{"id":2105,"date":"2023-07-31T12:31:19","date_gmt":"2023-07-31T16:31:19","guid":{"rendered":"https:\/\/eptura.wpengine.com\/?p=2105"},"modified":"2025-09-22T00:06:27","modified_gmt":"2025-09-22T04:06:27","slug":"integrated-facilities-management-guide","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/integrated-facilities-management-guide\/","title":{"rendered":"A guide to integrated facilities management"},"content":{"rendered":"

Do you use dozens or more different management software systems and service vendors for your facility, asset, and maintenance operations?\u00a0 Integrated facilities management (IFM) can simplify our day-to-day practices and streamline operations between people, technology, and processes.<\/span>\u00a0<\/span><\/p>\n

What\u2019s more, buildings need more attention now than ever before. The shift to hybrid and flexible working has made it\u202fincreasingly\u202fdifficult for businesses to\u202foperate\u202ftheir spaces and\u202fmaintain assets\u202feffectively.\u202fThis requires\u202ffacility management and workplace experience teams\u202fto\u202fwork together and share\u202fdata\u202fto\u202fensure that office space is available and\u202ffunctioning smoothly to\u202fmeet the needs of their workforce.<\/span>\u00a0<\/span><\/p>\n

If your goal is to improve efficiency and rationalize your building technology and facility management budgets, IFM is an important strategic lever you can pull to realize cost savings.\u00a0<\/span>\u00a0<\/span><\/p>\n

The <\/span>technology underpinning building operations<\/span><\/a> and real estate portfolio management continue to evolve rapidly \u2013 and it can be difficult to stay up to date. Innovation and disruption are everywhere. Look at today\u2019s key trends: Sensors. Artificial intelligence. Machine learning. <\/span>Digital twins<\/span><\/a>. With digital transformation, technological siloes that existed only a few years ago are becoming more seamlessly integrated and automated. And it\u2019s all for the benefit of needing less to manage.<\/span>\u00a0<\/span><\/p>\n

\u201cCompanies of all sizes\u202fhave been forced to dedicate resources to five, 10, or even 15 different workplace and facility management tools,\u201d said Brandon Holden, our CEO, upon the <\/span>launch of our unified worktech platform<\/span><\/a>. \u201cWith reduced budgets and fewer resources, organizations need to shift toward unified platforms that replace\u202findividual solutions.\u201d<\/span>\u00a0<\/span><\/p>\n

It\u2019s all being closely monitored and analyzed by leading research firms. <\/span>Connected portfolio intelligence platforms<\/span><\/a> and <\/span>intelligent digital workspace ecosystems<\/span><\/a> are just a few new categories along with IFM to keep tabs on.<\/span>\u00a0<\/span><\/p>\n

Here\u2019s everything you need to know about IFM, why so many organizations have adopted this method, and how you can make the switch as seamlessly as possible.<\/span>\u00a0<\/span><\/p>\n

What is integrated facilities management?<\/h2>\n

Integrated facilities management is a method of consolidating all facility-related solutions and processes under one unified management group with a single point of contact. Typically, this means that one team manages all contracts, vendor relationships, space planning<\/a>, and real estate planning using a central, unified software solution that integrates with others, and anyone can use.<\/span>\u00a0<\/span><\/p>\n

At its core, IFM is a simple concept. After all, managing multiple disparate technologies and manually pulling data from a dozen different sources is\u202f<\/span>inefficient<\/span><\/a>, difficult to control, and less organized.<\/span>\u00a0<\/span><\/p>\n

With the growing need for businesses to avoid being disrupted, the implications go even further. That\u2019s because misaligned systems aren\u2019t just frustrating, they slow down the ability to adapt quickly.<\/span>\u00a0<\/span><\/p>\n

Before you can fully make the transition to integrated facilities management, you\u2019ll probably need to convince others at your organization. Let\u2019s talk about a few key benefits you can share with senior stakeholders to help\u202fearn their buy-in.<\/span>\u00a0<\/span><\/p>\n

What are the key facility management trends happening today? Get our latest quarterly <\/span><\/i><\/b>Workplace Index report<\/span><\/i><\/b><\/a>.<\/span><\/i><\/b>\u00a0<\/span><\/p>\n

What are the benefits of integrated facilities management?<\/h2>\n

Switching to IFM offers numerous advantages for your organization \u2014 all of which can favorably impact your bottom line.<\/span>\u00a0<\/span><\/p>\n

Increased efficiency<\/h3>\n

Integrated facilities management helps you consolidate the entire structure of your facilities management strategy. In many cases, this means eliminating redundant software, ending unnecessary vendor contracts, and moving all responsibilities under one team. With fewer solutions and processes to juggle, you and your team will enjoy a more streamlined workflow and better organization of resources. This will help you work smarter, not harder, and accomplish more without exhausting all your time and energy. With IFM, you\u2019ll have the freedom to work proactively.<\/span>\u00a0<\/span><\/p>\n

Improved visibility<\/h3>\n

Without integrated facilities management, it\u2019s impossible to know everything that\u2019s going on in your workplace or real estate portfolio at any given time. To perform an analysis at the macro level, you need to switch between teams and solutions, collecting data from various sources.<\/span>\u00a0<\/span><\/p>\n

With IFM, you\u2019ll have full visibility into your properties and the most important\u202f<\/span>facilities management metrics<\/span><\/a>\u202fwith simple, at-a-glance data visualization. You\u2019ll be able to compile reports in minutes instead of days. With easy access to the insights you need, you can make better-informed decisions that optimize your workspace.<\/span>\u00a0<\/span><\/p>\n

Reduced operating costs<\/h3>\n

IFM is much more cost effective. Investing in ad-hoc software and hardware solutions may seem like a good idea in the moment, but over time those\u202fannual fees and <\/span>maintenance costs<\/span><\/a>\u202fcan really add up.<\/span>\u00a0<\/span><\/p>\n

Once you take time to identify the redundancies and overlap in your systems and begin consolidating your technology, it\u2019s much easier to trim the fat. This can translate into massive savings for your organization.<\/span>\u00a0<\/span><\/p>\n

And with less to manage, your department can work leaner and reallocate that extra budget into furthering your company\u2019s digital transformation.<\/span>\u00a0<\/span><\/p>\n

A happier, healthier workplace<\/h3>\n

It\u2019s essential you\u202fcreate a functional workplace\u202fthat\u2019s not only comfortable and convenient but also secure. IFM will make it easier to achieve. For example, when you\u2019re able to integrate your\u202f<\/span>space management\u202fsolution<\/span><\/a> with your IoT sensors, <\/span>workplace reservation software<\/span><\/a>, and\u202f<\/span>visitor management system<\/span><\/a>, you can ensure employees have access to the resources and equipment they need. You\u2019ll be able to make more strategic decisions with full visibility into your workplace operations.<\/span>\u00a0<\/span><\/p>\n

From <\/span>emergency notifications<\/span><\/a> to building occupants and <\/span>precise access control systems for visitors<\/span><\/a>, digital integrations from IFM are powering safe and compliant building experiences.\u00a0 Plus, IFM is helping organizations lower energy costs and <\/span>meet ESG standards and improve sustainability performance<\/span><\/a> through the use of smart building sensors and intelligent automation of HVAC and air quality systems.<\/span>\u00a0<\/span><\/p>\n

How do you successfully implement integrated facilities management?<\/h2>\n

As a facilities leader<\/a>, you know people can be resistant to change. So, how can you ensure your move to IFM will be successful? Here are a few things you can do to ensure a positive experience.<\/span>\u00a0<\/span><\/p>\n

Do your homework<\/h3>\n

Perform a thorough analysis of how existing office-based solutions are used within your organization. Look for inefficiencies, overlap, and opportunities to improve your employee experience. While your maintenance professionals may be hesitant to learn a new software, they may be more eager once you show them precisely how the solution will simplify their workday and eliminate common obstacles.<\/span>\u00a0<\/span><\/p>\n

Moving to IFM can mean significant changes to your facility operations. By accounting for the learning curve and preparing a strategy ahead of time, you can eliminate issues that may slow your progress.<\/span>\u00a0<\/span><\/p>\n

Identify and align your goals<\/h3>\n

Take time to determine your goals, how they align with broader organizational objectives, and how you\u2019ll measure your performance. This way, you can optimize your efforts in real-time and ensure you have plenty of data to prove your success when it comes time to defend your spend to senior stakeholders.<\/span>\u00a0<\/span><\/p>\n

Communicate consistently<\/h3>\n

Successfully transitioning to IFM is an exercise in project management. Use feedback surveys, host small group discussions, leverage internal advocates, and ensure people feel they can come to you with any questions or concerns.<\/span>\u00a0<\/span><\/p>\n

In these scenarios, it\u2019s better to over-communicate. Let teams know about the transition well ahead of time so they have ample opportunity to prepare. Then keep everyone informed of the changes along the way.<\/span>\u00a0<\/span><\/p>\n

Consider outsourcing integrated facilities management services<\/h3>\n

Integrated facilities management doesn\u2019t mean your in-house FM team has to handle everything. Outsourcing can improve efficiency, reduce costs, and give you access to more innovative technologies and processes. Just make sure that if you do use another provider, you all have access to the same data and workflows through a unified system. Your maintenance provider should be able to see space utilization data, which can help them clean more efficiently. Your in-house team should have full visibility into the maintenance provider\u2019s activities as well so they can plan accordingly.<\/span>\u00a0<\/span><\/p>\n

Choose the right IWMS<\/h3>\n

Perhaps most importantly, be sure you select the right technology. Much of your success depends on the integrated workplace management system you choose as the center of your facilities management. Take time to ensure your\u202f<\/span>IWMS\u202fsolution<\/span><\/a> is flexible, user-friendly, and integrates with all the technology and applications your team already know and love. Make sure it has all the features you need to work efficiently \u2014 from managing space and room reservations to assets and service requests.<\/span>\u00a0<\/span><\/p>\n

It\u2019s also important to consider how it will align with your future business goals. For instance:<\/span>\u00a0<\/span><\/p>\n