Facility management tips to improve efficiency

Facility managers are under increasing pressure to optimise operations while controlling costs. Inefficiencies in maintenance, space utilisation and vendor management can quickly lead to rising expenses and operational disruptions. To effectively cut facility management costs, organisations must implement smart strategies that improve efficiency, reduce downtime and extend asset lifespans. A proactive approach to facility management not only reduces expenses but also enhances workplace productivity and sustainability.

At MRI Software, we provide innovative facilities management software that helps facility managers automate workflows, track asset performance and optimise space utilisation. By leveraging data-driven insights and automation, organisations can enhance efficiency and achieve measurable improvements in facility management KPIs.

This post explores best practices and technology-driven solutions to improve facility management performance.

Table of contents:

• Why efficient facility management matters
• Facilities management best practices for improved efficiency
• Building maintenance tips to improve longevity and reduce waste
• How technology enhances facility management efficiency
• How MRI Software supports smart facility management

Why efficient facility management matters

Effective facility management is essential for maintaining safe, functional and cost-efficient properties. Whether overseeing office buildings, warehouses or commercial spaces, facility managers must balance maintenance, operations and budgeting to ensure smooth day-to-day activities. Inefficiencies can lead to rising costs, frequent breakdowns and resource wastage, impacting both productivity and profitability.

Efficiency in facility management is about more than cost-cutting. It involves implementing proactive maintenance strategies, leveraging automation and streamlining operational workflows. By adopting best practices, facility managers can reduce downtime, extend asset lifespans and create better work environments for tenants and employees alike.

Facilities management best practices for improved efficiency

Implementing preventive and predictive maintenance

A proactive approach to maintenance reduces the likelihood of unexpected equipment failures and costly emergency repairs. Preventive maintenance involves scheduled servicing of assets to keep them in optimal condition, while predictive maintenance leverages data analytics and sensor technology to anticipate potential failures before they occur. This strategy helps minimise downtime and extends the longevity of critical assets.

Streamlining work order management and response times

Delays in addressing maintenance requests can lead to operational disruptions and higher costs. A centralised work order system ensures that facility managers can efficiently track requests, assign tasks and monitor progress in real time. Automated workflows reduce manual errors, while mobile-friendly solutions allow maintenance teams to receive and update job statuses on the go, improving response times and overall efficiency.

Optimising space utilisation for better productivity

Proper space planning ensures that facilities operate at maximum efficiency. Understanding occupancy levels and how spaces are used helps organisations make informed decisions about reconfigurations, expansions or consolidations. Modern space management tools provide real-time data on desk usage, meeting room availability and capacity trends, allowing managers to optimise layouts and improve employee experience.

Managing vendor contracts and service agreements effectively

Facility managers often work with multiple vendors for cleaning, security, maintenance and other essential services. Keeping track of service agreements, contract renewals and vendor performance is crucial for maintaining service quality and controlling costs. An automated contract management system helps centralise documentation, set reminders for renewals and ensure vendors meet service-level agreements.

Building maintenance tips to improve longevity and reduce waste

Conducting regular facility inspections

Routine inspections help identify potential issues before they escalate into costly repairs. Scheduled facility walkthroughs ensure that HVAC systems, electrical components, plumbing and structural elements remain in good condition. A detailed inspection checklist allows facility managers to document findings and prioritise necessary repairs.

Using automation for work order tracking and asset management

Manual tracking methods can lead to misplaced requests and inefficiencies in asset management. Digital solutions provide real-time tracking, automated scheduling and performance analytics to help facility teams manage repairs and replacements more effectively. Integrating automation reduces human error and enables data-driven decision-making to optimise operational efficiency.

Training staff on best facility management practices

An informed team is key to maintaining efficiency. Providing regular training on facility management best practices ensures that staff members understand proper maintenance procedures, emergency response protocols and the importance of energy conservation. Encouraging staff to report maintenance concerns early helps prevent larger issues and reduces operational disruptions.

How technology enhances facility management efficiency

Smart facility management solutions leverage data, automation and cloud-based tools to enhance efficiency and cost savings. From IoT-enabled sensors that monitor asset conditions to AI-driven analytics that predict maintenance needs, technology enables facility managers to optimise workflows and reduce manual intervention.

How MRI Software supports smart facility management

At MRI Software, we provide advanced solutions that streamline facility management operations. Our technology helps automate maintenance workflows, optimise space management and enhance vendor contract tracking. With real-time data insights and predictive analytics, facility managers can make informed decisions that improve efficiency and reduce costs. Whether managing single properties or large portfolios, MRI Software empowers teams with the tools needed to maintain high-performing facilities. To find out more, contact our friendly team today on +44 (0)20 3861 7100.