Engagement, Monitoring, & Best Practices

In this fourth installment of our BREEAM utility data series, we focus on Management credits – the credits that drive sustainable management practices throughout a building’s life cycle. These credits emphasize policies, procedures, and stakeholder engagement to ensure a building operates as efficiently and responsibly as designed. Real-time utility data (from systems like Rhino that track energy, water, or gas use continuously) can meaningfully enhance compliance with these credits by providing actionable insights and feedback loops. Below, we break down the relevant management-related credits in BREEAM In-Use and BREEAM New Construction, explaining each credit’s aim and how real-time data helps meet its intent.

Building User Guides and Training

BREEAM In-Use (Man 01 – Building User Guide)

This credit reward provides a user-friendly guide for non-technical building users. The guide should explain how the building works and how to operate it efficiently in line with the design intent. The aim is to empower occupants and facility managers with the knowledge to run the building optimally. Real-time utility data strengthens this by making the guide more dynamic and actionable, including an online dashboard or app showing live energy and water usage. When users can see the impact of their actions (lights, HVAC settings, equipment use) on actual consumption, they better understand the guidance. The building user guide can direct occupants to such data portals and highlight tips (like scheduling equipment use or adjusting settings) with immediate feedback. This continuous reference helps maintain efficient operation long after the guide is read, supporting the credit’s intent of sustained user engagement in efficiency.

BREEAM New Construction (Man 04 – Commissioning & Handover)

At project completion, BREEAM NC requires a thorough handover, including two Building User Guides – one non-technical guide for occupants and one technical guide for facilities management. The non-technical guide educates staff and residents on the building’s features (e.g., energy and water-saving installations) in plain language, while the technical guide and training prepare facilities managers to run complex systems. The goal is to ensure the building is operated as intended from day one. Here, real-time data systems play a key role. During handover training, facility managers learn how to use the Building Management System (BMS) and interpret consumption data. For example, they might be trained to check live energy dashboards, set alerts for abnormal spikes, and use data trends to optimize settings. BREEAM explicitly wants occupants and managers to “operate the building effectively and efficiently”– a goal much easier to achieve when data-driven tools are in place. In practice, commissioning engineers often integrate sub-meters with the BMS so that, upon occupancy, there is a continuous stream of data to guide the facilities team. By the time of handover, the team is equipped not just with manuals but with real-time feedback on building performance, fulfilling the credit’s aim of a smooth transition from design to efficient operation.

Occupant Engagement and Feedback

BREEAM In-Use (Man 02 – Management Engagement & Feedback)

This credit encourages structured communication between building management and occupants, including the sharing of environmental performance information and collecting user feedback​. Key features include regular management-user meetings, a way for occupants to voice concerns, and providing users with data on the building’s environmental performance​. The idea is to create a feedback loop: managers learn if the building meets user needs, and users learn how the building is performing​. Real-time utility data greatly enhances this two-way engagement. For instance, building management can share live energy or water usage displays in lobbies or via email reports, making occupants aware of consumption patterns. The credit specifically notes that building users should be given information on the asset’s environmental performance​– a goal perfectly met by dashboards that broadcast current and historic consumption. With this data visibility, occupants can adjust their behavior (turning off unused equipment or reporting anomalies) and feel empowered. Management, on the other hand, can use occupant feedback (surveys, complaints) alongside the utility data to pinpoint issues – for example, if a particular floor’s electricity use is always high, feedback might reveal always-on lights or equipment in that area. Regular satisfaction surveys (worth additional points under this credit​) can be complemented by data-driven discussions: “Last month’s data showed a spike in water use – did anyone notice a leak or change?” In short, real-time data makes engagement concrete and transparent, helping meet the credit by fostering collaboration informed by actual performance metrics.

BREEAM New Construction (Man 05 – Aftercare, Post-Occupancy Evaluation)

Even after a new building is occupied, BREEAM NC incentivizes checking in on performance. One year post-handover, a Post-Occupancy Evaluation (POE) by an independent party is often required (worth 1 credit under Man 05). The POE gathers feedback from occupants on comfort and functionality and measures the building’s actual performance – including energy and water consumption data – compared to the design intent. Essentially, it asks: Did we deliver what was promised, and how can it be improved? Real-time utility data is invaluable for this process. Over the first year, a system like Rhino can log detailed consumption data for all fuels and water. When the POE is conducted, the assessor has a rich dataset to analyze – trends, peaks, anomalies – rather than just annual totals. This makes it easier to identify performance gaps (e.g., equipment using more energy than expected at night) and inform recommendations. Moreover, the aftercare phase usually includes occupant comfort surveys and possibly an ongoing aftercare support team for the first 12 months. Live data allows the support team to respond quickly to any issues occupants report: if people complain a zone is too cold, the facilities manager can check temperature and heating data in real time to diagnose the problem. In fact, BREEAM’s approach to aftercare recognizes that data and feedback together drive optimization – it rewards projects that monitor conditions through seasons and adjust settings (seasonal commissioning) as well as those that formally survey occupants​. Real-time monitoring makes these adjustments far more effective by providing immediate evidence of whether changes have improved conditions or efficiency. In summary, continuous data collection in the first year closes the loop between predicted and actual performance, helping to fulfill BREEAM’s aftercare and POE credits, which aim for measurable post-occupancy improvement.

Maintenance and Performance Optimization

BREEAM In-Use (Man 03 – Maintenance Policies & Procedures)

This credit promotes best-practice maintenance regimes to keep the building performing optimally. It values having proactive maintenance plans, regular servicing, and effective knowledge transfer so that facility teams know how to run and upkeep systems efficiently. While the credit’s text focuses on policies and record-keeping, real-time utility data can elevate maintenance from a calendar-based exercise to a truly condition-based strategy. For example, continuous energy consumption data can serve as an early warning system: if a pump or HVAC unit starts consuming more power than usual, it may be a sign of a fault or wear that needs attention. Rather than waiting for a scheduled inspection (or worse, a breakdown), facilities managers can use automated alerts from a monitoring system to catch issues early. This not only ensures the building runs efficiently (aligning with the credit’s intent of protecting the asset value through proactive upkeep​) but also helps maintain occupant comfort and avoids energy waste from poorly performing equipment. Additionally, maintenance logs enriched with performance data can demonstrate to BREEAM assessors that the building’s systems are not just serviced on schedule but also fine-tuned based on actual operating data. In effect, real-time data helps the facilities team implement a feedback-driven maintenance cycle – fix, measure, adjust – which exemplifies the “knowledge of how to operate the building is accurate, effective and shared” value that this credit is meant to encourage​.

BREEAM New Construction (Man 04 – Commissioning & Man 05 – Seasonal Commissioning)

During design and construction, BREEAM NC already requires robust commissioning to make sure all building systems (HVAC, controls, lighting, etc.) are set up and tested properly. Proper commissioning, however, doesn’t end at handover – BREEAM also encourages seasonal commissioning (re-commissioning after the building has been through all seasons, typically part of the Aftercare Man 05 credit). Real-time data is a cornerstone of effective commissioning and re-commissioning. Initially, during Man 04 Commissioning, having detailed sub-metering and monitoring in place means the commissioning agent can verify system performance under various loads and conditions, using data to adjust controls for optimal results. For instance, they might use real-time power readings to balance ventilation systems or to calibrate building controls so that there’s no overnight energy drift. BREEAM now mandates that new buildings have a mechanism for ongoing performance review – two training schedules and a plan for aftercare are required, acknowledging that optimum performance is a continuous process. When the building enters occupancy, Man 05 Aftercare takes over: the facilities team (or an aftercare team) monitors the building’s performance for at least 12 months and conducts any needed adjustments in different climate conditions. Here, the live data feeds from the BMS are indispensable. The team will watch heating energy usage during the coldest winter weeks and cooling in peak summer, and then tweak setpoints, schedules, or equipment settings accordingly. If a discrepancy is observed – say the data shows the chiller is short-cycling or a particular air handling unit is running 24/7 – they can investigate and recommission that component to fix the issue, thereby saving energy and improving comfort. This data-driven seasonal tuning process directly contributes to achieving the full aftercare credits. In short, continuous monitoring ensures that the spirit of BREEAM’s commissioning requirements (to deliver a building that actually performs as designed) is carried through the first year of operation. It is also worth noting that many BREEAM assessors look for evidence of ongoing optimization; a building that demonstrates it has actively managed and improved its performance post-handover – using data – will comfortably meet the intent of these Man 04/05 credits and set the stage for a successful BREEAM In-Use assessment down the line.

Environmental Policies and Performance Tracking

BREEAM In-Use (Man 04 – Environmental Policies & Procedures)

This credit requires the building management to have an environmental policy or plan in place, covering aspects like energy, water, and waste, with improvement targets set for each​. It rewards formalizing sustainability commitments (even more so if the policy is certified to a standard like ISO 14001) and, crucially, acting on them​. To earn these points, the policy must not be a paper exercise – it should include scope, objectives, and targets approved by senior management, and it must be accessible to all building users​. This is where utility data becomes the backbone of the policy’s effectiveness. When a policy sets, for example, a target to reduce annual energy use by 5% or a target to cut water waste, those targets need to be tracked. Real-time metering provides the feedback mechanism to measure progress against targets. Facility managers can use dashboards to see if energy consumption per square meter is trending downwards after certain interventions or if water-saving measures are holding. If the data shows a shortfall (perhaps energy use is flat or rising), management can respond with corrective actions – maybe an awareness campaign or equipment upgrades – and then immediately see the effect in the data. Moreover, making the policy “accessible to all users” might involve sharing key performance indicators building-wide; displaying live progress (e.g., “We’ve saved 3% energy this quarter towards our 5% goal”) can motivate occupants and operators alike. BREEAM In-Use Man 04 explicitly awards points for setting improvement targets in energy, water, and waste. Continuous monitoring is essential to validate these improvements. In practice, a strong environmental policy paired with a real-time monitoring system demonstrates a complete loop: plan – do – check – act, aligning perfectly with BREEAM’s intent to “ensure commitments are in place and acted on.”​. Without data, the policy could stagnate; with data, the policy becomes a living strategy driving continual improvement.

BREEAM New Construction

While there isn’t an exact Management credit in NC for having an operational environmental policy (since NC is focused on the design/construction phase), the philosophy of setting targets and tracking performance is very much present. BREEAM NC puts a heavy emphasis on predicting and reducing energy use at design (Ene 01) and on installing monitoring capabilities (e.g. sub-metering through Ene 02 and water meters in Wat 02). In fact, BREEAM’s energy strategy explicitly “promotes the use of more frequent (e.g. monthly or real time) and more disaggregated (e.g. end-use) measurements of energy performance” as part of a holistic approach to managing building energy. The ultimate aim is to provide feedback to building managers that enables them to minimize energy use and environmental impact over time​. What this means for a project pursuing BREEAM NC is that the design team is encouraged to think ahead about data: ensuring that the building will have the meters, sensors, and systems needed to collect performance data once it’s in operation. For example, if the building is large (>1000 m²), a BMS with energy monitoring might be required as part of compliance. Credits in the Energy section ensure that major end-uses of energy are metered separately and that water consumption can be monitored – sometimes even awarding exemplary credits for linking sub-meters to a BMS for automated data collection. By fulfilling these during design, owners set themselves up to later implement an environmental management policy with real data. Essentially, BREEAM NC lays the groundwork for the kind of data-driven management that BREEAM In-Use will expect. A project that goes beyond minimum requirements – say, by committing to an operational energy target and planning a post-occupancy monitoring program – won’t earn specific NC “management” points for that effort but will benefit immensely when the building transitions to the in-use phase. The continuity between NC and In-Use is intentional: BREEAM envisions extending the performance monitoring from design stage predictions through to operation. In short, New Construction credits make sure the tools and infrastructure for monitoring are in place, and then the In-Use credits discussed above take those tools into active management. Real-time utility data is the common thread that connects the design-stage promises to operational performance, ensuring that a building’s sustainability goals are realized in practice.

Landlord-Tenant Collaboration

BREEAM In-Use (Man 05 – Green Lease)

One of the most powerful examples of data-driven collaboration is the Green Lease credit. It aims to encourage lease agreements that actively engage tenants in reducing energy, water, and waste​. To score these points, a significant proportion of tenants must have “green” clauses in their leases that include sharing of environmental performance data and even setting joint targets for energy and water reduction​. At the top tier (4 credits), over 75% of tenants need to be on board, sharing data and agreeing to targets for consumption reduction​. This credit directly ties into real-time utility data: without an easy way to share consumption figures with tenants, it would be difficult to implement. Many building owners use online platforms or sub-metering systems to provide each tenant with access to their own energy and water usage stats (sometimes in real time or via monthly reports). By doing so, they fulfill the lease requirement of data sharing in a transparent and automated fashion – both landlord and tenant see the same numbers​. Moreover, when reduction targets are in place, continuous data allows both parties to track progress. For example, a tenant and landlord might agree to try to cut the tenant’s electricity use by 10%; a system like Rhino can send weekly or monthly updates on performance and alert if usage is trending above baseline. This fosters a cooperative approach to efficiency: if targets aren’t met, they can jointly identify why (perhaps equipment schedules need tweaking or occupancy patterns changed). The Green Lease credit essentially formalizes a partnership for sustainability, and real-time data is the trust mechanism in that partnership. It ensures accountability (no arguing over estimates – the data is factual) and enables timely interventions to stay on track with goals. Additionally, from the landlord’s perspective, having granular data from tenants means the building’s overall performance is easier to improve; it’s no longer a black box of tenant usage. Many green leases also cover waste and other metrics, but for energy and water in particular, live data sharing is the modern solution to meet this BREEAM requirement. By embracing data portals and joint monitoring with tenants, building owners not only achieve Man 05 credits but also create a culture of shared responsibility that can drive down utility costs for everyone.

BREEAM New Construction

At the design stage, there isn’t an equivalent credit for lease agreements since leases come into play once the building is occupied. However, developers of speculative multi-tenant buildings can set the stage for future green leases by designing in robust metering infrastructure (separate tenant meters and a central data system). BREEAM NC’s encouragement of sub-metering per floor or per tenancy (as part of Ene 02 and Wat 02 credits) is directly aligned with this need – for instance, metering water by tenancy is a criterion in BREEAM In-Use Wat 01 exemplary level and is facilitated by providing that capability from the start. While NC doesn’t give points for having a lease strategy, forward-thinking owners will recognize that today’s design decisions enable tomorrow’s management practices. Including a clause in tenant fit-out guides about installing compatible metering or data-sharing systems could smooth the path to Green Lease arrangements later. In summary, though you won’t earn BREEAM NC credits during construction for a green lease, the measures you implement (sub-meters, data platforms) will greatly help achieve Man 05 in BREEAM In-Use. Designing with the end in mind ensures that once tenants move in, the building can quickly adopt data-driven green lease partnerships – a win for sustainability and a future-proofing move for the asset’s performance.

Conclusion and Key Takeaways

In both BREEAM In-Use and New Construction schemes, data-driven management emerges as a common theme for achieving top sustainability performance. The Management credits we’ve discussed highlight that building operations are just as important as building design. Real-time utility data serves as the connective tissue between design intent, operational practices, and continual improvement:

• Empowering Users and Managers: Live data on energy and water use empowers everyone – from facility managers to everyday occupants – with knowledge about how the building is performing. This transparency supports BREEAM credits that require engagement, training, and feedback. When people can see the immediate impact of their actions on consumption, it drives behavior change and a culture of efficiency.

• Closing the Performance Loop: BREEAM rewards not just setting policies and targets but actively managing to meet them​. Continuous monitoring is indispensable for this. It provides the feedback loop needed to check if maintenance, adjustments, or occupant programs are yielding results. As BREEAM’s own energy strategy notes, frequent (even real-time) performance measurements allow for detailed benchmarks and highlight areas of poor performance for improvement. Essentially, data turns passive policies into active management tools.

• Improving Outcomes Over Time: Management credits in BREEAM In-Use encourage a mindset of continual improvement – something that real-time data naturally supports. Trends visible in the data year-over-year can demonstrate reductions in carbon emissions or water waste, helping building owners not only earn credits but also save on operating costs. This aligns with the core BREEAM objective of encouraging sustainable management throughout the asset’s life cycle​. A well-managed building with strong data oversight is more likely to maintain (and boost) its BREEAM rating in subsequent re-certifications.

• Collaboration and Accountability: Whether it’s internal teams through Man 02 or landlord-tenant partnerships through Man 05, utility data creates a common ground for collaboration. Decisions can be made based on evidence, and success can be quantified. This removes guesswork and builds trust that sustainability initiatives are effective. From a BREEAM perspective, such collaboration is critical – the standard recognizes that optimal performance comes from everyone playing their part, guided by clear information.

In conclusion, real-time utility tracking systems transform the static requirements of BREEAM’s management credits into dynamic, ongoing practices. They ensure that achieving the credit is not a one-off checkbox but a sustained effort that continues to yield benefits beyond certification. By integrating these data-driven practices, building owners and managers don’t just comply with BREEAM – they truly embrace the spirit of continuous improvement that underpins it, leading to more comfortable, efficient, and sustainable buildings in the long run.

If you missed Part 1, catch up on how utility data supports the foundations of BREEAM certification across both In-Use and New Construction projects.

If you missed Part 2, we broke down the BREEAM Energy Credits, showing how real-time utility data helps unlock performance-based credits by tracking energy use, improving sub-metering, and enabling carbon reduction strategies across both New Construction and In-Use schemes.

If you missed Part 3, be sure to check it out – in Part 3, we dived into BREEAM water credits and showed how real-time monitoring helps manage water efficiency (from leak detection to conservation). It’s a perfect complement to the management practices discussed here, rounding out the case for a comprehensive, data-informed approach to sustainable buildings.