Facilities are the backbone of any business. They house the people, processes, and technologies that drive success. Yet, managing these spaces is no small task. That’s why Total Facilities Management (TFM) is essential for every business.

Total Facilities Management controls all parts of the company’s facilities. It enables you to work smarter, not harder.

In this guide, we’ll explain why TFM matters, how it works, and give real-world examples of its impact. 

(Not sure what TFM is yet? No problem — we’ll start with the basics and guide you every step of the way!)

What is Total Facilities Management (TFM)?

As defined by ISO, “Facility Management is an organisational function which integrates people, places and processes within the built environment to improve the quality of life of people and the productivity of the core business.”

However, Total Facilities Management (TFM) takes it a step further. It is a solution for handling all facility-related services under a single provider. For instance, businesses can streamline operations through one system instead of managing multiple vendors for different activities. 

TFM helps organisations focus on their core objectives while reducing operational headaches. It cuts costs, boosts efficiency, and maximises facility performance.   

That aside, who provides total facility management (TFM) services? 

Many firms and facility managers depend on third-party software like Infraspeak. These systems offer various services, including:

The transformative impact of TFM on modern business

Total Facilities Management (TFM) is changing the game — we’ve seen firsthand how it transforms businesses. 

Operational efficiency

One key benefit of Total Facilities Management (TFM) is its ability to improve operational efficiency. Modern TFM solutions use IoT (Internet of Things) and smart building management systems (BMS) to monitor energy use, track equipment arrangement, and predict maintenance.  

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Environmental sustainability

TFM adopts eco-friendly practices supporting local and global environmental goals. In fact, ISO 41001:2018 was amended in 2024 to incorporate climate change awareness and action. It ensures that facilities management systems consider ecological impact.

One significant aspect of TFM is its holistic approach to energy management. Businesses can reduce carbon emissions and utility costs by optimising heating, cooling, and lighting systems.

Cost reductions

Cost control is a top priority for most businesses. TFM’s maintenance approach prevents costly repairs or replacements, which helps companies like yours save money while keeping everything running smoothly.  

For example, if a retail store experiences frequent HVAC breakdowns, it may end up spending a lot on emergency repairs. With TFM, technicians would inspect and service the system on a set schedule. This could reduce repair costs and energy bills by up to 30%.

Best practices for implementing TFM

Businesses need a clear plan to get the most out of Total Facilities Management. Here are some simple steps to make it work:

  • Assess current needs: Start by evaluating your existing facilities. Then, identify areas for improvement.
  • Set clear objectives: Define what you want to achieve with total facilities management.  
  • Choose the right provider: Select a TFM software with a good reputation and experience.
  • Train your team: Ensure your FM team understands the new systems and processes to facilitate a smooth transition.
  • Communicate clearly: Keep everyone informed about the changes to avoid confusion.  

Monitoring and evaluation strategies

As specialists in facilities optimisation, we advise you to treat TFM as a living system—not a “set-and-forget” solution. Here’s our proven hack:

  • Monitor energy consumption, expenses, and employee satisfaction. These metrics reveal hidden insights.
  • Hold monthly check-ins with staff and stakeholders. Their insights expose pain points tech might miss.
  • Use intelligent system analytics to predict trends (e.g., seasonal energy spikes) and allocate resources strategically.

Implementing sustainable facilities management

Sustainable facilities management integrates eco-friendly practices into building operations to reduce environmental impact and boost business efficiency. As a result, we encourage businesses to adopt this practice. 

Below is a structured approach with real-world examples.

Energy efficiency 

Little upgrades like LED lighting can lower energy use by 75% compared to traditional bulbs. For instance, a warehouse in Germany saved its energy bills by 30% after switching to motion-sensor LEDs and installing solar panels. 

Regular maintenance of HVAC systems also prevents energy waste. But if poorly maintained, it consumes 20% more energy.

📝See also: 10 best HVAC maintenance software

Water conservation 

Water-saving measures reduce both environmental strain and operational costs. Installing low-flow faucets and leak detection systems can reduce water usage and cost by 40%. 

For example, the EPA estimates that switching to showerheads saves the average U.S. family 2,700 gallons of water and 330 kWh of electricity annually — enough to power a home for 11 days.

Waste reduction and recycling 

Effective waste management includes recycling programs and sustainable material choices. Companies can partner with recycling firms to repurpose e-waste, paper, and plastics. 

For example, a tech campus in Sweden achieved “zero waste to landfill” status by segregating waste streams and using biodegradable packaging. Prioritising reusable or recyclable materials in procurement further supports circular economy goals.

📝 See also: 6 major benefits of sustainable facilities management 

Leveraging TFM for competitive advantage

At the heart of every successful business is a well-managed facility. With Total Facilities Management (TFM), you don’t have to juggle multiple vendors or worry about inefficiencies — everything runs smoothly under one system. 

Smart facilities management isn’t just about saving costs. Instead, it’s about creating better workplaces and making operations stress-free. In addition, you can save more and build a greener future by embracing energy efficiency, waste reduction, and proactive maintenance. And you don’t have to do it alone.

We’re here to help you stay ahead of the competition. Book a demo today!