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How to Build a Strong Working Relationship with Your ITA

How to Build a Strong Working Relationship with Your ITA


Reading Time: ~12 minutes
Key Takeaway: A strong, collaborative relationship with your Independent Technical Advisor (ITA) ensures project success, smooth compliance, and maximized energy and operational outcomes.

Summary Box

Topic: How to Build a Strong Working Relationship with Your ITA
Focus: Practical strategies to collaborate effectively with an Independent Technical Advisor (ITA) for EPC, EE, or infrastructure projects.
Why It Matters: Projects can face delays, miscommunication, or compliance failures without proper collaboration with an ITA. A strong relationship ensures technical accuracy, efficiency, and accountability.
Ideal For: Building owners, facility managers, project developers, and EPC/EE teams.

Introduction

Working with an Independent Technical Advisor (ITA) can sometimes feel confusing. Many building owners and project teams struggle with communication, unclear expectations, or different technical approaches. These challenges create frustration, delays, and even additional costs.

That’s why knowing How to Build a Strong Working Relationship with Your ITA is critical. A collaborative, transparent, and structured approach ensures that the ITA’s expertise is fully leveraged to meet project goals. Clear communication, mutual respect, and defined responsibilities create trust and prevent misunderstandings. With the right relationship, projects achieve technical compliance, energy savings, and operational excellence without unnecessary friction. Learning how to foster this relationship turns an advisory role into a true partnership for success.

How to Build a Strong Working Relationship with Your ITA

(Eighth-grade reading level as requested)

An Independent Technical Advisor (ITA) plays a crucial role in Energy Performance Contracting (EPC), energy efficiency (EE), and infrastructure projects. They provide technical oversight, verify compliance, and ensure projects deliver guaranteed results. However, an ITA can only be effective if there is a strong working relationship with the project owner and team. Understanding How to Build a Strong Working Relationship with Your ITA is essential to maximize the benefits of their expertise.

Why Strong ITA Collaboration Matters

Without effective collaboration, even the best ITAs cannot ensure project success. Strong relationships:

  • Reduce miscommunication

  • Prevent delays

  • Ensure technical accuracy

  • Maximize energy and cost savings

  • Support regulatory compliance

  • Build trust among stakeholders

When the ITA and project team work together, everyone shares a clear understanding of goals, responsibilities, and expectations.

Key Elements of a Strong Working Relationship

Here are the main pillars of a productive ITA partnership:

1. Clear Communication

  • Set regular meeting schedules

  • Define communication channels (email, calls, video)

  • Share all relevant project updates

  • Ask clarifying questions early

2. Mutual Respect

  • Value the ITA’s expertise

  • Treat recommendations seriously

  • Avoid ignoring technical advice

  • Acknowledge the ITA’s contributions

3. Defined Roles and Responsibilities

  • Clarify project owner responsibilities

  • Clarify ITA responsibilities

  • Define scope, deliverables, and timelines

  • Agree on reporting and documentation formats

4. Transparency

  • Share challenges openly

  • Provide complete project data

  • Discuss risks and potential obstacles

  • Avoid hiding issues that could affect performance

5. Collaboration Mindset

  • Focus on problem-solving together

  • Be receptive to suggestions

  • Encourage ITA to propose solutions

  • Foster teamwork rather than adversarial interaction

Practical Tips to Strengthen the Relationship

Here’s how to apply these elements in everyday project management:

1. Engage the ITA Early

  • Include the ITA in planning and feasibility stages

  • Allow input on design and technical requirements

  • Identify potential compliance issues early

2. Schedule Regular Progress Meetings

  • Weekly or monthly updates

  • Track project milestones

  • Review technical issues and resolutions

  • Ensure alignment on targets and guarantees

3. Use Clear Documentation

  • Maintain shared project files

  • Document decisions, approvals, and revisions

  • Keep records of communications

  • Ensure all parties have access to essential information

4. Respect the ITA’s Expertise

  • Listen to recommendations carefully

  • Avoid shortcuts that compromise compliance

  • Act on corrective advice promptly

5. Provide Timely Feedback

  • Confirm receipt of reports

  • Respond to queries quickly

  • Share concerns constructively

  • Recognize good work and achievements

6. Foster Trust

  • Be honest about project challenges

  • Avoid blame-shifting

  • Keep promises and meet deadlines

  • Build rapport through mutual understanding

7. Clarify Expectations from the Start

  • Define what success looks like

  • Set measurable performance indicators

  • Agree on deliverables and timelines

  • Ensure everyone understands their role

Common Challenges and How to Overcome Them

Even strong relationships face challenges. Here’s how to tackle them:

1. Miscommunication

  • Solution: Regular status updates and clear emails

2. Delays in Data Sharing

  • Solution: Implement a centralized document system

3. Scope Creep

  • Solution: Stick to agreed scope and address changes formally

4. Differing Technical Opinions

  • Solution: Discuss openly and rely on evidence-based recommendations

5. Unclear Roles

  • Solution: Revisit and document responsibilities periodically

Benefits of a Strong ITA Relationship

Strong collaboration ensures:

  • Accurate technical verification

  • Compliance with local and international standards

  • Smooth project execution

  • Reduced risk of errors and delays

  • Achieving guaranteed energy and cost savings

  • Better reporting and documentation

  • Enhanced trust with stakeholders

How ITAs Add Value When Collaboration is Strong

  • Provide independent verification of technical designs

  • Conduct unbiased energy performance audits

  • Ensure compliance with regulations and standards

  • Verify Measurement & Verification (M&V) methods

  • Support dispute resolution and contract enforcement

  • Offer recommendations that improve ROI and energy savings

A strong relationship makes these contributions more effective and actionable.

Communication Tools and Best Practices

  • Shared project dashboards for real-time updates

  • Email chains with clear subject lines

  • Video calls for complex technical discussions

  • Collaborative platforms like MS Teams, Google Drive, or project management software

  • Written meeting minutes with action items

  • Weekly status summaries to track progress

Engaging the ITA for EPC and Energy Projects

Step 1: Early Involvement

Include the ITA during initial feasibility studies and design stages to prevent future challenges.

Step 2: Regular Oversight

Ensure the ITA monitors installation, commissioning, and operations stages.

Step 3: Transparent Reporting

Share project data and energy usage metrics openly to facilitate M&V and performance verification.

Step 4: Problem-Solving Partnership

Use the ITA’s recommendations proactively to optimize energy savings and operational efficiency.

Case Study Examples

1. Government Office Building

  • Challenge: Misaligned HVAC installation

  • Approach: Regular ITA site inspections and feedback

  • Result: Achieved energy savings target and compliance

2. Industrial Facility

  • Challenge: Staff unaware of new automated systems

  • Approach: ITA-led training sessions and operational guidance

  • Result: Improved system efficiency and minimized downtime

3. Commercial Complex

  • Challenge: Conflicting contractor interpretations of design

  • Approach: ITA acted as neutral advisor to align stakeholders

  • Result: Smooth project execution and verified energy savings

Long-Term Relationship Benefits

  • Easier approvals and inspections

  • Consistent compliance with evolving regulations

  • Proactive identification of risks

  • Improved trust among contractors, stakeholders, and authorities

  • Maximized project performance and savings

Tips for Building Trust

  • Be transparent about project limitations

  • Celebrate milestones together

  • Provide recognition for ITA contributions

  • Keep communication consistent, even outside formal meetings

  • Treat the ITA as a partner, not just a consultant

Summary and Call to Action

How to Build a Strong Working Relationship with Your ITA is about clear communication, trust, mutual respect, and structured collaboration. By engaging your ITA early, defining roles, sharing information openly, and addressing challenges together, projects run smoother, achieve compliance, and deliver guaranteed energy and cost savings. A strong working relationship transforms your ITA from an external advisor into a true partner for project success. To start building a reliable, collaborative partnership with an ITA and ensure your project achieves its full potential, WhatsApp or call 013-300 6284 today for expert guidance. 

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