Introduction &
Field Guide Overview

Guide Sections

1. Introduction & Field Guide Overview
2. Getting Started
3. Funding Your Project
4. Reviewing Your Portfolio
5. Selecting Properties
6. Engaging Tenants
7. Developing a Scope of Work
8. Selecting a Contractor
9. Financing
10. Construction
11. Conducting QA & Verification
12. Monitoring Utility Use
13. Managing Operations and Maintenance
14. Future Learning
15. Resources & Case Studies
16. Appendix

Getting Started

Project Readiness

Before starting a decarbonization project, your organization needs to ask: Are we ready?

A productive way to answer is to do a SWOTAnalysis or Strengths, Weaknesses, Opportunities, and Threats Analysis (SWOT Analysis Table: Appendix S2-A1). This analysis will help identify areas where outside support or additional resources may be needed. Common gaps often include technical expertise, grant writing capabilities, and project management capacity.

Decarbonization planning also helps you assess how upgrades can extend the lifespan of your buildings and preserve affordability. Early planning prevents costly emergencies later and ensures project implementation is more efficient and effective.

Helpful Questions to Ask:

  • What are we good at?

  • Where might we need help?

  • What chances do we have to grow or save money?

  • What problems might pop up?

Going through the SWOT analysis will help you answer these questions.

Team Structure

A successful decarbonization project requires a dedicated team. While larger organizations may fill each role separately, smaller organizations often combine roles or use outside partners. The table below provides a summary of the roles and responsibilities you will need people to fulfill. Use this table to identify individuals who would best fit each role and to determine what training, if any, will be needed.

Table S2-T1: Summary of Team Roles & Responsibilities
Role Responsibilities Time Commitment *
Project Manager
  • Reports to executive team and/or board of directors with updates
  • Reviews and signs all project forms
  • Creates construction/rehab bid package and reviews received bids
  • Manages project communication, delegates to coordinator
 10–15 hrs/week

May increase during project planning and bidding stages
Coordinator
  • Communicates with consultants, vendors, and tenants to keep everyone up to date
  • Compiles basic building information and creates a centralized filing system
  • Maintains detailed records of project activities (contracts, budgets, tenant communication, permits, etc.)
  • Manages tenant engagement — creates presentations, flyers, and other materials
 5–10 hrs/week

Consistent throughout; may increase when engaging tenants
Decarbonization Engineer
  • Checks building systems and suggests upgrades
  • Provides guidance on best practices for retrofitting to optimize energy use
  • Conducts an energy audit to identify inefficient systems
  • Assists with benchmarking requirements and performance monitoring
  • Creates a summary of minimum requirements with equipment specifications for contractor bids
  • Reviews bids to identify whether equipment meets the standard
  • Completes site inspections
 5–10 hrs/week
Decarbonization Funding Expert / Grant Writer
  • Specializes in identifying, securing, and managing financial resources for projects
  • Assists with completion and submission of funding applications, ensuring compliance with eligibility criteria and deadlines
  • Assists with progress reporting
 5–8 hrs/week

Peaks during initial grant applications and major funding cycles
Executive Team Member / Final Signatory
  • Ensures strategic alignment
  • Oversees successful implementation of the project
  • Ensures the project aligns with the organization's broader goals
  • Conveys importance of the project to stakeholders and builds interdepartmental cooperation
  • Manages risk; addresses delays, cost overruns, and other issues
  • Allocates budget and approves funding
 2 hrs/week

Likely higher at key decision points such as bid approvals or major funding milestones
* These projections were based on a 12-month period moving two projects through decarbonization. Time commitments would be adjusted based on the number of projects and their complexity and timeline.

Any questions? Contact us for more information.