Short- and Long-term Strategies to Lower Your Costs
It’s budget planning season, and one conversation I return to often with our customers involves strategizing to make every dollar count in planning for facility services. Whether decision-makers are reviewing janitorial solutions or revisiting their operations and maintenance budgets, continuously revisiting this topic helps ensure we are meeting the moment.
At UG2, we are constantly building on our understanding of what works for every individual customer, and we are committed to sharing those evolving insights. In that spirit, here are four expert-backed ways to make the most of every dollar as you plan for the coming year.
1. Minimize Short-Term Surprises
Why it matters: Too often when you cut back on facilities management, you end up spending more. Even one unexpected repair can destroy a budget.
What to do:
Prioritize high-impact areas. Knowing where you’ll see the biggest return on investment is critical. Effective planning will account for areas that directly impact safety, compliance, or tenant satisfaction.
Invest in preventative maintenance. Avoid downtime and unanticipated repair costs. This not only ensures productivity, it also helps keep morale high on our teams and yours.
Implement a solid emergency plan. While preventative maintenance helps you avoid many costly emergencies, you still need a plan for the unexpected. Mobile, licensed technicians that are on call 24/7 not only provide peace of mind, but can immediately resolve emergencies when they arise.
2. Leverage Technology to Maximize Long-Term Savings
Why it matters:
Strategically investing in smart technology that aligns with your goals can drive major efficiencies that lead to measurable, long-term cost savings.
Tools like real-time energy monitoring, occupancy tracking, and AI-driven maintenance create efficiency. They allow facility teams to work smarter, extend the life of assets, and allow you to respond to occupant needs in more agile, personalized ways.
What to do:
Consider directing some of your budget toward sensors and devices that provide real-time visibility into systems like HVAC, lighting, and occupancy. These tools provide data-backed insights that reduce waste and enhance comfort.
Use energy and maintenance data to guide priorities. We see customers benefit tremendously from thoughtful integration of computerized maintenance management systems (CMMS). Your CMMS can provide the quality reporting that you need to pinpoint exactly what needs your attention and when. Not only do you save time and stress, but you also know exactly where to direct maintenance dollars.
Explore automation in key areas. Automating routine and repetitive tasks can unlock significant efficiencies, especially in high-demand environments where teams are stretched thin. AI tools for work order management, service requests, and asset management help improve response times and free up teams to focus on higher-value work.
Budget for pilot programs or phased rollouts. Upgrading doesn’t always mean a full overhaul. The right partner can help bridge the gap between older infrastructure and new innovations, enabling incremental upgrades that work within your budget. Small steps now can lead to big savings later.
3. Align Budget with Occupant Experience
Why it matters:
As companies strive to bring employees back to the workplace, the quality of the environment plays a key role. Cleanliness and safety are the baseline for employee and visitor satisfaction, productivity, and retention. The entire facility experience is an indicator of how much an organization values its people.
What to do:
Focus on first impressions. Lobbies, elevators, restrooms: these high-traffic areas shape perceptions. Invest in cleanliness, lighting, signage, and amenities in these areas. Traffic might be inconsistent, but your spaces still deserve the highest level of regular cleaning, disinfecting, and clearing away of waste and recycling. Customer service training also often pays for itself by creating a warm, welcoming atmosphere.
Collect and act on feedback from occupants. Make it easy for tenants to share feedback, whether through digital surveys, QR codes in common areas, or mobile apps. Then, take visible action. A fast, transparent feedback loop builds trust and improves satisfaction.
Plan for unpredictable occupancy rates. Adding flexibility to your budget can help you stay on track when the unexpected inevitably arises. Build in contingency funds and partner with vendors who can quickly ramp up or down based on these inevitable fluctuations. If you haven’t already, consider predictive analytics for smarter resource planning.
4. Lean on the Right Partners
Why it matters:
Partners who understand your overall business goals are in a position to help you save in the short- and long-term. They can help you make smarter decisions that give you more bang for your buck. We’re seeing more customers looking for data management partners to help inform long-term financial decision-making.
What to do:
Consider vendor consolidation. Consolidating services with one provider streamlines operations and improves communication. This not only reduces costs through labor efficiencies, but also avoids waste and duplication of services. Partners with cross-functional expertise can align services across departments.
Communicate your budget concerns and constraints. A true partner understands the pressure you’re facing to do more with less. At UG2, our success is built on transparency with our customers. We work closely with you to find savings you may have missed, help you justify budget decisions to internal stakeholders, and work with you on capital planning and asset management so your facility is set to run smoothly in the long term.
Need support with planning or refining your facility services budget? Whether you’re navigating cuts or planning for growth, UG2 can help you build a smart, sustainable plan that meets today’s needs and sets you up for tomorrow’s success.