Office Building Management & Maintenance Software

Office Building Management

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Managing a building is a lot of work. You’ve got to keep track of who’s living in the building, what repairs are needed, and who’s paying rent on time. All that paperwork can add up to countless hours spent behind a desk sitting in front of the computer. Wouldn’t it be great if you could automate all the processes involved with managing your building? Well, now you can! But before we get to that, here’s everything you need to know about building management.

Table of Contents

What Is Building Management?

Building management is the practice of overseeing all the management aspects of the building in order to optimize the use of the property’s resources and  ensure the safety, comfort and well being of the occupants.

What Does Office Building Management Encompass?

Building management is often divided into three different types:

  1. residential
  2. commercial
  3. industrial.

The type of offic building you have will affect the kind of building management services you must implement.

Commercial buildings include offices, hotels and retail stores, whereas residential buildings house families in apartments or single-family homes. Industrial buildings are large structures used for manufacturing processes like production lines or warehouses where goods are stored before being shipped off to customers

There’s no single definition of what constitutes “best practices” when it comes to building management—each company has their own set standards based on their needs—but here’s a basic framework that can help guide your decision-making process:

How to Manage an Office Building?

As the owner of an office building, you should have a good idea about how you want to go about managing all aspects required to maintain an impeccable image for your rentals.
For example: The maintenance of your office building must be properly and promptly addressed at all times, if you want to keep your tenants happy and renting for long periods of time.
Other factors to consider may include having a professional team at hand who understands how things work and will help keep things running smoothly without any problems arising out of nowhere!
The bottom line is that you can’t really do all the work yourself, a well  trained staff and an advanced building management software would work miracles on your property’s management efficiency, productivity and of course profits.

Building & Facility Maintenance Management

Maintenance management is an important part of building maintenance. It is used as a term to describe the management of a building’s maintenance operations by integrating budgeting, planning, scheduling and other processes into one system. This can be done through manual or computerized systems in order to manage all tasks related to maintaining a building’s mechanical systems, interior structure and exterior appearance effectively and efficiently.

In addition to ensuring that all repairs are properly completed in accordance with industry standards, good maintenance practices also protect occupants from injury while they’re working inside their workplaces (e.g., reducing slips/falls), reducing downtime due to faulty equipment or broken HVAC components (heating/ventilation/air conditioning) and updating tenants in real time when maintenance issues are being taken care of and  resolved.

Types of Building Facilities Maintenance Management

Building maintenance management can be done by the owner of the facilities or by a third party, depending on preferences. There are different types of building maintenance management that can be considered before deciding on one in particular:

  • Outsourced maintenance management – In this type of building management, all aspects of maintenance are outsourced to a third party who specializes in this area. They will handle everything from janitorial services to plumbing repairs; this gives owners complete peace of mind knowing that they don’t have to worry about anything else besides their own responsibilities as an owner. The downside is that outsourcing tends to be more expensive than other options because it requires hiring additional staff (such as managers) who specialize in these areas rather than simply hiring someone who knows their way around tools and repairs like plumbers do. Hiring a professional.
  • Hiring maintenance on demand- When the costs of having a team on site at all times bites a substantial chunk of the profits, it is possible to consider managing maintenance issues and repair orders when being requested by tenants only.
    This requires higher availability on a day to day basis and a system that organizes all the maintenance requests in one place.

Tips for Managing Office Buildings Properties

Weather you chose to hire a maintenance management company or to do it yourself, the most important tip we can give you in order to make managing office buildings properties wisely, is to choose a suitable facilities management software that will help you with the following:

  • Managing your property inventory.
  • Keeping track of all the maintenance issues that are in progress and those that are resolved.
  • Taking care of your tenant’s requests for repairs or improvements.

What is The Purpose of Building Management Software?

  • Manage the property – you can do this by using online management software to keep track of your properties and tenants, as well as fixing any problems that arise.
  • Manage tenants – make sure they are paying rent on time, upholding the leasing terms and conditions and receiving solutions for their enquiries.
  • Manage the building – Make sure maintenance and  repairs are done promptly when needed so that operations continue smoothly. 
  • Manage employees – coordinate schedules so everyone knows who’s working when; managing back office operations, creating a clear-cut set of rules for handling customer complaints about repairs; provide detailed instructions about how things should be done when handling specific tasks, etc…

How Can Pickspace Can Help to Manage Your Office Building Facilities Better?

 Managing commercial real estate can be a lot to juggle, so we made sure that everything you need to succeed is at your fingertips when you join Pickspace.
We’ve created automated processes that help you simplify and make office management as simple and effective as possible:

  • Reduce administrative and back office tasks
  • Control billing and rent collection
  • Get real time financial reports
  • Be on top of all maintenance requests in real time
  • Create a vibrant community for your tenants

Working with Pickspace gets you all the advantages of commercial real estate software especially designed for offices and then some…

  • Increase productivity by having all data in one place
  • Integrate Pickspace with any existing software
  • Label the software under your brand with our white label option
  • Dedicated and highly trained customer support team with under 5 min. response time
  • Mobile, cloud based App that allows you to work from anywhere
  • Increase profitability and NOI
  • Keep all your operation data in one place 
  • Short onboarding and training process for all new hire
  • Manage all amenities on the platform
  • Improve tenants communication and satisfaction (Better service and amenities =higher rent)

Final Words

Building facilities management is complex and carries a variety of responsibilities. It’s the support system every building requires in order to operate smoothly and easily.

Technology offers new and effective ways to keep the workload down to a minimum and maximize profits.
Pickspace is here to help with that, so if you think it’s time to take your building’s management to the next level, and make it easter on yourself to keep track on your assets.


Building management and maintenance are the processes of managing a building's systems and infrastructure. These include everything from fire safety, energy efficiency, tenant communications and sustainability to day-to-day maintenance tasks.

Building management systems (BMS) are computerized systems that automate the daily tasks of a building. Building owners and managers use BMS to monitor and control the building’s mechanical, electrical and security systems. This can include HVAC (heating, ventilation, air conditioning), lighting and elevator controls among other things.

The BMS is made up of controllers, sensors and software working together to monitor and control these various systems. Controllers receive data from sensors located throughout your facility; then they store it in memory for later use in calculations or reports.

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