Space & Move Management

Tips on Reducing Your Office’s Operational Costs

David Spence
September 5th, 2017
Tips on reducing your office's operational costs

Cutting costs without reducing the efficiency or productivity of a space requires subtlety and balance—facility managers looking to save on operational costs can find small ways to optimize their spaces. Here are eight foolproof tips to help keep your operational costs down.


Energy expenses

Energy expenses in office space

Automate energy use

Power bills can balloon quickly in large spaces, especially during particularly cold or warm seasons. Automated systems can quickly turn off light or heat sources when a specific space is not in use. Make sure to take advantage of any data these systems provide to properly gauge your energy usage.

Maximize natural light

Shift furniture around in the office to allow for maximum light exposure through windows. This can help remove the need to consistently keep lights on in the space. Well-placed mirrors can also help spread sunlight to harder to reach areas in the office. Try using software to visualize your space and furniture before committing to a major shift.

Use energy saving products

Take a look at the current products being used around the office. Find opportunities to replace non-efficient products like light bulbs, washers or radiators. Look for products with trustworthy certifications like Energy Star.

Equipment expenses

Equipment expenses in office space

Replace problematic equipment

Equipment and furniture can cost more than it’s worth if it has to be repaired constantly. Try replacing problematic equipment with substitutes known for their durability. Doing this will require more investment upfront but can save money in the long run. Track your equipment’s maintenance requirements over time to get an accurate idea of its costs.

Go paperless

Are you still storing documents in boxes and filing cabinets that take up valuable space in the office? Switch to processes that are paperless and store your most important files digitally. Make use of this newfound space by adding more desks as your team grows, or try introducing feng shui elements to help balance the energies of the room.

Staff and service expenses

Staff and service expenses in office

Reduce travel with remote meetings

Reducing travel expenses can make a significant impact on the bottom line for a company. Opt for remote meetings when possible to avoid costly business trips. Be sure to use effective communication tools to ensure remote meetings go smoothly.

Move to the cloud

By using SaaS applications that are cloud-based, you can reduce the need for internal IT services. This means upgrades, technical support and hosting are all included and you can re-allocate your IT budget where you need it most. You can also get rid of unnecessary hardware, such as servers, and optimize your space usage.

Building expenses

Building expenses in office

Audit space usage

An office space that is underutilized can cost organizations a lot of money in overhead, energy use and other expenses.

By using a facility management tool such as OfficeSpace, you can access real-time, streamlined reporting.

Track occupancy rates by building, by floor or by department to determine whether you are making the most out of your real estate investment.

Cutting costs is a delicate task and managers should take the time to understand where they can reduce expenses without hurting the company’s productivity and strategic goals.


Are you still using a combination of manual processes like excel spreadsheets and emails to track equipment, desk bookings or requests? Learn more about how OfficeSpace can help you achieve your space optimization goals.

Photos: Shutterstock / Monkey Business Images, Shutterstock / Efetova Anna, Shutterstock / Bhakpong, Shutterstock / Monkey Business Images, Shutterstock / August_0802