Heat networks - and the magic art of stakeholder engagement

 July saw the publication of Stakeholder Engagement in Heat Networks: A Guide for Project Managers. The guidance, written by Carbon Trust, SE² and CAG Consultants, takes you on a comprehensive journey through the stages of developing a heat network, discussing the key stakeholder engagement opportunities and considerations along the way.

Many local authorities have said that it’s a struggle to know who to engage or how to do it. The guidance document will be your friend! That said, there’s a lot to it, so I thought I’d pick out some key points which crop up fairly often in our conversations with local authorities and others.

“Who should we talk to?”

The magic art of stakeholder mapping will help you here. Top tip: there’s no magic involved. Get your project group together and ask yourselves: who has an interest in what we’re doing? Having an interest isn’t the same as being interested! Rather it’s about who should have a say in the project – from people who will need to give you permission to dig up the roads or access properties, to people who will help you develop your commercial model, to people whose heating systems you’ll be replacing.

One element of magic: if you can predict the future, it’s really helpful. As well as thinking of existing stakeholders, try to picture the stakeholder landscape in three years’ or five years’ time. Maybe there will be a new business park on the edge of town. Maybe the university will be looking at upgrading their systems. This element may seem a bit futile, but it will help you anticipate surprises later on.

Your first list of stakeholders will be huge. If it’s not, you’ve missed someone…

“Yes, but who should we talk to first?”

That huge list will feel daunting, which is where prioritisation comes in. There are different ways to do this. You can consider the impact of not talking to them: think about which stakeholders have the ability to bring your project to a halt (you really do need permission to dig up that road). Or you could think about the different phases of your project and see which people you want or need to engage when. This will help to give you a sense of stakeholder engagement activity over time, and to see which stakeholders are crucial throughout the process.

“Why can’t they see that it’s good for them?”

We’re all bought in to heat networks, but for many people, this will be the first time they’ve encountered the concept. Some straightforward infographics or an explanatory film on youtube can go a long way.

If people don’t seem to “get it”, it’s like that you haven’t yet “got them”. You may be explaining the heat network in terms of what it is and how it works. Try instead to describe it in terms of what it will do for the stakeholder. Your Financial Director wants to see both cost cutting and revenue generation: how can the network deliver that? Your Local Councillors want to improve housing conditions in deprived areas… The local hospital wants a secure and reliable energy source but doesn’t have the capital to upgrade their boilers… Think about the things that your stakeholders are trying to achieve and how your work can help them.

Some people will have experience of heat networks – and it may not be good. Some communities have long memories of bad networks, so you will have to work closely with them to think about the public acceptability of what you are doing. Taking people to visit other heat networks can be a great option here, especially if residents can talk to each other about their experiences of their new system.

 “I wish we’d spoken to them six months ago…”

Many local authorities are in this position – finding that there was someone they should have spoken to and that they’re having to put things on hold to have those conversations. This is a normal experience.

So much of developing a heat network is iterative, and stakeholder engagement is no different. You won’t have everyone travelling in the same direction at the same speed; there will always be people who need more time, who diverge from the path, or who arrive later in the process. So always be ready to go out, meet someone new and effectively start from scratch with them. 

Remember that bit about predicting the future? This is where it proves its value. If you have anticipated who your stakeholders might be in the future, then you’re ready when they arrive!

“How do we know we’re doing it right?”

One thing that often gets missed is the need to review your engagement activity. If it’s working: ask yourself why. Be Tigger: enjoy it and capitalise on good relationships to create some advocates and reach out to more stakeholders. But also: be Eeyore. Anticipate what might change and have a plan for it. Sometimes your most enthusiastic advocates can disappear, from something as simple as one individual changing jobs.

The other thing to do: talk to other local authorities. Find out what they’re doing, how they’ve dealt with key stakeholder groups, how they’ve overcome challenges.

Stakeholders are people too

Finally, remember that the other word for stakeholders is people. Things will feel messy and chaotic sometimes, because people are messy and chaotic. Methodologies and spreadsheets are tools to help you plan and manage, but real progress comes from understanding what matters to other people and showing your passion for your project.

You can download Stakeholder Engagement in Heat Networks: A Guide for Project Managers from https://www.gov.uk/government/publications/stakeholder-engagement-in-heat-networks-a-guide-for-project-managers

And if you'd like to talk with us more about stakeholder engagement in energy projects, give us a call on 020 8469 1333 or email liz.warren@se-2.co.uk.

This article was originally published in the District Energy Vanguards Newsletter in July 2018.