Determine Rules around Access and Use
Before writing a workplace EV charging policy, one of the most important things to consider is access and use rules: who can use the chargers, when, and for how long. For example, there may be certain people working in your building who are not technically employees - agency cleaning staff, for example - whose access to the chargers is not a given. In general, allowing all staff, whether contracted by you or not, to use the chargers is a good idea. This prevents any discrimination between different types of staff. Allowing visitors to use your chargers is advisable - especially if the latter are clients! However, it can be a good idea to designate specific chargers for visitors, making them easier to find and increasing the likelihood that they will be available for use. If you like, these chargers can still be open to employees when all other chargers are in use.
You should also establish rules around use. For example, you may want to set limits on how many hours a day employee EVs can charge, or how many charging sessions employees are allowed per week. You may also want to look at when they can charge. If there are particular peak times for charging, you could either set rules or incentivize workers to charge during low-demand hours, for instance by lowering the fee for these times.
Establish a Charging Etiquette Policy
Defining a charging etiquette helps to make sure that employees and visitors can charge as easily as possible, avoiding any potential conflicts that might arise over the use of charging points. Etiquette policies cover all the little things: step-by-step information on how to work the charging point, how to leave a charging point when you’re finished using it - for instance, how to properly wrap the charging cable - and some advice on treating the equipment properly to prevent any damage. Of course, some etiquette is covered in the access and use policies; for example, if there are limits set on how long employees can use a charging point, this should prevent conflicts related to over-use of chargers. However, having a specific etiquette section to help employees know how to use the equipment and to encourage them to treat it with care will help to make sure shared use of the chargers runs smoothly.
Choose a Charging Champion
In order to make sure your charging initiative runs smoothly, you will need to appoint a specific charging champion - either an individual or a team - to be responsible for it. Having a specific charging champion person or team will help to prevent any confusion and disorganization, assuring that any issues with the charging points are resolved as quickly and as effectively as possible. The charging champion person or team will, therefore, need to cover several tasks: being the point of call for any employee or visitors queries about the charging points; communicating information about the charging points to all staff and encouraging them to use them; dealing with the maintenance of the EV charging points, and planning for future scaling or development.
It is a good idea to select an employee or team who already oversees some of these tasks, for instance, facility or building manager, a sustainability representative, or a CSR manager. They will also need to have enough time to take on the EV charging project. In some cases, you may want to hire a new EV charging representative, depending on the scale of your company and charging point investment. Their contact details and a small information paragraph about their responsibilities should be placed in an easy-to-find location in the workplace EV charging policy, so that employees can contact them directly with any questions.
Make the Policy Accessible
It is crucial that your workplace EV charging policy is in an easy-to-access location where employees and visitors alike can find it easily. For example, you may want to place it both on your company website, so that it is publicly available, and in internal employee channels, so that they can access it through their work technologies or apps. You should also communicate the existence of the policy to your employees through your normal communications channels - Slack, email, LinkedIn, etc. - on a fairly regular basis, to remind them that EV chargers exist and that the support is there for those who would like to use them. After all, there’s no purpose in having a policy if no one reads it!
By Considering the Above Topics, You Should Be Able to Create a Workplace EV Charging Policy That Includes: