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Water conservation is a win-win for most commercial facilities. With a strong commercial water management program, facilities managers are able to satisfy tenants and community leaders looking for sustainability—while saving significant amounts of money.

The latter is especially true today. Water utilities are experiencing cost increases due to higher energy expenditures, catchups on deferred maintenance, increased wages, and in some cases, the need to import water from distant sources. These increased expenditures are being passed along to utility customers, and can hit corporate users especially hard, as commercial facilities are one of the largest consumers of water—according to the EPA, commercial buildings consume approximately 17 percent of the public water supply each year.

Fortunately, a robust water conservation plan can reduce water consumption by as much as 45 percent, leading to significant savings.

Understanding Your Facility’s Water Usage

High-impact facility upgrades include replacing outdated plumbing fixtures, optimizing cooling towers, installing submeters, and—where possible—reducing outdoor water use with desert-friendly flora.

Water use varies greatly by type of facility. In most office complexes, restrooms use the bulk of the facility’s water. Hospitals, restaurants, and other facilities have additional water needs. But no matter what type of facility you manage, developing a water conservation plan will follow similar steps.

Determine Your Annual Water Use and Costs

In order to develop a commercial water management plan, you need to know how much water your facility uses in a year. Getting this information can be as simple as adding up the amounts reported in your water bills. If you already employ submetering, you should be able to assess fairly accurately which areas and functions within your facility—landscaping, air conditioning, restrooms, etc.—are hogging the most water.

If you don’t have submeters, you may have to estimate your usage. Fortunately, there are tools that can help with this, such as portable ultrasonic water meters that clamp onto pipes to measure water flow at various points along the pipe.

Conduct a Water Audit

Once you understand where and how water is consumed in your facility, you can identify opportunities for more efficient water use. In other words, you need to conduct a water audit.

Begin your water audit by walking through your facility and identifying every point where water is used. Document each device that uses water—such as toilets, faucets, and irrigation systems—along with their locations and their flow rate. And be sure to include mechanical equipment such as boilers and cooling towers, which use a significant amount of water.

The audit is also a good time to check plumbing and related fixtures to make sure they’re in working order. Fixing drips and leaks is the low-hanging fruit of the water conservation tree.

Other easy conservation steps include:

  • Checking water submeters installed on major water-using equipment and systems.
  • Testing water pressure on each floor of a building to ensure it is within optimal range for fixture and equipment performance.
  • Checking and adjusting automatic sensors and metering the faucets to ensure accurate timing and delivery of water per cycle.
  • Testing and calibrating automatic- and sensor-flushing devices to prevent double/phantom flushes.
  • Ensuring irrigation schedules are appropriate for your region’s climate and soil conditions.

Analyze Trends

Once you’ve audited your systems, the next step is to spot patterns and opportunities for improvement.  There are many different tools available to help with water use analyses, including water management software, smart water meters, and water management sensors that can detect leaks and other anomalies. The EPA’s WaterSense Water Use and Savings Evaluation (WaterUSE) Tool is a good free resource that details how to conduct a water audit and analyze the results.

Develop a Commercial Water Management Plan

Now that you know how much water you’re using and where it’s being used, you can develop your commercial water management plan. The EPA recommends that you begin by bringing building owners, facility management staff, senior management, and any other key decisionmakers together to develop a list of goals and policy initiatives. In addition, including employees from different parts of the organization in the goal-setting process will promote a sense of ownership across the company. Once water conservation goals have been developed, they should be communicated to the entire organization. Having senior management or the building owners communicate these goals will send a message to employees (or tenants) that water conservation is a priority.

An old-fashioned faucet, with a slow drip, in an office building bathroom
Even a slow drip can waste up to 3,000 gallons a year.

Examples of commercial water management goals may include:

  • Reducing water use by a certain percentage per year for a period of years to reach a target reduction goal, using the facility’s current water consumption as the baseline.
  • Completing projects identified through the planning process within a set timeframe.
  • Upgrading targeted areas such as mechanical systems, restrooms, or commercial kitchens.
  • Establishing a leak-detection program to identify and correct any unaccounted water use that could be due to leaks.

Once water conservation goals have been set, it’s time to create an action plan for achieving these goals. Which actions or projects will lead to the desired reduction in water use? What are the associated costs for these changes, and what are the potential savings? Will improvements be funded through operating expenses or capital funding mechanisms?

Some upgrades involve significant up-front costs. Fortunately, rebates and incentive programs from local water utilities or state governments can help reduce those costs.  For example, the East Bay Municipal Utilities District offers a variety of incentives to support commercial customers, including free water-saving devices and customizable rebates up to $15,000 for landscape and equipment upgrades. Similarly, the Metropolitan Water District in Southern California offers business customers rebates for several types of upgrades, including water-saving toilets and urinals, more efficient cooling tower pH controllers, and even landscaping equipment. Many localities offer incentives for more efficient water use, so be sure to explore the rebate programs available from your local water utility or state agency.

Prevent Water Waste

One of the least expensive ways to conserve water is to prevent it from being wasted in the first place. And two of the most important ways to do this are to monitor your plumbing system for leaks, and to educate the people working in your facility about water-saving steps they can take every day.

Leak Detection and Repair

Leaks are a common cause of water waste. A dripping faucet may seem minor, but just one faucet leaking at a rate of one drip per second will waste 3,000 gallons of water a year. Regular maintenance checks will ensure that these “minor” leaks are caught quickly, and fortunately, most leaks can be repaired simply and inexpensively.

Submetering devices allow you to pinpoint opportunities for water savings.

When searching for leaks, it’s important to check behind walls and other hard-to-reach places. There are several types of handheld devices that use non-invasive thermal imaging to detect leaks, while drones can be used to inspect upper floors, rooftops, and other elevated locations. Finally, visual inspection tools like borescopes can allow your staff to see inside narrow and difficult-to-access spaces. Using the right tools will make your inspection process easier and less expensive.

When it comes to fixing water waste, smart water meters can make a big difference. These devices monitor water flow and will automatically alert you to unusual patterns. Some smart meters can even shut off a water line automatically if a significant, unexpected flow is detected.

When tightening up water use, be sure to look outside the building as well. Landscaping can be a water hog, so any efficiencies gained here can significantly impact the bottom line. Make sure that your landscaping personnel regularly check irrigation systems for leaks. Since sprinklers and drip lines are often run after business hours—when no one may be around to notice leakage—it’s important to proactively check lines and systems for leaks and other malfunctions.

Employee education

Your maintenance staff plays a crucial role in identifying and rectifying water waste, but your facility’s tenants and employees also play a big role in how water is used. To turn your facility’s occupants into water conservation allies, you can:

  • Hold regular training sessions to educate occupants about simple conservation steps like turning off faucets (if manually operated). Occupants can also be taught to identify common signs of leaks, such as water stains, musty odors, and mold growth. Using visual aids like videos and diagrams to show where leaks commonly occur can be helpful. And make it easy for occupants to report possible leaks by setting up a phone number or dedicated email address they can reach out to.
  • Create a culture of awareness in which occupants feel responsible for reporting potential issues. You can even develop a program that rewards occupants who report leaks or engage in other water conservation efforts.

Upgrade fixtures and equipment

Some of the highest-impact facility upgrades are replacing outdated plumbing fixtures, optimizing cooling towers, installing submeters, and reducing outdoor water use with desert-friendly flora that require less irrigation. You can garner big water savings by replacing older fixtures and systems with water-conserving devices that meet today’s standards. For example, if your facility was built before 1992, it may still have toilets that use as much as five gallons of water per flush. Today’s toilets must comply with the federal standard of 1.6 gallons per flush, or state standards (such as California’s) mandating no more than 1.28 gallons. Replacing these water-wasting toilets can make a big difference in water consumption.

Other major savings can be found by:

  • Integrating meters and submeters. Meters and submeters can be integrated into a centralized building management system, making it easy to track and report water usage on an hourly, daily, monthly, or annual basis. Such a system can also trigger alerts when leaks or other operational anomalies are detected.
  • Optimizing cooling tower operations to minimize water loss. One way to do this is to maximize the cycle of concentration (or concentration ratio). When water evaporates from a tower, dissolved solids remain in the recirculating water, but as more water evaporates, the concentration of solids increases and can cause scale to form, which also can lead to corrosion problems. Removing a portion of the highly concentrated water and replacing it with fresh make-up water to compensate for evaporation is the most significant way of conserving water in cooling tower operations. In some cases, water from other equipment at the facility, such as air handler condensate, can be recycled and reused for this make-up water.
  • Reducing irrigation watering. There are several ways to do this, like switching to drought-resistant landscaping, which can cut outdoor water use by up to 50 percent. Shrubs can be watered through drip irrigation instead of sprinklers. Another water-saving tactic is to install weather-based irrigation controllers, which let you water plants based on temperature and rainfall.
  • Upgrading equipment. Upgrading key equipment is one of the most effective ways to improve water conservation while maintaining system efficiency. In addition to switching to water-saving toilets, consider upgrading your boilers and chillers (especially if they’re more than a few years old) with newer, higher-efficiency models.

Implement Recycling and Reuse Systems

Cooling towers aren’t the only areas where water can be reused. Facilities can also reuse treated wastewater from sinks and showers, for example, for non-potable purposes like toilet flushing or irrigation. Doing this, however, requires a dedicated greywater system, and the costs of retrofitting an existing facility to incorporate a greywater system can be prohibitive. So, make sure to explore the cost thoroughly before making any decisions.

In areas with significant rainfall, rainwater harvesting systems can be installed, particularly where the roof is large enough to collect a sufficient volume of water. The water is funneled into storage containers, either above ground or below ground. Equipment is available to filter the water before it reaches the storage container in order to remove dirt, debris, and organic material. Using harvested  rainwater for landscaping is usually easier than using it indoors. If you plan to use the water for indoor applications or cooling towers, pumps and additional pipes will be needed. Make sure you check with local authorities first to find out if these systems are permitted and what requirements they may have. Sometimes rebates or incentives may be available to offset some of the costs of installing a water harvesting system.

Monitor and Evaluate Progress

Like anything else, preventing water waste is an ongoing process. Once you’ve established your baseline of water use and implemented your water-saving projects, you’ll need to monitor your water consumption to determine the effectiveness of your conservation system, compare current water use to your goals and benchmarks, and adjust practices accordingly.

Fortunately, there are tools to help you monitor your savings and alert you to any issues that need to be addressed. These tools include water meters, flow sensors, smart devices, and software applications

You may also want to consider conducting retro-commissioning audits. Ideally performed every five years, these audits identify operational inefficiencies and allow facilities engineers to make needed adjustments. Although primarily a tool for energy conservation, the audits can also be used to monitor water conservation.

Reaping the Benefits of Commercial Water Management

In addition to enabling you to save water (and money), a robust commercial water management plan can help you:

  • Ensure regulatory compliance. Many states are tightening their water use regulations. Water-scarce California, for example, imposed mandatory 25 percent cutbacks on water use during a drought in 2014.
  • Support LEED certification efforts. Implementing water efficiency plans demonstrates your company’s commitment to environmental stewardship and may help qualify you for the prestigious LEED certification, raising your company profile and distinguishing you from competitors.
  • Champion resiliency. By reducing dependence on limited local water resources, water-efficient properties are less vulnerable to fluctuations in water supply from weather-related disasters. Reducing water consumption also ensures a more sustainable water supply for your surrounding community.

Saving money is just one of the many benefits of reducing water use. Fortunately, with current technologies—and the right commercial water management plan—it’s easier than ever to reduce, reuse, and recycle your facility’s most precious resource.

A Facilities Management Partner You Can Rely On

With over 35 years of experience in facilities management, we know the best practices to ensure that your buildings are safe, efficient, and sustainable. Rely on us for award-winning expertise in engineering and project services, predictive maintenance, custodial services, and commercial water management.
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Before operating on a patient, a surgeon maps out the procedure in detail. This kind of careful preparation ensures the best outcome possible. In much the same way, facilities managers seeking to make improvements, streamline operations, or cut costs will achieve the best results by first creating a plan. A surgeon’s plan is based on MRIs, blood draws, and other tests. For facilities managers, the best way to gather essential information is through a facility condition assessment.

What is a Facility Condition Assessment?

A facility condition assessment (FCA) is a thorough and critical evaluation of the physical condition of a building and its assets. This comprehensive evaluation requires a thorough inspection of the building’s infrastructure, systems, and finishes. The FCA’s purpose is to identify both existing and potential failures that might affect the building’s integrity and performance. A good assessment, however, goes beyond identifying problems, and includes recommendations for addressing existing issues, along with suggestions for future improvements.

No matter the industry, a facility condition assessment (FCA) is a vital tool in the development and support of an organization’s facilities master plan.

7 Reasons Why You Need a Facility Condition Assessment

Facilities managers, as well as building owners, can benefit from an FCA in multiple ways:

  • It supplies the data needed to make informed decisions. (For example, with a comprehensive understanding of existing assets, executives can prioritize future improvements.)
  • It predicts the useful life of assets, allowing strategic maintenance and capital planning.
  • It supports compliance and safety efforts.
  • It optimizes budgets by identifying urgent repairs.
  • It saves money by identifying potential problems early, allowing for proactive versus reactive maintenance.
  • It identifies opportunities for operational efficiency. (Example: Net Zero Buildings)
  • It ensures capital projects are justified and properly funded.

How Do You Conduct an FCA?

Facilities management experts recommend conducting an FCA every five to 10 years. However, the frequency can vary. For a newer building in good condition, once a decade may be sufficient. Older buildings or those with heavy usage will need to be assessed more often, perhaps as frequently as every three years.

No matter the frequency, properly conducting an FCA requires meticulous planning and execution. There’s more than one way to conduct an FCA, but the most common approach is comprised of four steps:

1. Preparation and Planning

Your facility condition assessment will only be as good as your preparation for it. First, define the scope of your assessment, determine the buildings to be assessed, and identify your team. Your team should include professionals from multiple disciplines, such as architects, engineers, facility managers, and trade professionals. Depending on the size of your company, you may already have many of these professionals in house; however, if you don’t, there are firms specializing in professional property consultation that can provide assessment services.

2. Inspection

This is the hands-on phase. Your team will walk through each building to inspect the structure’s condition and its systems. Careful documentation is critical at this step—thorough and precise data is essential for creating an accurate FCA. During the inspection phase, be on the lookout for both current deficiencies and future opportunities for improvement. And be sure to take plenty of photographs for reference.

3. Data Analysis

Once you have your data, it’s time for an in-depth analysis. While you may be tempted to tackle all the deficiencies you discover at once, this is the time to take an intentional pause. Careful data analysis will help you prioritize your list of must-do improvements, so that the most severe issues can be addressed first. A thorough analysis will also enable you to determine the best schedule for ongoing maintenance. Rather than pre-emptively performing maintenance that may be unnecessary, you’ll be able to more accurately predict what needs to be done and when. This best practice, known as predictive maintenance, can lower maintenance costs by up to 25%, according to the Deloitte Analytics Institute.

4. Reporting

Before you can execute your plan, you need a comprehensive report. The report should include a detailed description of the condition of each facility as well as each building’s identified deficits and estimates for repair. The report should also outline opportunities for improvement and recommendations for next steps. Your report will serve as a valuable road map when you begin your repairs and improvements.

Finding the Right Tools

During each phase of creating your FCA, you may find asset management software to be a useful tool. This type of software, some of which incorporates AI, can help you easily organize and analyze the data you gather, and even propose which projects should be prioritized. For example, using such software, Frederick County, Maryland was able to improve its asset management practices. The county replaced spreadsheets and personal knowledge with a centralized data hub and a comprehensive asset inventory. These extensive data sets have not only made budget planning easier and more accurate, they’ve also made it possible for the county to become more proactive in its asset maintenance.

But what if your current employees lack the time or the expertise to conduct a facility condition assessment? In that case, the solution may be to hire a third-party facilities management services provider. While this approach will cost more than conducting the FCA in house, it can be far more cost-effective in the long run, if it prevents you from basing critical planning decisions on an incomplete, poor-quality FCA—or worse, no FCA at all.

What Should My FCA Include?

Buildings deteriorate over time, so a good place to start your facility condition assessment is with your building envelope: the structural elements such as the roof, walls, windows, and doors that help protect the building’s interior from the elements. Start by assessing the condition of the ceilings, walls, partitions, and floors, and be sure to check for overall cleanliness, proper lighting, and ventilation.

Once the building envelope has been assessed, you can move on to the building’s systems: mechanical, technology/communication, electrical, vertical transportation (escalators and elevators), etc. While this is the time to pay attention to details, don’t lose sight of the big picture. These systems are not static, so it’s important to think through how they perform in use. For example, when evaluating fire safety, go beyond inspecting fire alarms, extinguishers, and sprinkler systems, and ask questions like “Are the emergency exits easily accessible? Do they have adequate signage? Is there appropriate emergency lighting?”

A woman in a safety vest and hardhat examines the brick exterior of a building.
The building envelope is a good place to start your facility condition assessment.

This is also the time to make sure that all the facility’s systems comply with local and federal codes. Building codes and regulations change over time, so be sure to stay up to date on all applicable building standards and environmental regulations. What may have been compliant 20 years ago could easily be outdated now.

Additionally, as you conduct your FCA, remember that you’re not just looking for existing problems; you are also seeking to identify ways to eliminate or minimize potential future problems. For example, to protect your organization from unexpectedly high energy bills, look for ways to lower energy consumption by applying insulation strategically and improving the energy efficiency of lighting, HVAC assets, and even windows.

How to Use the FCA

How a facility condition assessment is used can vary from industry to industry. A facility manager for an educational institution may be concerned about the safety of a large stadium, while a healthcare facility manager may use an FCA to understand the condition of an operating theater or a specialized facility such as an imaging center. Yet, no matter the industry, a facility condition assessment is a vital tool in the development and support of an organization’s facilities master plan (FMP). An FCA supports the master plan in multiple ways.

  • Prioritizing Assets: The data from an FCA ensures that the resources of your FMP are allocated to the most critical needs.
  • Supporting the FMP Timeline: The information gained from an FCA is used to predict the future repair and replacement needs that are outlined in the FMP.
  • Providing Cost Estimates: By providing estimates for upgrades, replacements, and repairs, your FCA supports your FMP in developing realistic budgets for capital improvements and maintenance.
  • Aligning Strategic Goals: Conducting a thorough FCA lets you determine how well your facility’s assets are meeting their intended purposes, so you can align facility upgrades and replacements with the organizational goals of the FMP.
  • Supporting an Organization’s Sustainability Goals: By assessing energy usage and other environmental factors, an FCA provides insights that can be incorporated into the sustainability goals outlined in your FMP.
  • Providing Risk Mitigation: Code compliance and other safety hazards are outlined in an FCA, enabling planners to strategically and proactively address these risks in the FMP.
A man in a dress shirt and hardhat, holding a clipboard, gets a reading from a gauge attached to a large red pipe.
Conducting assessments at regular intervals will ensure your facilities remain compliant with changing building standards and regulations.

Worth the Effort

A facility condition assessment can be time-consuming, but its benefits make it worth the effort. As the foundation of your facilities master plan, it’s a strategic tool that allows you to make data-driven decisions, prioritize resources, align your facility improvements with your organizational goals, and ensure your buildings remain safe, sustainable, and efficient. With a strong FCA, you’ll do more than merely maintain your buildings; you’ll optimize them for the future.

A Facilities Management Partner You Can Rely On

With over 35 years of experience in facilities management, we know the best practices to ensure that your buildings are safe, efficient, and sustainable. Rely on us for award-winning expertise in engineering and project services, predictive maintenance, and custodial services.
Learn More

Technology is transforming every aspect of building management, and HVAC systems are no exception. Modern HVAC technology not only improves energy efficiency but also enhances comfort, air quality, and sustainability—all critical factors for today’s facilities managers.

Modern HVAC systems are far more energy-efficient than older models. In fact, the National Institute of Building Sciences reports that the use of high-performance HVAC technology can result in energy and cost savings of between 10 and 40 percent. In addition, buildings equipped with technologies that provide dehumidified air in the summer can see savings of between 40 and 70 percent.

The U.S. Department of Energy notes that besides cost savings, there are numerous other benefits from new HVAC technology, including improved occupant comfort, better indoor air quality (IAQ), and lower equipment noise and vibration—benefits that, according to the DOE, are as important to end users as energy savings. New zero- or low-global-warming-potential (GWP) refrigerants, for example, emit few greenhouse gases, making it easier for companies to reach their net-zero goals.

A typical HVAC system accounts for about 40 percent of a commercial building’s energy consumption. Several new technologies are designed to lower that number.

Today, facilities managers can choose from a wide range of technologies to create an HVAC system that best suits their particular circumstances and goals. Here are five important benefits that today’s HVAC technology can provide.

Real-Time Management of HVAC Systems

Until recently, most facilities managers used occupant complaints as a guide for HVAC system settings, which often meant that settings were adjusted once for a specific time of day or a season and left alone for years. Today, thanks to artificial intelligence, facilities managers can monitor and control the HVAC system remotely based on real-time data from sensors, optimizing both occupant comfort and energy efficiency. Three different HVAC technologies help make this possible.

IoT-Enabled Systems

In the same way that the Internet of Things (IoT) is transforming manufacturing and healthcare, it’s also remaking facilities management. Commonly used IoT devices in HVAC applications include:

  • Smart thermostats that learn user preferences and automatically adjust temperature based on learned schedules.
  • Occupancy sensors that trigger lowered HVAC output when a room is empty, thus preventing wasted heating or cooling.
  • Air quality monitors that trigger the system to adjust ventilation and activate air filtration as needed.
  • Chiller optimization sensors, which adjust the performance of the building’s centralized cooling system.

Smart HVAC technology that utilizes IoT and artificial intelligence (AI) can increase energy efficiency by 30 percent, resulting in a payback period of fewer than 15 years.

AI and Machine Learning

By analyzing performance patterns and detecting anomalies, AI and its subset machine learning (ML) can proactively schedule maintenance to prevent critical failures, maximizing system uptime and reducing costs. AI also simplifies the detection of faults and speeds the diagnoses of HVAC system issues, which can be complex and time-consuming. The smart thermostats mentioned above, for example, use machine learning algorithms to learn occupants’ preferences and optimize temperature settings accordingly.

Cloud-Based Management

Businesses are increasingly turning to cloud-based solutions for all aspects of their facilities management, including control of the HVAC system. Cloud-based HVAC systems allow for equipment to be controlled remotely, and as the software is updated regularly, these systems have greater scalability than in-house solutions. They also have lower upfront and ongoing costs.

HVAC Technology Fuels Energy Efficiency, Electrification, and Sustainability

Typical HVAC systems account for about 40 percent of a commercial building’s energy consumption, so in a world of rising energy costs, it makes sense for facility managers to look for savings. Several new technologies deliver on that promise.

High-Efficiency Systems

High-efficiency systems are engineered to deliver more comfort, better moisture control, improved indoor air quality, and quieter operation. One of the primary technologies in commercial applications is variable-refrigerant-flow (VRF) heat pumps for heating and cooling. These devices are similar to air conditioners in the way they use refrigerants instead of air, but they’re different in that they can both heat and cool the air, replacing the need for a separate system for heat.

A newer type of heat pump—groundwater-based geothermal heat pumps—have been found to be up to 44 percent more efficient than VRF-based heat pumps. And contrary to initial expectations, this type of heat pump works well even in cold climates. Solar-based heat pumps, which are becoming popular in residential settings, require a backup power source for commercial uses, given their variable energy source.

A geothermal heat pump for a commercial building, mounted next to a wall
Geothermal heat pumps can be more efficient than VRF-based versions, and work well even in cold climates.

Electrification

An energy-conserving trend in recent years has been the electrification of space heating and hot water systems, as these two systems represent about one-third of the total energy consumed by commercial buildings. Besides heat pumps, other technologies include electric boilers for hot water and heat pump-based hot water systems.

Eco-Friendly Refrigerants

Regulations for more eco-friendly refrigerants that would reduce greenhouse gas emissions were set to take effect in 2025, but the Department of Energy postponed their implementation. Facility managers should pay close attention to this regulatory situation. Also, be aware that HVAC experts warn that these new refrigerants have different characteristics than current products, including greater flammability. Businesses adopting the new refrigerants will need to be sure that their maintenance staff has been trained to install the equipment safely.

Indoor Air Quality and Health-Focused HVAC

Maintaining high indoor air quality promotes a healthier environment for occupants, reduces the risk of health conditions like sick building syndrome, and even enhances productivity. Here are some ways technology can help.

Advanced Filtration

Advanced air filtration technologies such as UV light filtration and multistage filtration processes gained popularity during the pandemic. These systems can remove pollutants, pathogens, and particulates from the air more efficiently than ever. In addition, UV light can be used to sterilize areas where mold easily breeds, such as cooling coils and air ducts.

Air Quality Monitoring

Indoor air quality monitors measure pollutants such as particulate matter, volatile organic compounds, and formaldehyde on a room-to-room basis. They can help determine if ventilation needs to be increased, air purifiers activated, or humidifiers turned off.

Smart Ventilation and Humidity Control

These HVAC technology systems use sensors and automated controls to monitor and dynamically adjust air humidity and ventilation. Exhaust fans or energy recovery ventilation systems, which exchange the energy contained in normally exhausted air to treat incoming outdoor air, can be helpful in high-humidity locales.

Responsive and Remote Operations

From AI-enhanced monitoring and predictive maintenance to advanced filtration and ventilation technologies, recent HVAC innovations are setting new standards in building health, efficiency, and environmental control. These and other smart HVAC technologies are leading the way to the future of HVAC systems. It’s a future in which facilities managers will be able to adjust their HVAC systems on a dime, without having to leave their offices.

For example, AI-powered direct digital controls allow the system to be monitored and controlled via a remote user interface which receives data from sensors and thermostats that measure temperature and humidity levels. Facility managers can monitor performance, detect potential heating or cooling issues early, and make adjustments remotely—long before these issues impact the comfort of building occupants. Automated systems may even be able to self-diagnose problems, allowing issues to be addressed promptly.

Many HVAC systems can now carry out text-based and voice-activated commands.

Even the HVAC control interface is changing. Many HVAC systems can now comprehend and carry out text-based and voice-activated commands. Voice assistants or mobile applications can be used by technicians to communicate with HVAC systems, making it easier and more convenient to change temperature settings, modify airflow, or keep track of energy usage. And natural language software, trained on tech support calls and other technical material, uses machine learning to help technicians solve complex problems.

Safer HVAC Maintenance

Advances in HVAC technology aren’t just increasing efficiency and enabling more precise control, they’re also making the workplace safer for HVAC technicians. Several new developments are making an impact on safety. These include:

  • Virtual reality training.
  • Automated lockout/tagout (LOTO) systems to ensure equipment is properly de-energized before work begins.
  • The use of drones for inspections in dangerous areas such as high rooftops or confined spaces.
  • Robotic arms and autonomous machines that can take over repetitive or potentially risky tasks such as tightening belts or greasing bearings.

Futureproofing Through HVAC Technology

The last 50 years have seen huge advances in HVAC technology, and these developments show no signs of slowing down. Here are a few emerging technologies that facilities managers can expect to see more of within the next few years.

Scalable Modular Systems

The use of modular HVAC systems is expected to grow in coming years. Because they are prefabricated, installation is often faster and simpler compared to traditional large-unit HVAC systems. These systems can also be customized to fit exact space requirements by adding or removing units as needed, making them highly cost-effective.

Innovative Materials

Researchers have found that polymer-based membranes (called polyimides) use less energy to dry air and are experimenting with this organic material to improve its dehumidification efficiency for HVAC use. Other new materials have the potential to significantly improve HVAC output. For example, aluminum oxide nanofluids can enhance heat transfer and improve air conditioner system performance by approximately 22 percent. These nanofluids could make it possible for facilities managers to improve HVAC performance without expensive system upgrades or replacements.

Cybersecurity for HVAC Technology

As in so many other situations, the increased use of connected devices has led to increased cybersecurity threats that exploit vulnerabilities in commercial HVAC systems. Cyberattacks on HVAC systems pose multifaceted risks to commercial buildings. These risks include unauthorized tampering with temperature and ventilation controls, disruption of critical HVAC functions, exposure of sensitive data, and in extreme cases, the compromise of entire building automation systems.

To prevent these attacks, HVAC systems under development today incorporate multiple cybersecurity technologies to restrict access to authorized personnel. These technologies include robust access control mechanisms such as multifactor authentication, role-based access controls, and secure user management systems.

HVAC Technology for Today and Tomorrow

HVAC technology has come a long way since Willis Carrier patented his “apparatus for treating air” in 1906. Today’s HVAC systems are far more efficient, responsive, and complex than their ancestors. Recent advances in technology have revolutionized commercial HVAC systems and will undoubtedly lead to even more innovations in the years to come.

An HVAC Expert You Can Rely On

Ready to take your facility’s HVAC system to the next level? With over 35 years of experience, PRIDE Industries offers tailored solutions that enhance efficiency, reduce costs, and ensure optimal comfort for your building’s occupants.
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Manchester Grand Hyatt Finds Hotel Staffing Solutions with PRIDE Industries

The Manchester Grand Hyatt Hotel, located in sunny San Diego, is the largest hotel in Southern California. Boasting two towering high-rises with 1,628 guest rooms, a rooftop pool, multiple restaurants, bars, and a spa, it stands as a key player in the region’s hospitality industry. As a major employer in the area, the hotel relies on a skilled and dedicated workforce across all departments and requires reliable hotel staffing solutions. Today, the Manchester Grand Hyatt boasts a skilled and dedicated workforce that delivers top-notch customer service. But the hotel considered a number of hotel staffing solutions before choosing a winner.

The Problem: Hospitality Industry Labor Shortage

In a city where tourism is one of the top economic drivers, the Manchester Grand Hyatt plays a pivotal role in San Diego’s economy. However, as demand grew post-pandemic, the property faced a pressing need for hotel staffing solutions to fill vital roles and maintain its high service standards.

When the COVID-19 pandemic hit in 2020, the hospitality industry faced unprecedented challenges. Like many others, the Manchester Grand Hyatt had to close its doors. Later, when restrictions lifted and the industry began to recover, the hotel was eager to bring back employees and expand its workforce. With demand surging and business picking up, reliable hotel staffing solutions became critical to maintaining exceptional service. However, in addition to the uncertainties of the post-pandemic landscape, the hotel was confronted with an industry-wide staffing shortage.

According to the Bureau of Labor Statistics, in 2024 there were 196,000 fewer workers in the hotel industry than in 2020, with positions unfilled despite higher wages and improved benefits.

The Solution: Hardworking Employees with Disabilities

In search of an answer to their growing demand for employees, the Manchester Grand Hyatt reinstated their partnership with PRIDE Industries. Having previously worked with employees from PRIDE Industries, Hyatt recognized that this partnership would not only help the hotel meet its demand for qualified employees but also provide meaningful employment opportunities for individuals with disabilities. This collaboration became the ideal staffing solution, allowing the hotel to fill key positions efficiently while supporting a diverse workforce.

“The support we needed as our business reopened and grew was crucial, and we knew that the PRIDE Industries associates could deliver exceptional service and offer an extra level of support for the rest of our team,” said Matt Farnsworth, assistant director of food and beverage.

“When asked about renewing the partnership with PRIDE Industries, it was an immediate yes for us,” Farnsworth added. “Seeing the smiling faces of the Hyatt associates when they saw the PRIDE Industries employees return was incredible. They were so happy.”

This partnership aligns well with Hyatt’s commitment to empowering people. “We always make sure not to lose sight of what’s most important: the people. Partnering with organizations like PRIDE Industries, who do great work in the community, is truly rewarding and reflects our core values as a company,” Farnsworth emphasized.

Through PRIDE Industries work groups, the Manchester Grand Hyatt has successfully filled key food service roles, including stewards. In these work groups, three employees with disabilities are paired with a job coach who supports them directly, ensuring they succeed in their positions and meet the hotel’s expectations. PRIDE Industries serves as the employer of record, taking on the recruiting, hiring, training, payroll, supervision, and quality control work—eliminating management overhead for Hyatt.

“As a coach, my main responsibility is to make sure employees are safe and that I can watch out for them as they each meet certain goals,” said Employment Coach Tina Bowman. “Being at work with them, it makes me happy to see them as they grow in their work ethic. Employment means everything to them, not just financially, but mentally, physically, emotionally. I’m proud to be a part of making that happen for them.”

The Results: Reliable Hotel Staffing Solutions

The results of the partnership with PRIDE Industries have been clear and impactful for the Manchester Grand Hyatt. Employee retention has been exceptional, with some PRIDE Industries associates celebrating five and even ten-year anniversaries.

Eric, a steward at the hotel, is one such long-term employee. He’s been with the Grand Hyatt for over 13 years.

“Everyone in the building knows Eric, whether it’s housekeeping, the front desk, or our laundry team. Just seeing him interact with the team daily is very rewarding, and you can really feel the difference,” Farnsworth said.

Morale has also seen a significant boost—across the entire workforce—since the PRIDE Industries employees returned to their jobs at the hotel. “Seeing the associates interact with the PRIDE Industries employees is incredible. They create a better working environment for everyone,” Farnsworth added.

Most importantly, the hotel has once again found a dependable and dedicated workforce. As Bowman put it, “PRIDE Industries employees want to work. They love to come in, always show up on time, and when it’s time to start, they’re ready. They are hardworking.” Of all the hotel staffing solutions available, this one has gone beyond providing a reliable workforce. It has also fostered a positive, supportive workplace culture that benefits everyone.

Grand Hyatt

“Partnering with organizations like PRIDE Industries, who do great work in the community, is truly rewarding and reflects our core values as a company.”

—Matt Farnsworth, Assistant Director of Food and Beverage

In the 1950s, it was a best practice to replace machine parts based on a strict schedule, regardless of a part’s condition. While this approach avoided equipment failure, the downside was that parts which could have continued to function flawlessly were discarded, creating inefficiency and unneeded expense. Fast forward to today, and facilities management best practices look a lot different. Predictive maintenance, automation, artificial intelligence, and other developments have reshaped facilities and the facilities management profession. Here are seven best practices that will help today’s facilities managers optimize their operations.

1. Integrate AI for Predictive Maintenance

Facilities management best practices are changing, and optimizing building operations may require new protocols.

Predictive maintenance in facility management means using data and analytics to predict equipment failure, so that repairs can be made proactively—before faulty equipment causes problems or facility shutdowns. Although they sound similar, preventative maintenance and predictive maintenance are not the same. Preventative maintenance relies on evaluating machinery at regular intervals, no matter how frequently or heavily a piece of equipment is used. Predictive maintenance, on the other hand, is more nuanced; it relies on continuous monitoring and analysis of equipment. Relying on large data sets, predictive maintenance is more precise than preventative maintenance, enabling facilities professionals to more efficiently maintain facility assets.

A broad spectrum of industries, from oil and gas to commercial real estate, are using predictive maintenance. By monitoring equipment through data-gathering sensors that feed AI algorithms, companies can detect potential problems and prioritize maintenance. Additionally, these AI tools help companies gain a deeper understanding of the root causes of equipment failure. One example of using artificial intelligence for predictive maintenance is GE Digital’s SmartSignal. This predictive maintenance software allows companies across multiple industries to find and act on potential equipment problems, preventing downtime for essential equipment.

2. Take a Systematic Approach to Sustainability

According to the U.S. Department of Energy (DOE), more than a third of total U.S. greenhouse emissions are due to buildings. To address this challenge, the federal government, as well as some states, are calling for net zero buildings—buildings that reduce energy use through numerous energy-saving features and technologies. But how do you achieve a building that is more efficient, especially if you aren’t building from scratch? A report from Lawrence Berkeley National Laboratory recommends taking a systematic, comprehensive approach to retrofitting.  For example, rather than just swapping out old light bulbs, a systematic approach will go further and also integrate automated shading and electrochromic glazing on windows to reduce energy use.

3. Creatively Conserve Water

The American Water Works Association (AWWA) estimates that commercial, industrial, and institutional landscapes utilize 2.4 billion gallons of water daily. With water scarce and demand for it high, companies benefit by seeking out water-saving solutions for landscaping and irrigation. One easy solution is rainwater—it’s free! By capturing rainfall in barrels or cisterns, companies can save money, and perhaps more importantly, decrease their dependence on local water infrastructure. Capturing and utilizing rainwater onsite also makes water management more effective, and avoids the unintended pollution and erosion caused by untreated, unmanaged water surges.

Graywater—lightly used water from sinks, bathtubs, and showers—can also be reused. To save money, some companies have invested in closed-loop water recycling systems that collect, treat, and reuse graywater, minimizing the need for freshwater intake and lowering wastewater discharge. If your company isn’t able to recycle its graywater, rainwater capture can still be easily handled with a small investment in water capture receptacles.

Two large, commercial-grade rainwater cisterns
Capturing rainfall for irrigation and other uses can save money and decrease your dependence on local water infrastructure.

4. Facilities Management Best Practices for Compliance and Regulations

Today more than ever, it’s essential to be well versed in industry-specific mandates, regulations, and safety standards. Mandated regulations from OSHA, EPA, ICC, and other agencies carry stiff penalties for violations. So, how can you stay in compliance? One way is to regularly schedule training for your technicians. Another best practice is to keep meticulous records to show that you have complied with all protocols and requirements. But don’t stop there. It’s not enough to keep your own team in compliance. Many facilities managers delegate to third-party contractors, and it’s important that these contractors are also in compliance. This is why it’s crucial to communicate clearly with your contractors and keep accurate records. And if there are serious noncompliance issues, be ready to switch vendors. Remember, it’s your reputation on the line.

5. Adopt Robotics and Automation

As in many industries, robots can help solve labor shortage and other issues in facilities maintenance. Sophisticated floor-cleaning robots, for example, use laser scanners and ultrasonic detectors to maneuver around people and clean a wide variety of surfaces. Some models can clean more than 200,000 square feet in a single day. And when these robots are finished, there is no need for a human to put them away. Not only do these robots automatically return to their docking station, but they also refill themselves with cleaning fluid. And for environments where more stringent cleaning is necessary, such as hospitals, robots equipped with disinfection technologies like pulsed xenon UV light can kill bacteria within minutes. In these situations, where a sterile environment is critical, robots can be especially useful, since they never take vacations or call in sick.

Many floor cleaning robots can automatically return to their docking station and refill themselves with cleaning fluid.

In the same way that robots are changing how facilities are cleaned, automation is modifying how they’re managed. CMMS software, for example, enables managers to track maintenance activities and scheduling costs. It automates the management of workflows, optimizes routing, and enables organized recordkeeping for reporting and auditing, maximizing a facility’s MRO (maintenance, repair, and operations).

6. Prioritize Occupant Safety and Wellness

Since the pandemic, businesses, governments, and the public have taken an increased interest in indoor air quality. According to Joe Allen, associate professor at Harvard and founder of the Healthy Buildings Program, buildings are at the center of a public health crisis: “They represent one of the greatest public health opportunities of this century. Therefore, the future of healthy buildings must be one where they are the norm for everyone, not just a privilege for a select few.” Allen emphasizes that improvements don’t have to be expensive. They can be as simple as updating air filtration systems. A good air handling system can help lower the incidence of infectious illnesses such as flu, RSV, and COVID-19. These systems can also protect against allergies and reduce the health impacts of wildfire smoke and other air pollutants.

If you are looking for ways to adopt facilities management best practices in terms of health and well-being, consider pursuing WELL certification. Indoor air quality is only one of ten categories of WELL certification, a global certification developed by the International WELL Building Institute that recognizes buildings constructed and designed to support the wellbeing and health of their occupants. Some of the issues that WELL certification addresses include:

  • Designing a building to encourage physical activity
  • Creating spaces that minimize noise disruptions
  • Providing relaxation and stress reduction spaces
  • Reducing occupant exposure to hazardous materials

Every type of facility, from the office to the school building, is eligible for WELL certification.

7. Monitor the Condition of Your Facility

No list of facilities management best practices would be complete without mentioning the need for monitoring. While sensors and other technologies have made it easier than ever to monitor conditions within a facility, it’s not always clear how the information gathered should be interpreted and applied. That’s where the facility condition index (FCI) comes in. Launched in the U.S. in 1991 by the National Association of College and University Business Officers, the FCI allows companies to assess the overall condition of a building, as compared to typical buildings of the same size and configuration.

To determine a facility’s FCI, the data gathered by automated technologies is put into the FCI formula. The resulting index number allows facilities managers to determine the relative condition of a facility by comparing the cost of needed repairs to the total replacement value of the facility. A high FCI indicates that significant repairs are needed, while a lower score means that the facility is in good shape. With a current FCI, facility managers can:

  • Effectively allocate resources by identifying the areas of greatest need
  • Predict the expected useful life of components and plan strategically for upgrades
  • Track the facility’s condition over time
  • Provide quantitative measures of facility health to stakeholders to help justify funding requests
  • Identify facilities that may pose safety risks due to deteriorating conditions

Monitoring the condition of facilities, like all the facilities management best practices listed here, is not a magical solution to facilities management. But companies that are able to adopt at least a few of these practices will ensure that their facilities are efficient, safe, and ready for whatever the future may bring.

Delivering Facilities Management Best Practices

Do you need to level up your facilities management? With over 35 years of experience in energy systems maintenance, engineering services, and predictive maintenance, we know how to optimize your facilities systems. Contact us to discover how we can help you lower energy and maintenance costs while simultaneously optimizing occupant comfort.
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Artificial intelligence (AI) may be a young technology, but its use has grown faster than just about every technology that preceded it. ChatGPT, for example, is now used by more than 92% of Fortune 500 companies. Clearly, AI is here to stay, with more and more companies adopting AI-enabled tools. But what about AI in facilities management? When does it make sense? And how do you get the most from this technology?

How Does AI in Facilities Management Work?

Simply put, AI has enabled the latest iteration of smart buildings. When combined with existing smart building technologies like the Internet of Things (IoT) and sophisticated building management systems, AI can make buildings far more energy-efficient than previously possible.

Software company Service Channel believes that by enabling machines and networks to learn from experience, process large amounts of data, and recognize patterns in the data, AI can automate time-consuming tasks and streamline workflows.

With its large quantity of repetitive, time-consuming tasks, facilities management is one of the industries that’s expected to benefit most from AI over the next few years.

“It’s been said that FM may be the industry that benefits most from AI in the coming years, especially given its large quantity of repetitive, time-consuming tasks. With AI-enabled technology in place, FM professionals will benefit from increased efficiency, reduced costs, improved contractor relationships, and a boost in asset reliability,” the company says.

There are many benefits to using AI in facilities management. Four areas, in particular, benefit from AI-enabled technologies.

Predictive Maintenance

Preventive maintenance—regular checkups to identify issues before they cause major problems—has long been an industry standard. The practice has been compared to dental hygiene, because both teeth and facilities require regular checkups to ensure everything is in working order.

Now, AI can revolutionize that process. Predictive maintenance goes beyond preventive maintenance by collecting data about individual and aggregate assets to determine the best schedule for both maintenance and inspection. Through the analysis of historical data and real-time sensor information, AI-driven systems can forecast equipment failures and arrange maintenance during scheduled downtime. This proactive strategy minimizes costly interruptions and unexpected repairs, extending the lifespan of equipment and lowering maintenance expenses.

By engaging in predictive maintenance instead of waiting for equipment to fail, facility managers can anticipate issues and address them before they cause significant problems. This is particularly valuable for critical systems where sudden failures can lead to substantial operational disruptions and financial losses.

Predictive maintenance is still a fairly new discipline, made possible by advances in data analytics and sensor technology. Technologies such as EAM (enterprise asset management) software and CMMS (computerized maintenance management systems) enable technicians to move away from reactive maintenance to a more predictive strategy of maintenance and repair. And now with AI, these systems are becoming even more useful.

Energy Management

A close-up view of someone outdoors, holding a meter next to an HVAC system
Predictive maintenance can extend equipment lifespans and reduce maintenance costs.

Since the first “smart buildings” came on the scene in the early 1980s, the focus for designers and facility managers alike has been energy efficiency, and AI can take that efficiency to another level. Upgrading to AI-driven, smart equipment can increase energy efficiency by 30%, resulting in a payback period of fewer than 15 years.

Through an infrastructure of connected equipment, devices, and systems, IoT enhances communication and enables information to be shared in real time. But this data is useless unless it can be analyzed and acted upon in a timely fashion. That’s where AI comes in. Because AI systems can analyze vast amounts of data, facilities managers now have a tool that enables them to tailor energy use to the behavior patterns, activity levels, and environmental preferences of occupants, delivering a high level of comfort while using less energy.

Space Utilization

AI algorithms can analyze historical data and predict future space requirements based on such factors as workforce size, departmental needs, and seasonal fluctuations. This enables companies to adjust workspace design to meet evolving demands, minimizing underutilized areas and optimizing resource allocation. AI-powered tools can also generate optimized floor plans by analyzing employee preferences, workflow dynamics, and ergonomic considerations.

Enhanced Security

AI can also enhance surveillance and threat detection capabilities. The Security Industry Association notes that AI technology plays a significant role in multiple aspects of building security. For example, with intrusion detection and prevention systems, AI can help identify and respond to threats instantly, preventing incidents and mitigating damage and loss.

In addition, AI-powered analytic systems can be trained to identify specific objects and people, and then closely track their movements. These capabilities, along with facial recognition technologies, enable AI to identify individuals and authorize or deny their entry.

AI-enabled technologies can even thwart cybersecurity threats by monitoring and analyzing data network traffic in real time, strengthening network security, and identifying suspicious activities like unauthorized data access attempts or unusual data transfers—an important capability, given the increasing automation of HVAC and other building systems.

Should You Invest in AI?

AI offers numerous benefits for facilities management—depending on the facilities. Before going all in, you should consider such factors as your facility size, your current challenges, and your goals.

Integrating AI in facilities management can be an expensive proposition, which is why facility managers should carefully weigh the potential benefits against the costs. AI-driven facilities management tools require a substantial upfront investment, as new tools must be acquired and integrated into current systems. This entails spending on hardware, software, and training.

Among the costs are:

  • Hardware. This includes sensors to detect occupancy, temperature, and light levels. Once the data is collected and analyzed, hardware will also be needed to control HVAC, water, lighting, and other systems.
  • Software. Once data is collected, it has to be analyzed. Since most software today is licensed, these expenses will be ongoing. The data also must be stored and updated constantly, likely by a cloud-based provider, which is yet another expense.
  • Training. Your staff will need to be thoroughly educated to oversee and manage the AI systems.
  • Cybersecurity. AI systems require vast amounts of data, some of it personal, such as the tracking of who enters a building and when. For this reason, it’s important not only to build firewalls and other safeguards into your software systems, but also to hire people who know how to keep your data private and secure.
AI systems use factors such as workforce size, departmental needs, and seasonal fluctuations to predict future space requirements.

While the costs of adopting AI-enabled systems can be high, the expense is usually worth it, especially over time and for large facilities. If your company is one of the growing number of businesses opting to integrate AI in facilities management, be sure to plan carefully and take a systematic approach.

A Three-Step Approach to Using AI in Facilities Management

Planning is essential for getting the most out of AI-assisted facilities management. IFMA recommends a three-step approach for any organization undertaking a large-scale digital transformation:

1. Prepare a comprehensive request for proposal. IFMA calls it the cornerstone of a successful partnership and suggests following this path:

  • Create clear objectives with tangible outcomes and measurable KPIs. This will allow managers and vendors to chart a coherent and aligned path forward.
  • Flesh out technical specifications. Be sure to specify required software integrations and data migration protocols.
  • Develop a realistic budget and timelines. This will allow vendors to prepare more accurate and tailored proposals, reducing the risk of future financial disagreements or timeline disputes.
  • Determine vendor qualifications. Review their past projects, their certifications, and feedback from previous customers.
  • Set clear response and evaluation criteria. This not only sets expectations up front, but also paves the way for an objective assessment once the project is completed.

2. Conduct a digital facility audit. This entails cataloging every digital asset, conducting a SWOT (strengths, weaknesses, opportunities, and threats) analysis, using feedback and surveys to gain employees’ perspectives, and preparing a cost-benefit analysis to help ensure investments are channeled effectively.

3. Develop best- and worst-case scenarios for such issues as implementation cost overruns, technological incompatibilities, user resistance, and security vulnerabilities. This will allow you to anticipate potential problems and develop solutions ahead of time, which is sure to save you time and money.

AI isn’t a one-size-fits-all solution, but it can be transformative when implemented strategically, enabling companies to streamline operations and even compensate for a loss of skilled labor. By following the steps above, you can ensure that you reap the benefits of this revolutionary technology, at the lowest cost and with the least disruption.

A Facilities Management Partner You Can Rely On

PRIDE Industries has over 35 years of experience in facilities management, energy systems maintenance, engineering services, and preventive and predictive maintenance. Our state-of-the-art CMMS systems can help you optimize your facility’s systems to lower both energy and maintenance costs. Contact us today to see what our award-winning facilities management services can do for you.
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