Complicated or Complex? The Reality of Commercial Building Tech

In commercial buildings, we often encounter complicated systems: layers of technology, building infrastructure, and operational workflow. Even though the system may have numerous moving parts, they interact in understandable and manageable ways and are mostly predictable. However, when unknowns are introduced, predictability decreases, and complications become more complex, leading to budget uncertainty, less reliability, and unneeded risk. For most commercial buildings, this is their reality, as they are designed, built, operated, and occupied by people whose human behaviors are unpredictable—making commercial buildings inherently complex. Complexity doesn’t have to be unmanageable.

Here’s a three-step process to simplify complexity:

MAP YOUR TECH LANDSCAPE

Start by evaluating all connected building systems. While this might sound daunting at first, with the appropriate tools and services, you can accurately and consistently recognize and record the technology in your building, regardless of whether it is brand new or 17 years old. This accurate map can feed into your integrated workplace management system (IWMS) or computerized maintenance management system (CMMS). A clear view of all building system assets and interactions sets the foundation for simplification.

The complex web of connections combined with various systems, such as the HVAC, lighting, and physical security in a newly constructed building, is crucial for meeting operational goals. Having a single source of truth is important, as the information can evolve rapidly. Even in existing buildings, gaining insight into the various systems and devices is challenging due to the different types and vintages of technology within your building and across your portfolio. However, once we have a clear infrastructure map of networks and systems, there is great potential for growth and improvement. Using current-day tools and services to map out these connections and system (nodes) meticulously, we can eliminate uncertainties and ensure smooth operations in our buildings so the systems thrive and inspire confidence and integrity in their results.

PRIORITIZE UNKNOWNS

With this clear map, it’s time to pinpoint where the complexity stems from! Often, it arises from gaps in human behavior, leading to deferred maintenance or outdated, undocumented technologies. To tackle these unknowns, focus on the use cases that can deliver the biggest impact on your operational goals—cutting operating costs, enhancing the tenant experience, or hitting decarbonization targets.

For example, in a bustling commercial building, unpredictable tenant energy usage can be tricky to manage. Without knowing when or where energy is consumed, it’s hard to identify solutions—or even spot the issue in the first place. If reducing energy costs is a top priority, investing in higher-integrity energy metering should be your next step. On the other hand, if you're thinking about implementing a fault detection and diagnostics (FDD) service but are still tracking work orders on spreadsheets, the unknowns in your work order lifecycle might mean it's time to prioritize investing in a new IWMS before jumping into FDD.

EDUCATE & ADAPT

Your approach should be flexible and forward-thinking, allowing your systems to respond dynamically as technology and your building's needs evolve. Forget rigid solutions or outdated, closed systems—you need smart, adaptable systems that can grow and change with you! Take a page from the United States General Services Administration (GSA), which champions being Secure, Open, Normalized, Interoperable, and Converged—better known as SONIC . This approach ensures your building’s technology is future-ready and ready for anything.

Another powerful strategy for new construction is to develop an Owner's Program Requirements (OPR) document, ensuring all tech going into your building is aligned with your long-term vision. This final step is all about ensuring your internal and external stakeholders are on the same page and energized about what’s possible.

CONCLUSION

And if you’re looking for a little extra inspiration, check out Simon Sinek’s TED talk,?Start with Why: How Great Leaders Inspire Action . It’s a game-changer in understanding the power of purpose-driven leadership.

Now’s the time to bring it all together and elevate your building’s performance to new heights! At Intelligent Buildings, we specialize in helping commercial real estate (CRE) professionals map out complexity, tackle unknowns, and implement smart, future-ready solutions. In one of our projects, we slashed predicted energy costs by 20% in a high-rise by pinpointing technology misalignments and streamlining operations.

Remember, you don’t need to solve every unknown to manage complexity. You can turn complexity into your greatest strategic advantage with the right approach.