Smart Real Estate: reducing costs through data

In a context defined by increasing regulatory complexity, evolving workplace models and growing attention to sustainability, real estate management today requires a new, structured and data-driven approach. 

eFM has developed a proven model that enables a significant reduction in Total Cost of Ownership (TCO) — on average around 14% — without compromising on quality, compliance or operational continuity. 

Full visibility and strategic control of TCO 

The first step toward cost optimization is achieving a detailed and continuously updated understanding of the entire real estate portfolio, through: 

• Asset mapping and creation of a centralized asset register; 

• Structured data collection on operating costs (OPEX), investments (CAPEX), leases, utilities and services; 

• Analysis and benchmarking to identify areas of improvement with precision. 

This visibility allows organizations to shift from a reactive to a proactive management model, focused on value creation rather than mere cost containment. 

A four-phase model to generate tangible savings 

The eFM method develops in four key phases: 

1. Comprehensive portfolio and TCO visibility 
   Digitalization and consolidation of data to obtain a detailed overview of costs, consumption and performance. 

1. Definition of measurable cost-reduction objectives 
   Assessment of saving potential for each cost category, aligned with the company’s overall strategy. 

1. Savings plans for each TCO component 
   Implementation of targeted actions across Property, Facility, Project and Energy domains, such as: space rationalization and lease renegotiation (Property); service optimization and process digitalization (Facility); improved investment planning and project control (Project); efficiency measures and use of renewable sources (Energy). 

1. Service governance and continuous performance monitoring 
   Deployment of digital tools, such as MySpot platform, to ensure transparency, control and sustained results over time. 

Achieved results 

Organizations adopting this model have reported: 

• 14% average reduction in Total Cost of Ownership; 

• Up to 12% increase in asset operational availability; 

• 100% regulatory compliance; 

• Enhanced overall efficiency and portfolio value. 

Beyond cost reduction: sustainability, innovation and competitiveness 

Reducing management costs is not just about saving money — it’s about: 

• Improving environmental sustainability and ESG performance; 

• Extending asset lifecycle through smarter maintenance; 

• Accelerating decision-making via integrated data and predictive analytics.