Workplace Charging Done Right: A Guide to EV Infrastructure

The widespread adoption of electric vehicles (EVs) among employees presents both challenges and opportunities for facilities managers. To meet rising demand for workplace charging solutions, a strategic approach is essential. Establishing a well-planned EV charging infrastructure offers businesses distinct advantages:

• Competitive Edge in Talent Acquisition: In a competitive labor market, providing workplace EV charging can attract and retain environmentally conscious employees, enhancing a company’s position as a desirable employer.
• Measurable Sustainability Impact: Workplace EV charging directly contributes to corporate sustainability targets and Environmental, Social, and Governance (ESG) metrics by reducing the carbon footprint of employee commutes.
• Enhanced Employee Experience: Convenient EV charging streamlines commutes, offering tangible support for employees who embrace sustainable transportation and fostering satisfaction and loyalty.
• Optimized Operational Costs: While requiring an initial investment, a carefully designed EV charging infrastructure, potentially integrated with renewable energy sources or smart grid technologies, can lead to long-term operational cost savings.

This guide serves as a resource for facilities managers seeking to implement effective workplace EV charging programs, maximizing benefits while navigating the complexities of this evolving landscape.

Assessing Your Workplace Needs

The successful implementation of a workplace EV charging infrastructure hinges on a comprehensive needs assessment. This initial phase involves a multi-faceted analysis covering:

Parking Capacity and Space

• Evaluation: Conduct a meticulous audit of all available parking spaces (surface lots, basement parking), identifying areas suitable for dedicated EV charging stations. This evaluation should account for projected future demand, considering both short-term and long-term parking patterns within your facility.
• Installation Types: Analyze the feasibility of various installation options (wall-mounted, pedestal-mounted) based on your parking configuration and existing electrical infrastructure. Wall-mounted chargers offer space optimization in garages or areas with limited parking space, while pedestal-mounted options provide greater placement flexibility in surface lots.

Employee EV Adoption

• Gauging Current Demand: Employ surveys or questionnaires to measure current employee interest in workplace charging. This data informs the initial scope of your charging infrastructure project. Project future needs by considering industry trends in EV adoption and aligning them with your organization’s projected employee growth. Analyze any company incentives for employee EV ownership, as these can significantly impact charging demand.
• Commute Pattern Assessment: Analyze employee commute distances to determine the ideal charging level. Level 2 chargers (240V) are often the most practical solution for daily commutes, providing a full charge overnight or within a workday. Consider incorporating a limited number of DC fast chargers (Level 3) to accommodate employees with longer commutes or those requiring a quick top-up during the workday.

Power Capacity

• Electrical Infrastructure Assessment: Collaborate with licensed agencies and utility providers to conduct a comprehensive evaluation of the building’s existing electrical capacity. This assessment identifies any required upgrades necessary to support the anticipated EV charging load. This step is crucial to ensuring the safe and reliable operation of your charging infrastructure.
• Load Management Strategies: Explore load management techniques to minimize peak demand and potentially reduce the need for substantial infrastructure upgrades. Here are some key options to consider:
  • Scheduled Charging: Implement systems that allow employees to schedule charging times during off-peak hours when electricity demand is lower.
  • Smart Charging Software: Invest in intelligent software that optimizes charging times based on real-time power availability. This distributes the charging load more evenly and reduces peak demand surges.
  • Utility Company Collaboration: Work with your utility company to explore programs that incentivize off-peak charging. Time-of-use (TOU) rates may offer lower electricity costs during these off-peak hours.

Future-Proofing Strategies

While the initial investment in EV charging infrastructure can be significant, planning for scalability is essential. Here are ways to future-proof your system:

• Pre-wiring: Consider pre-wiring additional parking areas during the initial installation. This facilitates easier expansion of your charging network as employee EV adoption grows.
• Networked Chargers: Select charging equipment that allows for networked systems. Networked chargers enable centralized management, load balancing, and data collection for usage analysis. This data is invaluable for informing future expansion decisions and optimizing charging efficiency.
• Scalable Equipment: Choose equipment that is modular or easily expandable. This allows you to add charging stations incrementally as demand increases, without needing to replace the entire system.

By conducting a thorough needs assessment and implementing these future-proofing strategies, you can ensure that your workplace EV charging infrastructure adapts effectively to evolving employee demand and emerging technologies in the electric vehicle landscape.

Selecting the Right Charging Equipment

Careful selection of EV charging equipment, tailored to your workplace’s specific needs and constraints, is a key factor in the long-term success of your charging infrastructure. Consider the following variables for optimal equipment decisions:

Charging Levels

Level 1 (120V): Utilizes standard residential electrical outlets and provides the slowest charging speeds (approximately 3-5 miles of range added per hour). Due to the slow charging rate, Level 1 is generally not recommended as a primary workplace charging solution but can serve as a supplementary option.

Level 2 (240V): Provides a practical solution for most workplace settings, delivering 10–25 miles of range per hour. This aligns well with employee commutes and typical vehicle dwell time during the workday.

Level 3 (DC Fast Charging): Delivers the most rapid charging speeds (adding 60–80 miles of range in approximately 20 minutes), but requires the greatest infrastructure investment. Consider incorporating DC fast charging if your workplace frequently serves visitors with longer-range EVs or accommodates employees with exceptionally long commutes.

Comparative Chart: Workplace EV Charging Levels

Important Considerations:

• Compatibility: Ensure chosen chargers are compatible with the range of EVs your employees drive.
• Durability: Outdoor installations require weather-resistant, robust charging equipment.
• Vendor Reputation: Select reputable vendors with proven reliability and strong after-sale support.

Number and Placement of Stations

• Demand-Based Sizing: Strategically determine the initial number of charging stations, taking into account current employee EV adoption and industry projections. A commonly used guideline is to provide one charging station for every four to five employee-owned EVs. Consider supplementing with a limited number of DC fast chargers if specific use cases warrant them.
• Optimized Installation: Prioritize highly visible, well-lit areas for charger placement to promote utilization and user comfort. Ensure adequate space for vehicle access and charging cable use. Designate EV-only parking spaces with clear signage where applicable.
• Compliance: Adhere strictly to ADA (Americans with Disabilities Act) guidelines, providing accessible parking spaces, charging equipment, and payment systems.

Connectivity and Smart Features

• Access Management: For comprehensive user management, select network-connected chargers, enabling controlled access via mobile applications, RFID cards, or employee key fobs. This supports detailed usage monitoring and the potential implementation of billing structures.
• Payment Systems: Evaluate different payment models (subsidized, usage-based, or fully integrated with third-party vendors) in alignment with your facility’s policies. Consider payroll integration for ease of employee use and administrative streamlining.
• Data Analytics: Networked charging systems provide invaluable data on energy consumption, peak and off-peak usage patterns, and user preferences. This data is essential for optimizing your charging infrastructure, informing expansion decisions, and aligning with overall energy management strategies.
• Remote Capabilities: Choose equipment that offers remote diagnostics, firmware updates, and user support functions. This reduces the need for frequent on-site maintenance visits and enhances overall system reliability.

Developing a Comprehensive Charging Access Policy

Establishing a comprehensive and equitable charging access policy is paramount for the successful implementation of workplace EV charging infrastructure. Key considerations include:

Fair and Efficient Usage

• Session Time Limits: Implement well-defined time limits for charging sessions, particularly during high-demand periods. Consider flexible limits that vary according to peak and off-peak hours.
• Rotation Protocols: Include explicit guidelines and expectations for employees to relocate their vehicles promptly upon charging completion. This optimizes charging station availability and reduces congestion.
• Priority Systems: In locations with high demand for limited chargers, a tiered priority system may be necessary. This might prioritize employees based on commute distance, participation in carpooling programs, or those with demonstrated immediate need for charging. Thoroughly document and communicate priority criteria to ensure transparency and equitable access.

Transparent Pricing Structure

• Incentivized Adoption: Initially offering free charging can incentivize early EV adoption among employees.
• Cost-Recovery Model: A subsidized pricing model, where employees pay a discounted rate, may help cover operational costs while maintaining the appeal of workplace charging.
• Market-Based Pricing: Aligning charging fees with local market rates can establish a fair and viable model. Consider incorporating time-of-use (TOU) pricing to incentivize off-peak charging.
• Payment Systems: Implement seamless and user-friendly payment options such as integrated billing systems (payroll integration), credit/debit card terminals, or mobile payment applications.

Effective Communication and Policy Enforcement

• Comprehensive Dissemination: Develop a clear, concise charging policy document readily accessible to all employees via platforms such as intranets, company-wide emails, or well-placed signage.
• User Education: Promote responsible charging etiquette, which includes proper cable management, respectful utilization of EV-designated parking spaces, and adherence to relocation guidelines after charging completion.
• Enforcement Mechanisms: Outline potential measures for non-compliance with the charging policy, including graduated warnings, temporary suspension of charging privileges, or fines in extreme cases. Ensure fair and consistent enforcement of these measures.

Additional Considerations

• Visitor Access: Establish and communicate visitor charging procedures. Consider separate pricing or time limits for non-employee access.
• Reservation Systems: For high-demand scenarios, a reservation system may streamline charging infrastructure usage, allowing for advanced scheduling.

By addressing access, pricing, and communication with a focus on fairness and transparency, your charging policy will lay the foundation for efficient sharing of EV infrastructure, maximizing benefits for your organization and employees.

Installation and Maintenance Considerations

Meticulous installation and proactive maintenance protocols are paramount for reliable and long-term functionality of your workplace EV charging infrastructure.

Partnering with Qualified Professionals

• Electrical Expertise: Engage licensed electricians possessing demonstrable specialization in commercial-grade EV charging installations. This expertise is critical for accurate power capacity assessments, electrical code adherence, and safe, optimized integration with your existing energy infrastructure.
• Vendor Qualifications: Prioritize charging equipment vendors and installers holding certifications from reputable manufacturers. These certifications provide validation of installation proficiency and ensure optimal configuration of charging networks for performance and reliability.

Regulatory Compliance and Inspection

• Permit Acquisition: Thoroughly research all local, state, and federal codes applicable to EV charging installations. Obtain the necessary permits well in advance of implementation to avoid project delays or potential non-compliance fines.
• Mandatory Inspections: Schedule all required post-installation inspections by qualified electrical inspectors. This rigorous review safeguards electrical code compliance and ensures the safe operation of charging installations.
• ADA Adherence: Design and install all charging systems and associated parking arrangements in meticulous accordance with ADA Accessibility Guidelines. Address all physical space requirements, accessible routes, and compliant signage provisions.

Maintenance Strategies for System Reliability

• Preventative Maintenance Programs: Collaborate with your chosen installation partner or service provider to establish formal preventative maintenance plans. These plans should encompass periodic inspection intervals for charging equipment, connectors, cable functionality, and any associated signage.
• Network-Enabled Monitoring: Select network-enabled charging equipment. This remote monitoring capability facilitates ongoing system health diagnostics, proactive issue identification, and timely software updates, thus maximizing equipment uptime.
• Operational Budgeting: Incorporate preventative maintenance costs, potential repair needs, and future upgrades into your facility’s operational budget. This proactive financial planning ensures your ability to maintain the system’s functionality and longevity.

Risk Mitigation

• Warranty Selection: Opt for charging equipment backed by comprehensive manufacturer warranties. These warranties provide financial protection in case of unexpected equipment defects or failures within specified timeframes.
• Service Level Agreements (SLAs): Scrutinize and compare service contracts from reputable providers. Evaluate guaranteed response times for repairs and the availability of priority technical support to minimize charging station downtime.
• Insurance Assessment: Engage your insurance provider to explore optimal coverage options specifically for your workplace EV charging infrastructure.

The implementation of workplace EV charging demonstrates a forward-thinking approach for facilities managers. By addressing the rising demand for this amenity, organizations create a competitive edge in employee recruitment and retention, while actively contributing to corporate sustainability targets.

Workplace EV charging represents a tangible investment in a sustainable future. By embracing this transition at the organizational level, facilities managers become key players in accelerating the broader adoption of electric transportation and its associated environmental benefits.