10 types of facility management and when to use them

Facility management (FM) has evolved far beyond its traditional role of keeping the lights on. Today’s FMs are strategic leaders responsible for creating efficient, safe, and productive environments for those who rely on them—whether in a corporate headquarters, a distributed hybrid workplace, or a mission-critical campus.

To do this well, FMs need to understand the different types of facility management, when to apply them, and how they overlap. Let’s break down 10 common types of facility management and when each comes into play.

What is a facility?

A facility is any built environment that supports people, processes, or operations—think offices, campuses, labs, warehouses, and everything in between.

Whether a single HQ or a distributed workplace portfolio, each facility requires oversight, maintenance, and optimization to stay safe, efficient, and aligned with business goals.

What are the different types of facility management? 

Facility management services can be boiled down to two main categories:

• Hard facility management: deals with the physical aspects of a facility, like the HVAC, building and grounds maintenance, waste disposal, lighting, and security.
• Soft facility management: deals with all the people who help maintain the facility, like custodial services, catering, and grounds maintenance.

Determining which facility management strategy is right for your building depends on the type of facility in question and the people who use it. 

Here are 10 common types of facility management:

1. Occupancy and space management

Strategic space management is a critical responsibility—especially in a hybrid workplace. With a solid grasp on the three basic elements of space planning (planning, implementation, and space tracking), FMs can ensure their facility stays efficient and free-flowing.

FMs must track and manage occupancy rates, ensure efficient space use, and make data-driven decisions about layout, density, and employee flow. Move management also falls under this category and can be simplified with specialized software.

When to use: Any time a facility reconfigures for hybrid work, moves teams/locations, or analyzes underutilized spaces.

2. Facility planning

Good facility planning is about anticipating change before it happens. Needs evolve—teams grow, shrink, or switch to hybrid—and FMs who plan ahead save their organizations money and disruption.

Space forecasting helps leadership understand whether they have the right amount of office space for current and future headcount. With data from desk booking systems and meeting room utilization reports, FMs can build strong business cases for expansion, downsizing, or reconfiguration.

When to use: During long-term real estate planning, budget reviews, or when considering changes to workplace design.

3. Real estate management 

Managing real estate portfolios isn’t just about signing leases—it’s about maximizing value. FMs oversee lease administration, monitor portfolio performance, and identify underutilized or redundant assets.

For companies managing multiple facilities or global locations, this role becomes even more complex. Real estate management software helps consolidate this information into one view, making it easier to track renewals, renegotiations, and budget impacts.

When to use: For organizations with multiple properties, during lease renewals, or when benchmarking real estate ROI.

4. Maintenance, operations, and building management

Buildings don’t run themselves. FMs coordinate maintenance services—from janitorial contracts to predictive maintenance of HVAC and electrical systems. Their job is to ensure the facility is safe, compliant, and reliable.

Increasingly, predictive and preventive maintenance strategies are being adopted to lower costs and reduce downtime. Instead of waiting for a system to fail, FMs use sensors and data to detect early warning signs and address issues proactively.

When to use: Continuously, especially when compliance, uptime, and safety are critical.

5. Energy management and sustainability

Sustainability isn’t just a buzzword—it’s a business imperative. Energy-efficient facilities lower operating costs, meet corporate ESG targets, and improve a company’s public reputation.

FMs lead this charge by implementing smart building technology such as occupancy sensors, automated lighting, and IoT devices that optimize energy use. They also manage waste reduction programs and renewable energy initiatives.

When to use: When cutting costs, pursuing ESG initiatives, or preparing for sustainability audits and certifications.

6. Emergency preparedness

Emergencies—whether natural disasters, fires, or security threats—can disrupt operations and put people at risk. FMs ensure the facility has emergency response plans in place, and that systems like smoke controls, alarms, and access controls are maintained and functional.

They also coordinate regular drills, update safety policies, and ensure alignment with local compliance requirements. This proactive planning minimizes downtime and ensures people’s safety when crises occur.

When to use: Ongoing, but especially critical during safety audits, system updates, or after changes to building infrastructure.

7. FM asset management

Facilities are full of assets—from laptops and monitors to HVAC units and medical equipment. These assets must be tracked, maintained, and replaced on schedule to prevent unnecessary costs.

In hybrid or remote work environments, asset management becomes more complex. Employees may take equipment home, so tracking inventory requires collaboration between facilities and IT. Many organizations now use asset management software to monitor asset lifecycles, issue replacements, and reduce loss.

When to use: During employee onboarding/offboarding, equipment distribution, or when auditing asset lifecycles.

8. Technology and smart office planning

FMs are now tech enablers. They evaluate and roll out workplace management solutions—like desk booking apps, digital wayfinding, and visitor management systems—to streamline the employee experience.

Technology also powers hybrid work. FMs work with IT to ensure employees can collaborate seamlessly, whether they’re in the office or remote. The right tech stack helps optimize space and reduces friction for employees navigating the workplace.

When to use: When adopting hybrid work strategies, implementing new collaboration tools, or modernizing workplace operations.

9. Employee and occupant experience

At its core, facility management is about people. Employees are the “customers” of the facility, and FMs are responsible for making sure their experience is smooth, intuitive, and enjoyable.

This includes everything from cleanliness and comfort to signage and accessibility. A great facility experience increases employee engagement, improves retention, and supports business performance.

When to use: Always. Especially during change management initiatives, office redesigns, or cultural transformation projects.

10. Managing the future of work

Facility managers are no longer behind-the-scenes operators—they’re leaders shaping the workplace of tomorrow. From return-to-office strategies to hybrid space design, FMs influence how organizations adapt to change.

This requires staying up to date on emerging workplace trends, technologies, and best practices. FMs who embrace an experimental mindset—test, measure, learn, and adapt—are better equipped to guide their organizations through uncertain times.

When to use: You should always remain flexible, focusing on long-term strategic planning and adaptability.

Impactful facility management takes the right tools

FM is no longer just about operations—it’s about enabling strategy, culture, and the employee experience. From space planning to asset management and sustainability, each of the ten facility management practices plays a role in keeping workplaces safe, efficient, and future-ready.

The challenge for most organizations isn’t knowing what to do, but having the right tools to make it happen. That’s where OfficeSpace comes in. Our platform combines space management, move planning, asset tracking, and workplace insights into one intuitive system—giving facility leaders the visibility and flexibility they need to manage change confidently.

By adopting the right software, FMs can transform day-to-day operations into a long-term strategy for creating workplaces where people and businesses thrive. Reach out for a demo today!