The new reality of workplace and facility management  

Commercial real estate and facility management used to follow a simple formula: acquire space, maintain it, and ensure people could work efficiently within it.  

But as organizations face rising costs, changing workplace expectations, and the increasing demand for sustainability, that formula no longer works. Managing buildings and workspaces effectively now requires more than spreadsheets, gut instincts, or outdated legacy systems. 

The way we use space has fundamentally changed. Hybrid work means fewer employees are in the office at any given time. Energy efficiency regulations are getting stricter. Operational costs are rising. And real estate is no longer just about physical space — it’s about how well that space supports the people using it. 

To keep up, organizations need better visibility, smarter decision-making, and more efficient ways to manage assets, people, and space. This is where Integrated Workplace Management Systems (IWMS) come in. These platforms bring real estate, facility management, maintenance, and workplace experience into one unified system, allowing companies to optimize how they manage their buildings, workspaces, and resources. 

The question isn’t whether organizations need to modernize their real estate and building management strategies — it’s how quickly they can adopt the right tools to stay competitive. 

Why traditional building and real estate management falls short 

For years, facility managers, corporate real estate teams, and workplace leaders relied on disconnected systems to oversee their properties. Spreadsheets tracked leases. Paper logs recorded maintenance work. Manual surveys measured space usage. While this patchwork approach may have worked in the past, it’s no longer enough in today’s dynamic workplaces. 

Without real-time data, facility managers struggle to track occupancy trends, monitor maintenance needs, or plan for future space requirements. Decision-making becomes reactive instead of proactive, leading to underutilized office space, costly inefficiencies, and missed opportunities to reduce expenses. 

A lack of integration is another challenge. Facilities teams often use one system for maintenance requests, another for asset tracking, and yet another for lease management. When these systems don’t talk to each other, data silos form, making it harder to gain a full picture of building operations. As a result, teams waste time gathering information from multiple sources rather than focusing on improvements. 

Then there’s the challenge of meeting evolving expectations. Employees expect workspaces to be flexible, comfortable, and easy to navigate. But without insights into how people actually use a building, whether it’s meeting room bookings or desk reservations, it’s impossible to create an experience that meets their needs. 

All of these factors point to one conclusion: the old ways of managing real estate and buildings are no longer sustainable. 

The role of IWMS in modern real estate and facility management 

An Integrated Workplace Management System (IWMS) is designed to bring together all aspects of building and real estate management into a single, intelligent platform. Instead of juggling multiple software tools, facility teams can track space utilization, manage maintenance, monitor leases, optimize energy use, and improve the employee experience— all in one place. 

With an IWMS, decision-making is no longer based on assumptions or outdated reports — it’s driven by real-time data. Facility managers can see which spaces are used most, which assets need servicing, and how to allocate resources more efficiently. 

For real estate teams, an IWMS streamlines lease administration, helping organizations track critical deadlines, avoid unnecessary costs, and forecast future real estate needs. Instead of scrambling to renegotiate contracts, teams can plan strategically, identifying opportunities to consolidate underused spaces and reduce excess real estate costs. 

The benefits of an IWMS extend beyond cost savings. Sustainability is now a top priority for organizations, and building operations play a major role in achieving energy efficiency goals. With an IWMS, teams can monitor energy usage, reduce waste, and ensure compliance with green building standards. This not only helps meet regulatory requirements but also aligns with broader corporate sustainability initiatives. 

In short, an IWMS doesn’t just help manage facilities — it helps optimize them, ensuring that every square foot of space is being used strategically, efficiently, and cost-effectively. 

How organizations are using IWMS to streamline operations 

Across industries, companies are leveraging IWMS platforms to improve how they manage their real estate portfolios, maintain their buildings, and enhance the workplace experience. 

One major challenge that organizations face is underutilized office space. Many companies pay for far more square footage than they need, simply because they lack visibility into occupancy trends. An IWMS tracks real-time space usage, identifying areas that are consistently vacant or underused. This allows organizations to reconfigure office layouts, reduce unnecessary leases, or repurpose space for better functionality. 

Another key use case is preventive maintenance. Instead of relying on reactive repairs, where assets are only serviced after they break down, organizations can use an IWMS to schedule routine maintenance based on asset performance data. This reduces downtime, extends the lifespan of expensive equipment, and prevents costly emergency repairs. 

For organizations managing multiple locations, an IWMS is essential for centralizing operations. Facility managers can standardize processes across different buildings, ensuring consistent maintenance schedules, safety protocols, and compliance reporting. This is especially valuable for companies with large real estate footprints, where inefficiencies can add up quickly. 

The workplace experience also benefits from IWMS implementation. With the shift to hybrid work, employees expect more flexibility in how they use office spaces. An IWMS can integrate with room booking systems, desk reservations, and visitor management platforms, making it easier for employees to navigate and use the workplace effectively. 

Whether it’s reducing costs, improving operational efficiency, or enhancing employee satisfaction, the impact of an IWMS is far-reaching. 

The future of real estate and building management 

The way organizations manage real estate and buildings is evolving. Companies that continue to rely on outdated, disconnected systems will struggle to keep up with rising costs, changing workplace demands, and increasing sustainability regulations. 

IWMS platforms provide the foundation for a smarter, more efficient approach to real estate and facility management. By centralizing data, automating processes, and offering real-time insights, these systems empower organizations to make better decisions, reduce waste, and create work environments that support both business goals and employee needs. 

For facility teams, IT leaders, and real estate executives, the question is about how soon they can implement the right solution to drive long-term success. 

Discover how a modern IWMS can help your organization streamline operations, cut costs, and create smarter, more adaptable workplaces by getting in touch with Eptura.  

Avatar photo

By

Gabi is a London-based writer with 8 years of experience in copywriting and strategy across various verticals. She has been immersed in tech for two years, previously writing for a fintech company. Her specialities lie in long- and short-form writing, SEO writing and strategy, and market research. In her current role at Eptura, she covers the latest worktech and workplace experience trends.