How can we optimize facilities in facility management?
Facility management (FM) plays a central role in the management and optimization of working environments. In a world where the demands on offices and buildings are constantly changing - be it through hybrid working models, digitalization or sustainability goals - FM managers need to find new ways to use facilities more efficiently. This is not only about cost savings, but also about better use of resources, more flexibility and increased user satisfaction.
In the following, we highlight six key strategies for optimizing the use of facilities in facility management - and deliberately think beyond the classic back-to-work perspective.
a) Don't just think about the way back to the office (back to work)
The discussion about facility management should not only revolve around the return to the office. Hybrid working models and remote working have fundamentally changed the use of physical spaces. Offices are no longer just workplaces, but places of encounter, creativity and collaboration. In this context,
optimization means that spaces are used flexibly, multifunctionally and with the support of technology. Spaces must be dynamically adaptable - for example through modular furniture or flexible room partitions - in order to meet the different requirements of teamwork, individual work or events [Deloitte, 2021].
b) What does "optimize" actually mean?
In the context of facility management, "optimizing" does not necessarily mean "reducing". Rather, it is about the efficient, appropriate and sustainable use of existing resources. This includes, among other things:
● Cost optimization through better utilization
● Space optimization through flexible usage concepts
● Energy optimization through smart technologies
● User centricity through data-based decisions
An optimized building is not an empty space, but an intelligently used place that meets the needs of its users - both today and in the future [IFMA, 2025].
c) Create space for machines
The integration of automation and digital technologies is a key factor in modern FM strategies. Whether cleaning robots, smart sensors for climate and light or autonomous logistics systems - these machines require space, maintenance and a well thought-out infrastructure.
Optimization here means:
● Planning space in storage and traffic areas
● Preparing and providing power and data connections
● Considering human-machine interaction
Machines are not just tools - they change how we use and design spaces [McKinsey, 2023].
d) Monitor and measure your usage
No optimization without data. Modern sensors and FM systems enable the detailed recording of room utilization, energy consumption or system availability. This data forms the basis for fact-based decisions.
Examples:
● Occupancy rates of meeting rooms
● Usage patterns in common areas
● Energy consumption per square meter
Continuous monitoring allows trends to be identified, inefficiencies to be uncovered and measures to be implemented in a targeted manner [JLL, 2022].
e) Reduce or reuse
Today, sustainability is not a "nice to have", but a strategic must. Optimization also means avoiding wasting materials and space:
● Don't dispose of old furniture, recycle it
● Use empty office space for coworking or temporary storage
● Promote reusable concepts in facility services
Equally important is the reduction of consumables and energy through sustainable standards [GEFMA, 2022].
f) Finding a balance
Ultimately, optimization also means finding a balance - between efficiency and humanity, between technology and comfort, between sustainability and practicability.
A purely cost-centric approach often misses the mark. The focus must remain on people: Employees, customers, partners. Their satisfaction, health and productivity are crucial to the success of any FM strategy.
The ideal facility management is therefore holistic, integrative and forward-looking - and sees the building not as a rigid structure, but as a living system.
Conclusion
Optimizing the use of facilities in facility management is a multifaceted task. It's not just about cutting costs or reducing space, but about designing spaces in an intelligent, sustainable and human-centered way.
By taking new working models, the use of smart technologies, a strong data foundation and a balance between efficiency and well-being into account, companies can future-proof their FM strategies.
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Sources:
[1] Deloitte, 2021: The future of workplace. https://www2.deloitte.com
[2] IFMA (International Facility Management Association), 2025: What is Facility Management? https://www.ifma.org
[3] McKinsey, 2023: Automation in facilities management. https://www.mckinsey.com
[4] JLL, 2022: Smart Buildings and Data-Driven Facilities Management. https://www.us.jll.com
[5] GEFMA, 2022: Sustainability in facility management. https://www.gefma.de
