarterly)
Standardize how data is recorded and stored

Assign clear responsibility for data tracking and reporting
Compare current performance against historical baselines and expected outcomes

Use available tools and technologies to make performance tracking easier, more accurate, and more useful. The right tools can also improve visibility for both owners and occupants. Better access to energy and operations data can support conversations about performance, help confirm whether improvements are working as intended, and identify opportunities for additional operational adjustments.

Submetering tenant spaces can help owners and tenants see how much electricity is being used in specific areas of the building. This can make it easier to assign energy savings directly to tenants, identify unusual consumption patterns, and support conversations when energy use does not align with occupancy, operating hours, or performance goals. Where tenant spaces are submetered, green lease provisions can help clarify how energy data will be shared, who is responsible for reviewing it, and how owners and tenants may coordinate around performance goals or unusual consumption patterns.

Tools such as ENERGY STAR Portfolio Manager (ESPM) can help compare a building’s energy use to a yearly baseline, national medians, or similar buildings in a portfolio. ENERGY STAR scores and Portfolio Manager data are commonly used to establish a baseline, track year-over-year performance, and evaluate whether improvements are producing expected results.

A BMS, also called a Building Automation System, monitors and controls building systems such as HVAC, lighting, and temperature settings. A BMS can help optimize energy use, maintain comfort, and identify operational issues. Shared visibility can help owners confirm efficient operations and help tenants understand how building services are being delivered.

RTEM systems collect and transmit current and historical performance data, often using sensors, cloud-based analytics, and data from an existing BMS. These systems can help detect equipment faults, diagnose system issues, identify operational improvements, and show how the building is performing in real time.

Identify key points of contact, such as energy managers, building staff, property managers, or tenant representatives, who are responsible for reviewing, communicating, and acting on performance insights. Establish how relevant data will be shared across the building team and, where applicable, with tenants or occupants.

Green lease provisions can support this process by clarifying expectations for utility data sharing, submetering access, operating practices, tenant participation, and communication around performance goals. This can be especially useful when tenant energy use, occupancy patterns, or operating hours affect building performance.

Clear data-sharing practices enable building teams to move from reactive troubleshooting to proactive performance management. Over time, patterns may emerge that allow teams to anticipate issues, fine-tune operations, and continuously improve system performance. Maintenance logs, service records, and staff or occupant observations can also reveal recurring issues that may not be immediately visible in energy data alone. Building teams should be prepared not only to collect data, but also to interpret it and act on what they find.

ICYMI: The Develop step has Green Lease info under Prioritize Scope.

Establish a Measurement and Verification (M&V) Plan

EPA Guidebook for Energy Efficiency Evaluation, Measurement, and Verification

Track Finances

Component: Financing and Capital Planning

Track how completed projects affect operating expenses, maintenance costs, capital expenditures, and available funding for future improvements. Regularly reviewing financial impacts can help building teams understand whether improvements are delivering expected savings, whether capital plans need to be updated, and whether cost savings can be reinvested into future building performance upgrades.

Guidance:

Compare new utility and maintenance expenses to the baseline condition using benchmarking data, bill review, and annual budgets. Track savings from improved operations and newer equipment, including fewer emergency service calls, reduced replacement material costs, and lower labor needs for routine maintenance.

Also consider broader financial benefits, such as improved tenant retention, fewer interruptions to regular business operations, improved indoor environmental quality, and reduced downtime from equipment issues.

Consider setting aside savings from operational improvements into a revolving green fund. This type of fund can act as an internal investment pool that uses savings from reduced utility and maintenance costs to support future performance upgrades.

Pro Tip: A revolving green fund can create a self-sustaining cycle where building cost reductions help fund additional property improvements.

Visit Better Buildings: Revolving Loan Funds

Report Compliance

Component: Building Regulations and Policy

Ongoing monitoring helps building teams confirm whether completed improvements are delivering expected results and whether the building is meeting applicable regulatory requirements. Regular performance review can protect savings, improve operations, identify corrective actions, and support compliance year after year.

Guidance:

Once data is collected and a measurement and verification plan is in place, compare actual performance against the goals established earlier in the process. This may include utility benchmarking data, ENERGY STAR score, energy use, emissions, maintenance records, comfort complaints, tenant feedback, or other performance indicators. Establish a regular schedule for reviewing energy and building performance. This schedule can align with the data collection and review process described in the previous section.

Pro Tip: If performance falls short, investigate the cause before deciding on corrective action. Some issues may be resolved through operational adjustments, controls recalibration, maintenance, or staff training. Others may require additional upgrades or system modifications.

Use monitoring results to confirm whether the building is meeting applicable policy or regulatory requirements, such as LBER benchmarking mandates or local Building Performance Standards.

Key actions include:

Verifying required reporting is accurate and submitted on time
Checking performance against required thresholds or targets
Documenting any deviations and identifying corrective pathways

Because regulations can change over time, compliance should not be treated as a one-time task. Building teams should regularly review policy updates and assess how future requirements may affect current performance, capital planning, and future upgrades.

Visit ENERGY STAR Certification for Buildings

Building Performance Regulations

Recognizing milestones and achievements can help build support, motivate teams, and reinforce the value of improving building performance. Findings from this assessment should be documented and shared with key stakeholders. This creates accountability, supports transparent decision-making, and ensures that lessons learned are incorporated into future planning efforts.

Consider sharing successes as part of on-going initiatives with the Building Performance Exchange.