Strategically managing technical facility management instead of just administering it

In many companies, technical facility management is still primarily viewed as an operational cost center. Maintenance, inspections, repairs, and fault reports are often handled by different systems, external service providers, or manual lists. This results in hidden efficiency losses, a lack of transparency, and limited control.

Analyses from the corporate real estate sector show that a significant portion of operating costs are not caused by technical defects, but by organizational deficits: unclear responsibilities, inadequately managed contracts, and a lack of overview of technical systems. At the same time, requirements for energy efficiency, sustainability, compliance, and cost-effectiveness are increasing. As a result, technical facility management is increasingly becoming the focus of strategic corporate decisions.

From mandatory operational tasks to data-based control

Companies that organize their facility management in a structured and data-based manner achieve measurable benefits. They reduce downtime, extend the service life of technical equipment, and create a solid foundation for economic decisions. Professional management across multiple locations has a cumulative effect, particularly in branch networks, logistics sites, or large administrative properties.

The decisive difference lies less in individual measures than in the system behind them: those who merely manage technical equipment are reacting. Those who control it are acting with foresight.

Integrated software as the key to modern facility management processes

A key success factor is the use of integrated software solutions. While isolated applications usually only cover specific areas, modern facility management requires a holistic view of technology, contracts, costs, and locations.

The com.in Application Suite from Com In GmbH & Co. KG takes precisely this approach. As integrated real estate management software, it brings together technical facility management, commercial processes, and contract information in a central platform. All relevant data—from technical master data to maintenance contracts to inspection deadlines—is available in a structured format and can be traced at any time. This “single source of truth” reduces errors, creates transparency, and enables informed decisions.

Contract management as an often underestimated lever

Contract management is an essential part of technical facility management. Maintenance, service, and operating contracts define services, response times, and costs—but in practice, they are often not monitored consistently. Deadlines expire, services are not fully claimed, or termination options are overlooked.

With the integrated lease agreement and deadline management of the com.in Application Suite, technical contractual relationships can also be systematically mapped. Automated reminders, clear responsibilities, and transparent terms ensure that companies actively manage their contracts and reduce economic risks.

Combining technology, rental agreements, and operating costs

Technical facility management does not end with the facility itself. Technical obligations, maintenance regulations, and operating costs are usually directly anchored in the lease agreement. Integrated lease agreement management creates the necessary link between the legal framework and technical reality.

Com In's solution makes it possible to link lease regulations with technical property data. Responsibilities are visible at a glance – a decisive advantage in the event of malfunctions, renovations, or cost issues. This approach is complemented by integrated utility billing, which combines technical consumption data, contract information, and cost centers, enabling transparent, verifiable billing.

Act preventively rather than reactively

A key objective of modern technical facility management is the transition from reactive to preventive processes. Maintenance is no longer carried out only when malfunctions occur, but on the basis of clearly defined cycles and reliable data. Dashboards and histories in the com.in Application Suite make it possible to identify trends, compare costs, and objectively evaluate the quality of external services.

This creates a new level of control: decisions are based not on individual events, but on patterns and reliable key figures.

Facility management as part of corporate strategy

More and more companies are recognizing that facility management is not a downstream service area, but a strategic factor. Energy efficiency, ESG criteria, risk management, and employer attractiveness are directly linked to the condition and operation of real estate.

With the com.in Application Suite, Com In GmbH & Co. KG supports companies in bringing together technical, commercial, and strategic information. More than 125 companies from the retail, industrial, and service sectors—including Rossmann, Würth, and Ernsting's family—use Com In's solutions to manage complex real estate portfolios.

Technical facility management is thus evolving from an operational necessity to a strategic management tool. Companies that systematically link their technical processes, contracts, and costs create transparency, reduce risks, and strengthen their economic capacity to act.

Learn more about the com.in Application Suite or schedule a consultation appointment directly.