Standard Operating Procedure: Implementing a Digital Dashboard

Step 1: Planning and Preparation

1.1 Define Objectives

• Raise awareness of energy and water use.

• Encourage mindful guest behaviour.

• Demonstrate transparency and commitment to sustainability goals.

1.2 Identify Metrics to Display

• Real-time electricity use (kWh)

• Real-time water consumption (litres)

• CO₂ emissions equivalent

• Daily/weekly/monthly comparisons

• Positive milestones (e.g. “You helped us save X litres today”)

1.3 Choose Display Location

• Ideally near reception or in a high-traffic common area.

• Must be clearly visible, accessible, and near a power/internet source.

1.4 Select Technology

• Confirm compatibility with existing building management systems or utility meters.

• Choose a provider or platform that can pull real-time or regularly updated data.

• Ensure the dashboard can be branded and customized with hotel messaging.

Step 2: Installation

2.1 Procurement

• Purchase or lease the required hardware (e.g. digital screen, media player) and software.

• Confirm integration with utility data feeds or submetering systems.

2.2 IT and Facilities Setup

• Involve IT to connect data sources securely and enable live feed updates.

• Facilities team to assist with any sensor installations or upgrades to metering.

2.3 Content Design

• Include visual, easy-to-understand graphics.

• Use localized, guest-friendly language (e.g. “Water saved = 100 fewer showers”).

• Add sustainability tips and QR codes for guests who want to learn more.

2.4 Testing

• Check real-time data accuracy.

• Review refresh rates and visual performance.

• Test user engagement and comprehension with staff before going live.

Step 3: Operation and Maintenance

3.1 Daily Monitoring

• Assign a staff member to check the display daily for accuracy and uptime.

3.2 Monthly Review

• Assess data trends and update messaging to reflect seasonal changes or performance.

• Rotate sustainability tips and impact messages to keep content fresh.

3.3 Troubleshooting

• Document procedures for resolving data feed interruptions or screen malfunctions.

• Maintain contact with tech support/vendor for remote assistance or software updates.
  

Step 4: Guest Engagement

4.1 Staff Briefings

• Train reception and guest services/concierge staff to be able to explain the dashboard and answer any questions from guests.

• Encourage staff to use the dashboard as a conversation starter.

4.2 Promotions and Campaigns

• Tie the dashboard into broader sustainability campaigns (e.g. water-saving week, Earth Day).  See our Annual World Days Calendar for 12 months of potential sustainability content and campaign ideas.

• Invite guests to join challenges (“Help us reduce X by doing Y% this month”).

4.3 Feedback Loop

• Place a QR code or digital survey link nearby so guests can leave feedback or suggestions.
  

Step 5: Record keeping and Reporting

• Document energy and water trends monthly for internal reporting and sustainability certification (e.g. Travelife, Green Key, Green Star etc).

• Use collected data in annual sustainability reports or communications.