As facilities become more connected, data-driven, and subject to growing operational, sustainability, and compliance expectations, the role of Integrated Facilities Management (IFM) continues to evolve. Today’s facility leaders are expected to go beyond maintaining buildings. They must contribute to optimizing asset performance, supporting sustainability goals, enhancing occupant and visitor experiences, managing risk, and delivering measurable business outcomes.
To meet these expectations, organizations are increasingly leveraging data, technology, and integrated service delivery models to create more future-ready facilities. Whether you’re implementing a new IFM strategy or looking to strengthen an existing program, these 10 best practices can help get more from your IFM approach.
1. Adopt an asset stewardship mindset
When all physical assets are strategically managed with proactive planning throughout their lifecycle, from HVAC systems to plumbing to lighting, the performance can be better optimized to prevent unexpected failures and reduce overall costs. This is asset stewardship and is arguably the most important mindset and operational shift in an efficient and successful integrated facilities management approach.
2. Use data to drive decision-making
When data is gathered and analyzed on critical aspects of smooth facility operations, such as energy consumption, workforce productivity, asset condition, and compliance progress, then decisions can be made based on what is actually working and what still needs work. Real-time operational data, performance dashboards, and predictive insights can improve planning, budgeting, and facility performance.
3. Implement predictive maintenance strategies
Identifying issues before they become failures is key to reducing downtime and incurring costs for unplanned repairs. Things like temperature tracking and equipment wear analysis can be monitored by IoT, sensors, and AI-enabled analytics. Continued use of these technologies, and keeping up on new developments, is a worthy investment.
“A non-negotiable best practice in sound facilities management today is the accurate interpretation of data to gain strategic operational insight, but facilities operators today often do not possess the experience or skill to do this. That’s where the resources of an FM partner like Dexterra comes into play. We give them tools that are simple and intuitive to use thus enabling useful data collection.” – Kenneth Stevely, Executive Vice President, Innovation, Dexterra Group
4. Invest in smart building technologies
Imagine HVAC and lighting being automatically adjusted based on occupancy rate. Or building conditions that can impact occupant comfort being rapidly assessed and addressed. Connected building systems, automation platforms, occupancy analytics, and remote monitoring tools create a more responsive and efficient environment, supporting sustainability goals and improving the overall experience of occupants, and should be integrated into IFM practices.
5. Align facilities performance with business goals
IFM is not just about managing physical assets and human experience. It also must include alignment with the strategic goals of the organization, and clear communication of said goals. Facility KPIs should align with organizational priorities such as operational efficiency, sustainability, risk management, employee experience, and financial performance. Everyone, from C-Suite to frontline workers, must be on board with how IFM supports the overall business.
6. Determine success metrics for established KPIs
Effective IFM programs are measured by both the services delivered and the outcomes they help organizations achieve. Tracking the right performance indicators can provide valuable insight into operational efficiency, asset performance, sustainability efforts, and long-term value creation. Track outcomes such as:
- Cost predictability
- Asset uptime
- Work order response times
- Occupant satisfaction
- Energy performance
- Compliance performance
- Total cost of ownership
7. Prioritize occupant satisfaction and overall facility experience
Things like clean and well-maintained spaces and optimal indoor air quality create environments that support positive experiences. Continually assessing and updating practices is essential to creating environments that are safe, comfortable, healthy, and productive for all occupants, including tenants, patients, students, customers, visitors, and employees.
8. Build sustainability into everyday operations
Rather than treating sustainability as a standalone initiative, elements of sustainability, including energy management, waste reduction, emissions tracking, and sustainability reporting, should be incorporated into facility management programs. Not only does this boost environmental impact and cost-savings but helps your brand demonstrate corporate social responsibility and “walking the talk”.
9. Strengthen vendor integration and accountability
Integrated service delivery helps create a single point of accountability for facility performance. By aligning vendors through common goals, reporting standards, and governance processes, organizations gain better visibility into costs, asset performance, sustainability initiatives, and long-term facility outcomes. For example, instead of managing separate contractors for building maintenance, janitorial services, groundskeeping, and energy management, an organization can coordinate these services through a single IFM partner with unified reporting and performance metrics.
10. Commit to continuous improvement through innovation
Effective IFM programs are not a ‘set and forget’ initiative. As buildings and spaces evolve, so too must the IFM response. Regularly evaluating new technologies, service models, workplace trends, and operational practices is key to ensuring facilities programs continue to evolve alongside organizational needs.
Ultimately, effective IFM is about creating smarter, more efficient, and more sustainable facilities. As technology, workplace and client expectations, and operational demands continue to evolve, a proactive and data-driven approach to facility management will remain critical to success. By adopting these best practices, organizations can expect to see real benefits.
Ready to explore how IFM can support your facilities and organizational goals?