Targeted reduction of operational costs in facility management: a strategic approach for companies and customers
In the increasingly complex world of facility management (FM), the focus is on efficiency and cost optimization. Companies are looking for ways to reduce their operational expenditure without sacrificing quality or service. The key to success does not lie in short-term savings alone, but in a holistic, strategic approach that takes into account all relevant players, technologies and processes. The following eight points show how facility management companies and their clients can achieve sustainable cost benefits through a structured approach.
a) Clear target definition: The beginning of every optimization
The first step towards cost reduction is a precise definition of objectives. Without a clear understanding of what is to be achieved - be it cost reduction, increased efficiency, quality improvement or sustainability - optimization efforts often fizzle out ineffectively. Goals must be measurable, realistic and geared towards the needs of customers. Short-term measures should be linked to a long-term vision in order to enable continuous improvements [International Facility Management Association, 2025].
b) Clearly define roles and responsibilities
A common cost factor in facility management is unclear responsibilities. If roles and tasks are not clearly assigned, this leads to duplication of work, delays and inefficient communication. A structured allocation of responsibilities - both internally and externally - creates transparency, promotes a sense of responsibility and reduces frictional losses [GEFMA Guideline 100-1, 2025].
c) Acting actively instead of just reacting
Reactive action - for example in the event of technical faults or customer complaints - is expensive. Proactive maintenance strategies, regular analyses and preventive measures reduce operating costs in the long term. Predictive operational management can avoid downtime, expensive emergency measures and unnecessary repairs [McKinsey, 2020].
d) Knowing what is really needed
Both FM service providers and their customers benefit from critically scrutinizing their actual needs. Services are often offered or requested that do not provide any real added value. An intensive exchange about expectations, priorities and necessary services prevents oversupply and leads to a needs-based, cost-conscious design of FM services.
e) Resource efficiency starts with people
Not only machines and technology, but also people in facility management should be deployed in a resource-efficient manner. This means optimizing schedules, avoiding duplication of work, making communication efficient and providing employees with targeted training. At the same time, it is important to avoid excessive demands and ineffective routines - because motivated, competent employees are a decisive factor for efficient FM.
f) Recognizing and implementing long-term benefits
Cost savings rarely happen overnight. Sustainable success comes from identifying and implementing long-term optimization potential. This can mean investing in energy-efficient technology, restructuring contracts or introducing digital solutions. Those who act today will save tomorrow - and position themselves in the market for the future.
g) Use data to tap into new potential
Digitalization offers facility management companies enormous opportunities. The intelligent analysis of large amounts of data (big data) allows patterns to be identified, inefficiencies to be uncovered and processes to be optimized. Whether through predictive maintenance, intelligent use of space or automated energy optimization - data-driven decisions not only make FM more efficient, but also scalable and resilient to external changes.
Conclusion: Strategy beats individual measures
Reducing operational costs in facility management is no coincidence, but the result of a well thought-out strategy. Those who define clear goals, structure responsibilities, act proactively and utilize technological possibilities can not only reduce costs, but also increase the quality and sustainability of their services. Close cooperation between FM service providers and customers is essential here - because only together can long-term efficiency gains be realized.
-
Sources
[1] International Facility Management Association, 2025: Strategic Facility Planning: A White Paper, https://www.ifma.org
[2] GEFMA Guideline 100-1, 2025: Structures and Processes in Facility Management, https://www.gefma.de
[3] McKinsey, 2020: Operations 4.0: The Factory of the Future
