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Streamlining Facility Operations through Workflows in Adaptive Buildings

Image of Laura-Jane Miginiac
Laura-Jane Miginiac

Facility management in adaptive buildings is a multifaceted domain involving several layers of operations, from managing maintenance schedules to ensuring smooth coordination among various stakeholders. The introduction of workflows can significantly enhance operational efficiency, cost reduction, and overall management in such settings. Leveraging automated workflows can revolutionize how facility managers operate, freeing up their time for strategic decision-making and maximizing the benefits of smart building technologies.

The Power of Workflows in Facility Management

In the realm of adaptive buildings, workflows are the backbone supporting seamless, efficient, and cost-effective operations. These automated processes help facility managers centralize their operations, making it easier to manage multiple systems and teams from a single platform.

With the growing complexity of modern buildings, workflows in facility management have become indispensable for streamlining operations and enhancing efficiency. According to a WorkMarket insight report, automating certain tasks can free up 85% of a team's time, allowing them to focus on achieving the company's most important objectives.

Centralized Management of Operations

Centralized management is one of the primary benefits of incorporating workflows in facility management. Instead of managing multiple platforms and systems, facility managers can use a single platform to handle everything from work orders to maintenance schedules. This simplifies the day-to-day operations, reduces the workload of the staff, and minimizes the risk of errors.

Effective Maintenance Scheduling

Workflows allow for easy scheduling of maintenance tasks. These can be triggered based on calendar dates, ensuring no maintenance task is overlooked. Regular servicing and maintenance of equipment can extend its lifespan and reduce the risk of breakdowns.

Efficient Work Request Management

Workflows can streamline the management of numerous work requests from building occupants. Using facility workflow solutions, managers can systematize work request reception, categorization, assignment, and tracking. This ensures prompt attention to all requests and clear communication between the staff and building occupants.

Harnessing Smart Building Technologies

The smart buildings market is predicted to reach a value of $121.6 billion by 2026, driven by the growing demand for energy-efficient buildings. With the advent of smart building technologies, routine tasks like controlling lighting and temperature are automated. Workflows can streamline data collection and analysis, providing facility managers with valuable insights to improve building performance.

Ensuring Safety and Compliance

Workflows can help facility managers to monitor compliance, track inspections, and create automated alerts for any violations. This reduces the risk of fines and legal liabilities and ensures the building is safe and compliant.

Minimizing Human Error

Automated workflows can minimize human error by automating routine tasks and creating clear instructions for staff. A study found that automation can reduce manual errors by 48%, with an increased speed of tasks completed by 42%.

Boosting Work Satisfaction

By automating routine and low-value tasks, employees can focus on more significant work, leading to increased job satisfaction. It can also improve their engagement and productivity, contributing to a positive work culture.

The Future of Facility Management with Workflows

Buildings IOT, a leading player in the adaptive buildings sector, has announced the launch of Workflows, an innovative feature designed to transform how users interact with building systems and operational data. Workflows allow users to create simple if/then statements for a variety of functions, making the process of maintaining building systems easier and more efficient.

According to Rob Vandenberg, CTO of Buildings IOT, "Workflows’ automated triggers pull users into the system so they aren’t required to monitor a screen for subtle changes at regular intervals." This allows for faster issue resolution and enables facility teams to do more with less.

As the demand for cost-effective, high-quality facility management software continues to grow, automated workflows are becoming an increasingly essential tool for organizations looking to stay competitive and meet the evolving needs of their clients.


Workflows play a pivotal role in enhancing the operational efficiency of adaptive buildings. By streamlining business processes, eliminating bottlenecks, and reducing manual labor, workflows enable effective business process management. As technology continues to evolve, facility management must keep pace, leveraging tools like workflows to stay competitive, meet client needs, and elevate their operations.

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