How proactive building maintenance boosts energy efficiency and increases returns

Tenants won’t stick around in spaces that are too hot, too cold, or constantly disrupted by technical issues. Add rising energy bills and frequent repairs to the mix, and you’re looking at a building that bleeds value. \In fact, 97% of all buildings that invest in proactive performance strategies see a

In fact, 97% of all buildings that invest in proactive performance strategies see a positive ROI within the first year based on energy savings alone. 

Proactive maintenance helps you avoid these problems by addressing them before they affect tenant experience or operating costs. It keeps climate systems running effectively, prevents breakdowns, and reduces unnecessary energy use.

That means fewer complaints, longer leases, and lower expenses, which are all key to improving your building’s overall performance and financial return. 

What is proactive building management, exactly?

Proactive building management means using real-time data, smart automation, and expert planning to improve performance continuously. You detect patterns, spot risks early, and make informed decisions before issues escalate. This helps you lower energy use, reduce repair costs, and extend the life of your systems.

It also allows you to invest where it matters most, based on facts rather than assumptions. Instead of reacting to problems, you stay one step ahead, saving you half as much time as when you would work proactively. 

And that’s exactly what Schroders Capital Netherlands experienced. By switching from reactive to proactive management in 13 office buildings, they were able to reduce energy consumption by 10-30% in just 12 months, all while improving comfort and control. It’s proof that acting early pays off, both in energy savings and in long-term asset value.

5 tips for proactively optimizing your buildings

Proactive building management sounds great in theory, but what does it look like in practice? The good news: it doesn’t have to be complicated. With a few smart changes, you can start improving energy efficiency, avoiding costly repairs, and boosting tenant satisfaction today.

1. Automate indoor climate control

Heating, cooling, lighting, and ventilation systems are often some of the biggest energy drains in a building. If they run on fixed schedules or manual settings, chances are you’re wasting energy every single day. That’s where automation comes in.

Use smart controls to adjust systems based on occupancy, time of day, weather forecast, and even room usage. For example, reduce heating in unused meeting rooms or dim lights automatically when daylight is strong enough.

With a building management system (BMS) that responds in real-time, you’ll lower energy waste and keep indoor comfort levels high, without constant manual adjustments. 

2. Implement predictive maintenance

Waiting for equipment to fail isn’t just risky, it's expensive. Breakdowns lead to downtime, frustrated tenants, and unplanned repair costs. Predictive maintenance turns that around by helping you act before something goes wrong.

With smart sensors and alerts, you can monitor how your systems are performing and get notified when something’s off, like abnormal temperature shifts in an HVAC unit or inconsistent power usage in a lift system. That gives your team time to act before a small issue becomes a big disruption.

This approach helps you plan maintenance smarter, reduce emergency interventions, and extend the lifespan of costly equipment. And because it’s based on data, you can prioritize your resources where they’re needed the most, no guesswork required. 

3. Use data insights to prioritize building upgrades

Not every building upgrade is worth the same, and not every upgrade needs to happen right away. Instead of replacing windows or overhauling entire systems, data might show that optimizing ventilation schedules or fixing insulation leaks brings faster results with lower investment. The key is knowing what to tackle first. 

Without clear data, you risk spending on the wrong things. Performance insights help you see which areas waste the most energy, which systems are underperforming, and where small changes can make a big impact.

This shifts your decicion-making from reactive to strategic, so every upgrade is backed by facts. A solution such as Heallthy Workers lets you compare performance data cross zones, floors, or even individual assets.

That way, you can act where it matters most. For example, if one section consistently overheats, you might prioritize shading or smarter ventilation in that zone, and postpone expensive CapEx-investments until the data justifies. 

4. Regularly audit building’s performance

A once-a-year inspection won’t catch ongoing performance issues. Buildings are dynamic, usage changes, weather impacts systems differently each season, and even tenant behavior shifts over time. 

Instead, schedule regular performance audits using up-to-date building data. Review trends in energy consumption, comfort levels, and system efficiency, and compare them across zones or time periods. Combine this with a technical walkthrough or external expert review to validate findings and identify next steps. 

By turning audits into a habit, you’re not just ticking boxes. You’re building a high-performing, future-proof property that evolves with your portfolio’s needs.

5. Transparently share data with tenants

Tenants are more conscious of their environmental impact than ever before, and they expect their buildings to reflect those values. But many don’t know how their behavior affects energy use or indoor comfort, let alone creating ESG-reports on this.

That’s why transparent data sharing is important. Give tenants access to relevant building data through custom dashboards or regular updates. Show how their floor compares to others in energy usage or ventilation insights during summer peaks.

It builds trust, creates awareness, and encourages more sustainable behavior, without policing how people work. Tenants who feel involved are more likely to collaborate, stay longer, and actively support your sustainability goals. Plus, it helps you meet ESG reporting standards with full stakeholder alignment.

How Healthy Workers helps you to improve energy efficiency and improve building building performance automatically

Healthy Workers gives you everything you need to manage your buildings smarter, not harder. Our platform combines real-time data with actionable insights, helping you improve energy efficiency, reduce operational risk, and make better decisions across your portfolio.

Here’s how Healthy Workers supports proactive building management at scale:

• Automatically monitors climate systems and indoor conditions
• Detects inefficiencies early and helps you plan maintenance before problems escalate
• Delivers real-time performance insights so you can act fast and stay ahead
• Provides expert advice to turn data into actionable insights
• Decrease OpEx and make CapEx more efficient by identifying low-cost optimizations
• Offers tenants access to tailored dashboards that drive awareness and support ESG goals
• Makes building performance measurable, manageable, and aligned with long-term strategy

Are you wondering where to start with proactive building management? We’ll map out the smartest steps based on your data and priorities. Book your demo now and make your buildings more efficient, one decision at a time.