In today’s fast-paced property management landscape, operational efficiency isn’t just a goal—it’s a necessity. As an area building manager, you’re responsible for ensuring that properties run smoothly, tenants are satisfied, and costs are kept under control. However, balancing these priorities can be challenging without the right strategies in place. Here, part of the team at Metrus, reveal some of their essential tips to enhance operational efficiency, streamline processes, and improve building management outcomes.

1. Leverage Technology to Streamline Operations

Smart building technology has become a game-changer for property management. From IoT devices that monitor energy usage to automated systems for heating, cooling, and lighting, tech can help reduce costs and enhance efficiency. Consider investing in building management software that centralises these controls, providing real-time data on system performance and enabling proactive maintenance.

At One Berkeley Street, London, W1, a mixed-use estate with high-end retail, a 5-star hotel, restaurants, and corporate tenants, we faced challenges with its waste management system in October 2023. Anticipating higher volumes, we needed an innovative solution to better record waste and improve recycling. We adopted an innovative system using colour-coded, barcoded bags for each waste stream. This allowed precise tracking of tenant waste and provided a portal where tenants monitor their waste, receive contamination alerts, and get guidance on improvement. The system’s ongoing support, including tenant education, has been invaluable and quickly reduced contamination, enhanced team efficiency, and earned positive feedback. Now, with a streamlined and effective system, we’re well-prepared for the upcoming Net Zero 2050 challenges, staying ahead in sustainable waste management.

Key Action: Implement smart technology for monitoring and automating building systems, saving both time and resources.

‍

2. Adopt Preventative Maintenance Practices

Reactive maintenance can quickly drain resources and impact tenant satisfaction. Implementing a preventative maintenance plan can help you catch potential issues before they become costly problems. Regular inspections of HVAC systems, plumbing, electrical, and structural components ensure longevity and reduce the likelihood of unexpected breakdowns.

For example, we’ve implemented this strategy at several of our properties by maintaining a detailed spreadsheet with all Planned Preventative Maintenance checks scheduled for the next 12 months across buildings in our portfolio, such as 21-22 Great Sutton St and 100 Bunhill Row,  London, EC1. This proactive approach has helped us reduce costly emergency repairs and extend the lifespan of the systems in these properties by several years.

Key Action: Schedule regular maintenance checks and monitor the condition of essential systems to prevent costly repairs.

‍

3. Data-Driven Decision Making

Embrace the power of data analytics to drive smarter decisions in property management. Collect data on tenant behaviour, building performance, and operational costs. Use this information to identify inefficiencies, optimise resource allocation, and improve overall building performance. For example, tracking energy usage patterns can help you find opportunities to reduce consumption and cut costs.

Key Action: Use data analytics to assess building performance and adjust strategies for greater efficiency.

‍

4. Optimise Vendor Relationships

Managing multiple service providers can be complex, but optimising vendor relationships can streamline operations and reduce costs. Build strong partnerships with reliable vendors who understand your buildings’ specific needs. Consider consolidating services to fewer vendors to simplify management, and negotiate long-term contracts for cost savings.

Key Action: Develop strategic vendor partnerships and consolidate services for more efficient management and cost control.

‍

5. Enhance Tenant Communication

Clear and timely communication with tenants is crucial for efficient building management. Ensure that tenants are well-informed about building policies, maintenance schedules, and any disruptions. Using digital platforms, such as tenant portals, makes communication faster and more efficient, reducing misunderstandings and complaints.

Key Action: Implement digital communication tools to keep tenants informed and engaged, reducing the need for time-consuming follow-ups.

‍

6. Sustainable Practices for Long-Term Efficiency

Sustainability is more than just a trend—it’s an efficiency driver. Incorporating eco-friendly practices like energy-efficient lighting, recycling programs, and water-saving initiatives can significantly reduce operational costs while enhancing tenant satisfaction. Tenants are increasingly looking for environmentally responsible buildings, and embracing sustainability can set your properties apart.

For example, introducing LED lighting in buildings such as 100 Bunhill Row, London, EC1 has significantly decreased our utility costs while also showcasing our commitment to sustainable practices, which tenants greatly appreciate.

Key Action: Introduce sustainability initiatives that lower operating costs and align with tenant values.

‍

Conclusion: Driving Efficiency for Long-Term Success

Operational efficiency is the cornerstone of successful property management. By leveraging technology, adopting preventative maintenance, making data-driven decisions, and streamlining communication, area building managers can enhance building performance while reducing costs. Efficiency not only benefits the bottom line but also ensures a better experience for tenants, leading to long-term retention and overall property success.