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Operational Excellence

The Challenge of Commercial Building Management

Written By: Ray Waldron
November 6, 2023
6 min read

Managing commercial buildings is a highly complex task that typically involves multiple disciplines. Commercial building management professionals manage multiple stakeholders, such as tenants, maintenance crews and contractors, while simultaneously keeping an eye on revenue and budget forecasts. Building management teams must also field maintenance requests and manage repairs, monitor energy consumption and reduce utility expenses, update emergency response plans, ensure the safety of all tenants and visitors - all while keeping building operations performing at optimal levels.

To reduce the complexity of commercial building management, many teams adopt a facilities management platform that can automate tasks, streamline workflows, and integrate disparate data silos. The best building management platforms deliver powerful tools and capabilities that can be easily customized to the unique workflows of each team and the specific requirements of every building.

As a no-code application development platform, Quickbase provides pre-configured solutions for commercial building management that can be easily adapted by virtually any member of the management team. With Quickbase facilities management software, commercial building management teams can see, connect, and control every detail of building operations and complex projects to ensure that deadlines get met, budgets stay on track, and everything runs as smoothly as possible.

What to look for in building management software

When choosing a commercial building management platform, savvy teams look for several key capabilities.

  • Automated processes. A building management platform should automate many of the day-to-day tasks involved in managing commercial properties. From automatically creating invoices and managing inventory to sending follow-up emails and tracking expenses, automated workflows ensure that essential tasks happen on time, in sequence, and without error.

  • Seamless integration. A commercial building management system should integrate easily with other systems such as sales software, accounting platforms, payroll systems, and building operations technology. The right platform will unify disparate data systems to provide management teams with fast access to data that delivers superior business insight.

  • Complete visibility. When buildings are managed with manual, paper-based processes or individual spreadsheets, it’s difficult for teams to get a comprehensive reading on what’s happening at every level of operations. Superior commercial building management software digitizes every aspect of operations and delivers 360° visibility into workflows, details, status of projects, operations, equipment, and occupancy.

  • Easy customization. No two buildings are alike, and no two management teams operate in exactly the same way. For this reason, commercial building management platforms must be easily customized to the unique requirements of every team and facility. With a solution that can be easily adapted, management teams can continuously improve tools and processes to increase efficiency and manage buildings for greater profitability.

Commercial building management solutions from Quickbase

Quickbase enables businesses to accelerate the continuous improvement of unique workflows by empowering anyone on the team to create solutions that address the problems they understand best, through a secure development process governed by IT. With Quickbase, team members with any level of technical experience can build sophisticated solutions to workflow gaps and visibility issues.

In addition to tools for creating new solutions, Quickbase offers pre-built templates for commercial building management applications and built environment software. By adapting these solutions for the unique needs of each facility, teams can:

  • Simplify facilities management. Streamline communication between management teams, vendors, stakeholders, and tenants. Align management teams, maintenance crews, and contractors for less confusion, duplication, and lost hours. Automate workflows to increase team productivity and ensure all deadlines are met.

  • Track subcontractors. Easily track contracts, performance, certifications, and job quality for all subcontractors and vendors. Streamline the estimating and bidding processes by connecting information across systems. Automate workflows to get real-time data on vendor certifications to avoid the risk of project stoppages or fines for noncompliance.

  • Handle finances. Access accurate and up-to-date financial information to dynamically track every dollar, forecast critical costs, and maximize profits.

  • Manage projects. Get a 360° view of every project, start to finish. Synchronize all data and workflows with a single tool that delivers insight into project status and roadblocks, enabling teams to act quickly to adjust plans as needed.

  • Allocate resources. Balance workloads across teams, reduce costs, and dynamically allocate resources as project needs change.

  • Organize contracts. Manage all contracts and documentation for each facility in one place, including property agreements, leases, vendor contracts, financial data, equipment information, and other critical details.

Solutions for additional industries

Quickbase no-code tools enable automation, integration, customization for businesses in a wide range of industries.

  • Manufacturing. Streamline manufacturing processes across teams with customizable views to track inventory, performance, suppliers, and critical processes more efficiently.

  • Construction. Track contacts, people, and equipment in real-time. Merge schedules, share contracts, manage change orders, and simplify cost analyses.

  • Education. Automate operations, streamline workflows, and build custom applications to deliver better student and teacher experiences.

  • Solar. Manage operations and workflows from a central location. Track leads, schedule site surveys, report on sales, and accelerate installation projects.

  • Government. Create flexible data flows to digitize forms, automate workflows and eliminate slow, error-prone, manual processes.

  • Legal. Streamline case management by consolidating information and ensuring attorneys and admins have the information they need.

Why Quickbase?

Quickbase’s Dynamic Workpalce Management platform gives no-code development tools to business users to create sophisticated solutions to the workflow gaps and inefficiencies they encounter every day. With Quickbase, employees in every department can easily create, deploy, automate, and continuously improve applications to increase competitiveness.

With Quickbase, organizations can:

  • Automate workflows and integrate custom software with existing data sources, software, and systems.

  • Create solutions for complex problems while avoiding the traditional cost and delays of software development.

  • Deploy new software continuously, using sandbox capabilities to transform data, push application updates, or change schema without downtime.

  • Build personalized dashboards that offer real-time, actionable insights to every user.

  • Access software templates and pre-configured solutions that address a variety of business needs for a broad range of industries.


What is commercial building management?

Commercial building management is the task of supervising every aspect of a commercial property – from sales and leasing to maintenance and repairs. Commercial management teams must monitor energy consumption, ensure security, create emergency response plans, and respond to various urgent matters.

What is commercial building management software?

Commercial building management software automates routine tasks and streamlines important workflows to simplify the task of managing a commercial property. Commercial building management software may include tools for managing leases, communicating with tenants, fielding maintenance requests, supervising contractors, monitoring building operations, and using building information modeling technology. A building information modeling system is a 3D representation of a building’s physical structure and functional operations, helping management teams and other stakeholders to improve planning, monitor operations, enhance analytics, and troubleshoot problems.

Picture of Associate Content Marketing Manager Ray Waldron set against a lochinvar background
Written By: Ray Waldron

Ray Waldron is an Associate Content Marketing Manager at Quickbase.

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