Keeping tenants satisfied is the cornerstone of a successful commercial property. Nothing disrupts that satisfaction faster than an uncomfortable environment, whether it’s a sweltering office in July or a malfunctioning walk-in cooler in a restaurant. For Building Owners or Managers, addressing these issues proactively is key to retention and reputation. Your HVAC and refrigeration systems are the silent workhorses that ensure everything runs smoothly behind the scenes. This article provides a clear roadmap for managing these critical systems effectively, helping you prevent problems before they start, respond quickly when they do, and maintain a comfortable, reliable environment for everyone.
Understanding Your Role in Building Management
Whether you own a commercial property or manage one, your responsibilities are distinct yet interconnected. Understanding your specific role is the first step toward effective management, especially when it comes to critical systems like heating, cooling, and refrigeration. A clear grasp of your duties helps you identify what you need to handle personally and when it’s time to call in a professional partner. This clarity ensures that tenants are comfortable, equipment is reliable, and the property operates smoothly. It also helps in budgeting for routine maintenance and preparing for unexpected repairs, which are crucial for protecting the building’s value and ensuring its long-term success.
Building Owner vs. Building Manager
The primary distinction between an owner and a manager lies in their focus. An owner is typically concerned with the property as a long-term financial asset, making decisions about investments, leasing, and overall profitability. A manager, on the other hand, is focused on the day-to-day operational details that keep the building running efficiently and the tenants satisfied. While their paths cross daily, their core objectives are different. This dynamic is essential for a well-run property, as the owner’s strategic vision guides the manager’s practical actions, creating a balanced approach to property oversight and maintenance.
The Building Owner
As the title implies, a property owner is the individual or entity that holds the title to the building. According to Belwood Property, “Property Owners are those who own the building, house, or property. If they decide to rent or lease their property, they become landlords.” Your main concern is the return on your investment. This involves making major financial decisions, such as setting rental rates, approving large-scale capital improvements like a new rooftop HVAC unit, and ensuring the property remains profitable. You look at the big picture, focusing on asset value, long-term tenant leases, and strategic upgrades that will enhance the property’s marketability and operational efficiency for years to come.
The Building Manager
A building manager is the person on the ground, responsible for the daily functions of the property. As described by construction firm Willmott Dixon, “A Building Manager… runs everything on a building site.” You are the go-to person for tenant complaints, maintenance requests, and coordinating with vendors. Your role is hands-on and requires a deep understanding of the building’s systems. This includes everything from scheduling routine HVAC filter changes to responding to a walk-in cooler malfunction. A great building manager ensures everything runs like clockwork, which is why having a reliable partner for commercial services is so important for keeping operations seamless and tenants happy.
Key Resources from the Building Owners and Managers Association (BOMA)
No matter your role, you don’t have to go it alone. The commercial real estate industry is supported by organizations dedicated to providing education, setting standards, and fostering professional growth. One of the most influential is the Building Owners and Managers Association (BOMA). For over a century, BOMA has been a cornerstone for professionals in the commercial real estate sector, offering invaluable resources that help owners and managers maintain safe, efficient, and profitable properties. Engaging with BOMA can provide you with the tools and knowledge needed to excel in your role and stay current with industry best practices.
What is BOMA?
BOMA is a leading trade association for the commercial real estate industry. As defined by Commercial Real Estate Loans, “BOMA, or the Building Owners and Managers Association, is an international trade association for commercial real estate professionals.” Founded in 1907, it serves as a primary resource for information, advocacy, and education. BOMA represents the owners and managers of all commercial property types, including office, industrial, and retail buildings. The organization provides a network for professionals to connect, share insights, and address common challenges, from operational efficiency to regulatory compliance, making it an essential resource for anyone serious about property management.
How BOMA Sets Industry Standards
One of BOMA’s most significant contributions is its role in establishing and maintaining industry standards that are recognized globally. These standards bring consistency and clarity to how commercial properties are measured, managed, and evaluated. By creating a common language and set of benchmarks, BOMA helps owners, managers, tenants, and brokers operate on a level playing field. This standardization is critical for everything from lease negotiations to building performance assessments, ensuring that everyone is using the same rulebook. These efforts help streamline processes and build trust across the entire commercial real estate ecosystem.
Floor Measurement Standards
Have you ever wondered how the square footage of an office space is officially determined? You can thank BOMA for that. According to Wikipedia, “BOMA created the first standard way to measure office building floors in 1915. This standard is now used all over the world to figure out building sizes.” This universal method ensures that floor measurements are consistent and fair, which is fundamental for calculating rent and comparing properties. These standards are regularly updated to reflect changes in building design and use, providing a reliable framework for the entire industry.
Sustainability and Management Programs
BOMA is also a leader in promoting sustainable building practices. The organization recognizes that energy efficiency is not just good for the environment but also for the bottom line. As noted by Wikipedia, “In 2002, BOMA helped make a tool called ‘Green Globes’ better. This tool helps commercial buildings in the US and Canada check how environmentally friendly they are.” By championing programs like Green Globes, BOMA provides building owners and managers with frameworks to assess and improve their property’s environmental performance, often starting with high-efficiency HVAC and refrigeration systems that reduce operational costs.
Professional Development and Certifications
Beyond setting standards, BOMA is deeply committed to the professional growth of its members. The organization offers a wealth of educational resources, including seminars, webinars, and publications that cover every aspect of building management. These opportunities allow professionals to sharpen their skills, learn about new technologies, and stay ahead of industry trends. Investing in professional development not only benefits the individual but also adds significant value to the properties they manage, ensuring they are operated with the highest level of expertise and care.
Advancing Your Career with BOMI
For those looking to formalize their expertise, BOMA’s independent institute, BOMI International, offers several highly respected professional certifications. As Wikipedia mentions, “BOMI, an organization connected to BOMA, offers several professional certifications for people in commercial real estate.” Earning a designation like the Real Property Administrator (RPA) or Facilities Management Administrator (FMA) demonstrates a commitment to the profession and a mastery of key competencies. These certifications can open doors to new career opportunities and signal to employers and clients that you are a knowledgeable and dedicated professional.
Energy Saving Tips for Commercial Building Owners or Managers
Why Your HVAC System is Key to Lowering Energy Billssave energy with your HVAC unit in a commercial building, so you can read our other tips here. If you read it before and you’re ready for some new tips, keep reading! Did you know your office building’s HVAC unit accounts for about HALF of your energy use? Whether you’re the building owner or manager or you’re an employee in a commercial office, you can pitch in and save some energy with a few simple, energy saving tricks.
Your Checklist for a More Energy-Efficient Building
Tune up your commercial HVAC unit and building as a whole.
You should regularly maintain your commercial HVAC unit and you can read about what that involves on our previous blog post: Your Ultimate Guide to Commercial HVAC Maintenance. But you should also have your air ducts inspected and cleaned, windows sealed, thermostats calibrated, and air filters replaced regularly to ensure proper air quality and reduce energy usage. You can reduce energy costs by 5-10% just by regularly changing your HVAC air filter!
Upgrade your commercial HVAC unit.
Another great way to save energy and money in your commercial building is by upgrading your HVAC system. The trend in technology is to be more efficient and green, so newer HVAC systems are designed to save energy and work more efficiently. When you upgrade your system and take advantage of the new industry trends, then you’ll ultimately save money and your tenants will remain comfortable! You can improve your building’s efficient by 5-20% by upgrading or replacing your commercial HVAC system.
Implement Zone Scheduling
Implementing a zone scheduling system allows you to reduce or shut off lighting and HVAC certain sections of a building on a schedule. Which means if you have multiple tenants who work different hours in your building, you can shut off those unused parts of the building. And if you’re building is only used for a few hours in a day, you can shut off those major energy sources when the building is not occupied.
Ensure your system is the right size.
Unfortunately, people make mistakes and, according to a study, “at least 25% of all rooftop HVAC units are oversized” (Source), meaning those machines are using more energy and breaking down sooner because they’re not the proper size for the building! If your building has rooftop HVAC units, give us a call so we can see if they’re the right size for your building and needs. An HVAC system that is the right size will save you money and cut those extra costs while also reducing pollution!
Do you have any tips for saving energy as a building owner? Share them in the comments below!
Frequently Asked Questions
I’m a building manager, not the owner. How can I convince the owner to invest in a new HVAC system? This is a common challenge, and the key is to frame the conversation around the owner’s primary concern: return on investment. Instead of just highlighting tenant comfort, present a clear business case. Gather data on the current system’s repair costs over the last few years and project the potential energy savings a new, efficient unit would provide. You can also mention how a reliable, modern system reduces the risk of unexpected breakdowns, which protects rental income and improves tenant retention. Presenting it as a strategic investment in the property’s value is much more effective than framing it as just another expense.
Is joining an organization like BOMA really worth it if I only manage one or two smaller properties? Absolutely. While BOMA operates on a large scale, its resources are valuable for properties of any size. The real benefit comes from the local chapter connections and the access to standardized knowledge. You gain a network of peers facing similar challenges and learn industry best practices for everything from lease agreements to vendor management. This can save you from making costly mistakes and help you run your property more professionally, which is valuable no matter the square footage.
An HVAC upgrade isn’t in the budget right now. What is the single most effective thing I can do to lower energy costs? If a full replacement is off the table, your most impactful first step is to schedule a comprehensive system tune-up. This goes beyond just changing a filter. A professional maintenance visit ensures the entire system is cleaned, calibrated, and running at peak efficiency. It can catch small problems before they become expensive repairs and often provides a noticeable reduction in energy consumption right away. It’s the best way to get the most out of the equipment you already have.
How can I tell if my building’s HVAC unit is the wrong size? There are a few telltale signs. If a unit is too large, it will turn on and off frequently in short, powerful bursts. This is called short-cycling. While it cools the air quickly, it doesn’t run long enough to properly dehumidify the space, leaving the air feeling cool but clammy. Conversely, a unit that is too small will run almost constantly on hot days but will struggle to ever reach the temperature set on the thermostat. Both situations cause unnecessary wear on the equipment and waste a significant amount of energy.
What’s the real difference between routine maintenance and a repair call? Think of it like this: maintenance is proactive, while repairs are reactive. Routine maintenance is a scheduled service designed to keep your system in optimal condition, prevent future problems, and maintain efficiency. It involves cleaning coils, checking electrical connections, and tuning the system. A repair call happens when something has already broken. You make that call because the heat is off or a cooler has failed. Consistent maintenance significantly reduces the likelihood and frequency of needing to make those emergency repair calls.
Key Takeaways
- Clarify Your Role for Better Decisions: Understanding the difference between an owner’s focus on long-term asset value and a manager’s focus on daily operations is crucial for making smart choices about HVAC and refrigeration maintenance and investments.
- Lean on Professional Resources: Don’t manage in a vacuum; organizations like BOMA provide essential standards, educational tools, and certifications that give you a clear roadmap for running an efficient and profitable property.
- Prioritize HVAC for Energy Savings: Your building’s HVAC system is a major energy user, so focusing on regular tune-ups, smart upgrades, and ensuring your unit is the right size are direct ways to lower utility bills and improve tenant satisfaction.