5 practical steps to lower utility bills through advanced EMS strategies

Utility costs are a growing concern for facilities managers under pressure to cut operating expenses while maintaining service quality and comfort. The solution lies in leveraging Advanced Energy Management System (EMS) strategies, not just to monitor consumption, but to actively control and optimise it in real time.

With modern workplaces now more dynamic than ever, thanks to hybrid working and fluctuating occupancy, EMS tools have evolved to provide the insights and automation FM teams need to match energy use to actual demand.

Here are five practical steps to get measurable savings from your EMS investment.

1.Track and respond to real-time occupancy

The working day is no longer a fixed 9-to-5, and your energy schedules should reflect that. Advanced EMS platforms integrate with IoT occupancy sensors to track and respond to how spaces are actually used throughout the day, week, and year.

For example, heating and cooling can be automatically reduced in underused zones or after hours, while high-demand areas can receive the right amount of ventilation and lighting without over-provisioning. By aligning energy use to occupancy patterns, you avoid the waste of running systems at full capacity when spaces are empty.

Top tip: Pair occupancy data with your building automation system for fully dynamic adjustments that happen automatically — no manual intervention needed.

2.Optimise HVAC with data-driven insights

Heating, ventilation, and air conditioning (HVAC) systems are often the single largest energy consumer in commercial buildings, sometimes accounting for 40% or more of total usage. This makes them one of the most important areas to optimise for both cost savings and sustainability. With the right Energy Management System (EMS) in place, HVAC performance can be continually fine-tuned using real-time data and predictive analytics.

An EMS can analyse a combination of temperature, air quality, and humidity data alongside historical usage patterns to adjust operation intelligently. For example, it can reduce ventilation in lightly occupied areas, such as unused meeting rooms, while maintaining air quality standards, avoiding the energy waste of conditioning air unnecessarily.

Weather forecasting data can also be factored into control strategies. Rather than waiting for outside temperatures to change and then reacting, the system can adjust setpoints in advance. On an unseasonably warm winter day, for instance, heating output can be scaled back automatically, reducing both energy use and operating costs without affecting occupant comfort.

Predictive maintenance capabilities add another layer of efficiency. By identifying signs of underperformance, such as airflow inconsistencies, unusual vibration patterns, or deviations in energy draw, an EMS can trigger alerts for facilities teams to carry out repairs before inefficiencies escalate. This prevents both energy waste and costly breakdowns.

At MRI’s London HQ, these principles have been put into action through a combination of IoT-connected sensors and AI-driven analytics. This approach has delivered significant results, reducing operational costs by £20,000 per year while maintaining a comfortable and healthy working environment. It’s a clear example of how targeted HVAC optimisation can make a measurable difference to both the bottom line and environmental impact.

3.Automate energy benchmarking and anomaly detection

An effective EMS is not only a data collection tool – it analyses and benchmarks performance, and flags where things are going wrong.

By comparing usage across sites, departments, or even specific assets, you can spot underperforming areas quickly. When anomalies such as a sudden spike in power draw from a chiller are detected, automated alerts prompt investigation before the problem results in a higher bill.

Top tip: Set thresholds for different building types or operating modes (e.g., weekend vs weekday) to ensure alerts are meaningful and avoid alarm fatigue.

4.Integrate EMS data with space management tools

Energy waste often stems from poorly matched space and resource allocation. An EMS becomes even more powerful when integrated with space management and booking systems, allowing you to align energy delivery with how your buildings are actually used.

For example, if only three meeting rooms are booked in a wing of the building, the EMS can ensure only those rooms are lit, heated, or cooled, leaving the rest in an energy-saving mode.

This integration also supports ESG goals by directly tying space efficiency to energy reduction, helping organisations meet targets for lowering carbon emissions alongside cutting costs.

5.Use AI to continuously optimise and predict demand

Artificial intelligence is the ultimate partner for an Energy Management System (EMS), taking building performance optimisation far beyond what fixed schedules or manual oversight can achieve. By processing vast amounts of real-time and historical data, AI can spot patterns, predict future needs, and make proactive adjustments, often before a human operator would even notice an issue.

One of AI’s key strengths is its ability to learn usage patterns over time. By analysing how energy is consumed across different days, seasons, and occupancy levels, it develops a nuanced understanding of the building’s unique operating rhythm. This insight allows the EMS to anticipate when demand will peak or drop, optimising system output accordingly.

AI can also predict demand by factoring in a wide range of variables beyond basic occupancy. It can draw on historical consumption data, weather forecasts, and even local events that might influence building use. For example, on a day when colder temperatures and full occupancy are expected, AI can pre-emptively adjust heating levels to maintain comfort without overconsuming energy.

Perhaps most powerfully, AI can automatically adjust system performance in real time. Instead of waiting for conditions to change and then reacting, the EMS fine-tunes equipment settings in anticipation, modulating HVAC output, adjusting lighting levels, or shifting energy loads to off-peak times.

This creates a cycle of continuous improvement, embedding energy savings into the everyday operation of the building. Rather than one-off optimisation projects, AI ensures that efficiency gains are sustained, scalable, and responsive to changing circumstances, making it a cornerstone of truly smart energy management.

From Insight to Impact

Advanced EMS strategies combine real-time monitoring, automation, AI optimisation, and space integration to deliver continuous, measurable energy savings. They enable FM teams to move from reactive cost control to proactive efficiency without sacrificing comfort or performance.

With the right system in place, lowering utility bills becomes a by-product of smarter operations, not a once-a-year challenge.

Visit our website today to learn more about how MRI’s smart energy management solutions can help your organisation.