Facilities management best practices: Embracing tech-driven strategies

June 1, 2023

In this age of rapid technological progress, managing commercial facilities requires a shift from conventional methods to adopting advanced, technology-driven strategies. This shift can lead to more efficient, healthier, and profitable commercial spaces. This article provides a detailed overview of best practices in commercial facilities management, with a special emphasis on technology and building analytics.

Adoption of technology and building automation

It's important to note that technology is your friend in facilities management. Today, there's an array of building management systems (BMS) available that can provide a centralized control for your building's heating, ventilation, air-conditioning (HVAC), lighting, security, and other systems. Using a BMS simplifies operations and provides more precise control of facilities.

Another powerful technological tool is the Internet of Things (IoT). IoT devices allow real-time monitoring of various building parameters like temperature, humidity, occupancy, and energy usage. With IoT, you can make data-driven decisions for your facility management.

Automated systems can also help manage routine tasks like scheduling maintenance, controlling access, and managing space. Automating these tasks not only reduces the burden on the facilities management team but also improves efficiency and minimacy human error.

Utilizing building analytics software

Building analytics has quickly risen as one of the best practices in commercial building management. The main purpose of a building analytics platform is to convert the vast amounts of raw data collected by your BMS and IoT devices into actionable insights.

These insights might uncover patterns and correlations that you may have missed otherwise. For instance, you might find that certain areas of your building are underutilized, or that energy consumption spikes at unusual times. With these insights, you can make better decisions about space utilization, energy management, and predictive maintenance, among other things.

Prioritizing sustainability and energy efficiency

With growing awareness about climate change and the environmental impact of commercial buildings, sustainability is no longer an option but a necessity. Energy-efficient buildings are not only good for the environment, but they also lead to significant cost savings and attract better tenants

Technology and analytics can play a significant role in this area. Smart meters and energy management systems can help monitor and control your building's energy usage, identify inefficiencies, and provide recommendations for energy-saving measures.

Incorporating smart security measures

Prioritizing the security of your commercial building is of utmost importance, and technology can help you enhance it. Smart access control systems, surveillance cameras, and alarm systems can work in conjunction to provide comprehensive security for your building.

What's more, all these security measures - smart access control systems, surveillance cameras, and alarm systems - can be seamlessly integrated with your Building Management System (BMS). This integration provides centralized control and real-time monitoring of your building’s security, enabling facilities managers to handle security issues promptly and effectively.

Establishing a comprehensive disaster management plan

Even with the best preventive measures, disasters can still occur. These could be natural disasters like floods or fires, or man-made ones like cyber-attacks. Having a comprehensive disaster management plan is crucial. This plan should outline the steps to take in the event of various types of disasters, including backup and recovery processes for your technology and data systems. 

Regular disaster drills and updating your plan according to the lessons learned is a best practice that every facility manager should adhere to.

Encouraging employee training and skill development

With the rapid evolution of technology, it's essential that your facilities management team keeps up with these changes. Regular training sessions and skill development programs can help ensure your team is equipped to effectively use the technology and data analytics tools at their disposal. Moreover, a well-trained team can better respond to emergencies and recover from them more efficiently.

Strongly focusing on tenant comfort 

A paramount facet in the management of commercial buildings is maintaining a focus on tenant comfort. After all, the primary goal of a facility is to provide a comfortable and conducive environment for those who occupy it. If tenants are unsatisfied with the facilities, it can lead to high turnover rates, which can severely impact profitability and reputation.

Tenant comfort encompasses several areas, including temperature control, lighting, noise levels, air quality, and cleanliness, among others. Leveraging the power of technology and building analytics can significantly improve each of these areas.

Smart HVAC systems can optimize temperature and humidity levels based on real-time data and personal preferences. Lighting can be automated to adjust according to natural light levels and occupancy. Noise-dampening technologies can minimize distractions in workspaces. IoT devices and sensors can monitor indoor air quality and trigger ventilation systems or alerts when necessary.

In terms of cleanliness, technology can also play a crucial role in streamlining cleaning and maintenance tasks. For instance, sensors in bathrooms and common areas can notify staff when supplies are low or when cleaning is required. This not only ensures a clean and hygienic environment for tenants but also improves the efficiency of your maintenance team.

Lastly, the use of a tenant experience platform can be a game-changer in enhancing tenant satisfaction. These platforms allow tenants to submit service requests, reserve amenities, receive updates about the building, and more, all from their smartphones. They provide a convenient way for tenants to engage with the facilities management team and have their needs met promptly.

High levels of tenant comfort contribute directly to high occupancy rates. Happy tenants are more likely to renew their leases and recommend your building to others. By prioritizing tenant comfort, you're not just creating a better environment - you're also securing the financial health and sustainability of your building.


As we navigate through this digital age, commercial facilities management isn't just about maintaining buildings—it's about harnessing the power of technology and analytics to transform them into smarter, more efficient, and sustainable spaces. 

The strategies and best practices outlined in this article aren't just for the benefit of your buildings; they're designed to enhance the well-being of your tenants, boost the productivity of your team, and contribute to the sustainability of your community.

Interested in stepping up your game in facilities management? 

Consider leveraging the power of CIM's building analytics product, PEAK. Our cutting-edge solution offers a suite of tools to help you make data-driven decisions, optimize your facility operations, and enhance tenant comfort.

Don't just manage—optimize. Request a callback today to learn more about how PEAK can revolutionize your approach to facilities management.

Darren Moran
June 1, 2023