Digitalization Pays Off
More and more organizations are digitizing their facility management processes. And it makes perfect sense: you cut costs, improve service delivery, and boost employee satisfaction. Still, there’s often a misconception that digitalization automatically means launching a complex digital transformation. Luckily, that’s not the case.
Digitalization mainly means automating, accelerating, and improving existing processes. Or, in other terms: from A to Better. Digital transformation goes a step further—it completely redefines processes or replaces them with entirely new solutions. In other terms: from A to Different.
In this blog, Bram Aarntzen and Amber Klaassen show how you can achieve quick wins through smart digitalization. The biggest benefits lie in three key areas: people, sustainability, and building management. This overview is just a starting point—there’s so much more potential.
People: Work More Efficiently and Healthier
Your employees are the engine of your organization. With smart technology, you can make their work easier and healthier. The result? Less wasted time, lower absenteeism, and more satisfied colleagues.
Less Productivity Loss
Inefficient work processes cost employees valuable time. With an Integrated Workplace Management System (IWMS) integrated with Microsoft, Google, or Zoom, reserving workspaces becomes faster and smarter. On the flip side, these digital workplace platforms also now offer physical workspace reservation tools—like Microsoft Places, Zoom Workplaces, and Google Workspace—sometimes integrated with an existing IWMS.
Example: An IWMS linked to Outlook or Google Calendar can automatically assign workspaces when meetings are scheduled. When employees arrive at the office, their workspace is already reserved and ready to use—eliminating the hassle of searching for a spot and saving time and frustration.
Lower Absenteeism
A healthier workplace leads to lower absenteeism. Think smart sensors that monitor air quality and automatically adjust ventilation. With IWMS data, you gain insights into how space usage relates to air quality—allowing targeted improvements to workplace health.
“Sensors constantly monitor air quality in meeting rooms and automatically activate ventilation when levels drop. A smart building system helps reduce fatigue, headaches, and concentration issues—improving employee well-being and measurably reducing sick leave.”
Higher Employee Satisfaction
A comfortable work environment increases engagement and loyalty. Today’s employees expect hospitality on par with a quality hotel. To measure satisfaction, you can integrate smart feedback tools into existing systems—making it easy to give feedback or report issues. The result: employees feel heard and valued.
Example: With a feedback tool, employees can quickly and easily share thoughts on their workspace, facilities, or services. This input flows directly into the IWMS, giving you real-time insights into what’s going on. You can respond quickly, show visible improvements, and boost employee engagement and satisfaction.
Sustainability: Save Energy and Reduce Waste
Digitalization makes working sustainably easier and more affordable. Smart technologies help you save energy instantly and minimize waste.
Lower Energy Use: HVAC Systems
Smart climate control, such as AI-powered systems, automatically adjusts temperature based on occupancy and weather. Even minor upgrades to existing systems can deliver big energy savings.
Example: A smart HVAC system adjusts heating and cooling based on real-time occupancy and weather forecasts. That way, you only use energy when it’s actually needed—cutting waste and reducing your energy bill significantly.
Lower Energy Use: Lighting
Smart lighting sensors ensure lights are only on when needed—using motion detectors or daylight-responsive systems. This delivers immediate energy savings without sacrificing comfort.
Example: LED lighting with motion sensors dims or switches off automatically when rooms are empty. This avoids unnecessary lighting, slashes energy costs, and reduces CO₂ emissions.
Smarter Waste Management
Waste management gets smarter with sensors in bins that notify you when they’re nearly full. A smart IWMS can also predict which areas generate more waste. Smart routing saves both transport time and labor.
Example: IoT sensors in bins send alerts when nearing capacity. This allows cleaning staff to plan efficient routes and empty bins only when necessary—cutting transport, lowering labor costs, and supporting your sustainability goals.
Smart Building Management: Lower Costs, Higher Returns
Effective building management is all about efficiency—without major renovations. Smart digitalization helps reduce maintenance costs, optimize space usage, and lower IT expenses.
Lower Maintenance Costs
Preventive maintenance avoids expensive repairs. Use IoT sensors to schedule maintenance proactively and address issues before they occur. By linking sensors to your IWMS, you gain insights into trends and can plan smarter maintenance. This prevents unexpected costs and breakdowns.
Example: Sensors in elevators and HVAC systems detect early issues and automatically send alerts via the IWMS. This enables timely maintenance that avoids disruptions, reduces costs, and prevents downtime.
Better Space Utilization
Real-time occupancy analysis ensures optimal use of office space. By connecting reservation systems to climate control and access management, you can easily shut down rooms or entire floors when occupancy is low—instantly saving energy and costs.
Example: During no or low occupancy, you can shut down entire floors with one click via the IWMS. The building then automatically powers down lights, HVAC, and access systems—delivering immediate and measurable savings.
Lower IT Costs
Smart digitalization doesn’t have to mean higher IT spending. Many organizations only use parts of their existing systems. Next to improved utilization of existing system, phasing out redundant tools can save thousands annually. One well-utilized central IWMS often eliminates the need for other platforms.
Example: Say you’re running three separate systems for reservations and incident reporting. By consolidating into one powerful IWMS, you can save tens of thousands of dollars annually on licensing, management, and maintenance costs.
Start Seeing Results Right Away
With the savings and improvements discussed in this article, facility managers can make a real contribution to their organization’s financial goals—or choose to reinvest in innovation and employee experience. While full digital transformation can lead to even bigger gains, it often requires larger investments, comes with more risk, and has a longer time to value. In the meantime, smart digitalization offers immediate results—starting with the low-hanging fruit. We’re happy to help you identify what’s within reach and how to pick it most effectively.
Co-written with Amber Klaassen – powered by Smart WorkPlace
Amber Klaassen is a consultant and program manager data-driven FM at HEYDAY Consultancy. Both HEYDAY Consultancy and Aarntzen Business Consultancy are partners of Smart WorkPlace. Together with its partners, this community is about sharing insights, innovations, and research from an integrated perspective. This knowledge contributes to creating sustainable and healthy work environments.
