Maximizing Automated Tasks Within your Building Management System

Imagine a facility manager starting their day at 6 AM, manually adjusting heating systems across 50 floors, checking hundreds of lighting circuits, and responding to countless maintenance alerts. 

In a non-automated building, this professional must physically inspect each system, make individual adjustments, and rely on occupant complaints to identify issues. Time is consumed by routine tasks, leaving little room for strategic facility improvements or emergency responses. 

Now, picture the same building equipped with an automated Building Management System (BMS). 

The facility manager arrives to find the heating already optimized based on weather forecasts, lighting adjusted to occupancy patterns, and potential equipment failures flagged before they occur. Through automated task execution, what once required hours of manual intervention now happens seamlessly in the background. 

The shift from manual to automated task management helps reduce operational costs, improves occupant comfort, and increases staff productivity.

In this article, we will go over the benefits and examples of automated tasks for building management systems from A to Z.

What is a Building Management System (BMS)?

A Building Management System (BMS), also known as a Building Control System (BCS), is a centralized platform that monitors, manages, and coordinates a building’s mechanical and electrical equipment. Every BMS integrates vital building functions, including HVAC, lighting, security, fire systems, and power management.

How does a BMS work?

The BMS operates through a network of controllers, sensors, and equipment interfaces. Operators monitor system dashboards, process alerts, and manage various subsystems through a central interface.

They adjust temperature set points, modify lighting schedules, and handle maintenance requests based on collected data. Facility staff regularly check system status, review performance metrics, and implement changes based on their expertise and building requirements.

System components	Integration levels	Features
Controllers (primary and sec)	Management level	Cloud-based management
Sensor and input devices	Control level	Mobile accessibility
Output devices	Field level	Advanced analytics and reporting
Communication networks		Equipment health monitoring
User interface/management software		Open protocols for third-party integration
Integration protocols		Cybersecurity measures

Why do buildings use a BMS?

• Energy Efficiency: Precise control over energy-consuming systems reduces waste and costs
• Regulatory Compliance: Helps meet building codes and environmental standards
• Asset Management: Extended equipment life through proper monitoring and maintenance
• Occupant Comfort: Maintains optimal indoor conditions for building users
• Operational Oversight: Provides comprehensive visibility into building performance
• Risk Management: Early detection of potential issues and equipment failures

Types of Building Management Systems:

1. Pneumatic systems: The oldest type of BMS, using compressed air to control mechanical systems. Though largely outdated, some older buildings still utilize these systems, particularly for HVAC control.
2. Electrical systems: These systems use electrical signals to control building functions. They offer more precision than pneumatic systems but are still relatively basic compared to modern alternatives.
3. Direct digital control (DDC): The current standard for BMS using digital controllers and networks to manage building operations. DDC systems offer superior accuracy, flexibility, and integration capabilities.
4. IoT-based systems: Incorporating Internet of Things devices and cloud connectivity for enhanced monitoring and control capabilities. These systems enable remote management and detailed analytics.

Benefits of Automating Tasks in Building Management

1. Data-backed insights

At the management level, automation within building management levels up strategic decision-making by providing data-driven insights and predictive analytics. 

Executives and facility managers can optimize resource allocation, plan maintenance schedules, and forecast operational budgets with greater accuracy. This shift lets leadership focus on long-term facility improvements rather than day-to-day operational concerns.

2. Non interrupted flow

The control level experiences significant enhancement through task automation, as routine system adjustments and responses occur without constant operator intervention. 

This leads to faster response times, reduced human error, and more consistent building performance. Control room staff can transition from reactive monitoring to proactive system optimization, addressing potential issues before they impact operations or occupant comfort.

3. Less manual and dull work

Field-level operations undergo the most visible transformation. Maintenance teams no longer need to perform repetitive manual checks or respond to non-critical alerts. Instead, they can prioritize specialized repairs and preventive maintenance activities that require human expertise. This reorganization of work patterns leads to higher job satisfaction and more efficient use of technical skills.

4. Operational challenges

Common operational challenges find resolution through automation, particularly in areas of energy waste, delayed response times, and inconsistent building performance. The system’s ability to detect patterns and anomalies helps prevent equipment failures, optimize energy consumption, and maintain consistent indoor environmental quality. 

This proactive approach reduces emergency calls, minimizes tenant complaints, and extends equipment lifespan.

5. Costs

The financial benefits manifest through reduced operational costs, lower energy consumption, and decreased maintenance expenses. Labor efficiency improves as staff time is redirected from routine tasks to value-adding activities. 

Building sustainability metrics show improvement through optimized resource usage and reduced waste. Additionally, maintaining detailed operational records supports compliance requirements and facilitates performance reporting.

Here are some essential facility management software features for automation.

Examples of Automated Tasks in BMS

Building Management Systems can have numerous automated tasks that transform daily operations across different building types. Here are some common examples:

1. HVAC management

In HVAC management, temperature control automation adjusts heating and cooling based on multiple data points. The system continuously monitors outdoor temperatures, humidity levels, and occupancy patterns, and then modifies indoor climate settings accordingly. 

During morning hours, the system pre-heats or pre-cools spaces before occupants arrive, ensuring optimal comfort from the start of the business day while minimizing energy waste during unoccupied hours.

2. Lighting control

Lighting automation creates sophisticated control scenarios throughout the building. Motion sensors detect movement in corridors and less-frequented areas, triggering lights only when needed. The system dims or brightens artificial lighting based on natural light levels measured by photosensors, maintaining consistent illumination while maximizing energy efficiency. 

During after-hours, lighting automatically switches to security mode, keeping minimal illumination in essential areas while shutting down non-critical zones.

3. Ventilation systems

Ventilation control becomes less manual through automated CO2 monitoring and response. When sensors detect rising CO2 levels in conference rooms or densely occupied areas, the system automatically adjusts fresh air intake. This ensures air quality remains within optimal ranges without over-ventilating spaces, balancing occupant comfort with energy efficiency. 

During events or unusual occupancy patterns, the system adapts ventilation rates in real-time without requiring manual intervention.

4. Power management

Power management automation monitors and controls electrical loads throughout the facility. The system tracks power consumption patterns and automatically sheds non-essential loads during peak demand periods to avoid utility penalties. 

During nighttime and weekends, automated power management ensures unused equipment and systems enter sleep mode or shut down completely, preventing energy waste from idle devices and systems.

5. Elevator operations

Elevator optimization represents another common automation area. The system analyzes historical usage patterns and real-time demand to optimize elevator operations. 

During morning rush hours, elevators automatically position themselves on high-traffic floors, reducing wait times. In low-demand periods, the system puts excess elevators into standby mode, conserving energy while maintaining adequate service levels.

6. Security systems

Security automation integrates multiple systems for comprehensive building protection. Access control systems automatically adjust security levels based on time of day and scheduled events. 

After business hours, the system increases security measures, requiring additional authentication for access to certain areas. During special events or emergencies, security protocols automatically adapt to changing requirements without manual reconfiguration.

7. Fire safety

Fire safety systems benefit from automation through continuous monitoring and response capabilities. The system regularly tests fire detection equipment and alerts maintenance when sensors require attention. 

In the case of fire detection, automated responses include shutting down HVAC systems to prevent smoke spread, activating emergency lighting, unlocking specific doors for evacuation, and directing elevators to safe floors.

8. Predictive maintenance

Maintenance automation transforms equipment upkeep through predictive analytics. The system monitors equipment performance metrics, identifying patterns that indicate potential failures before they occur. 

When parameters deviate from normal ranges, the system automatically generates maintenance tickets and adjusts equipment operation to prevent damage. This proactive approach extends equipment life and prevents unexpected failures.

9. Water management

Water management automation helps prevent waste and damage. 

Sensors monitor water flow rates and pressure levels throughout the building, detecting unusual patterns that might indicate leaks. The system automatically shuts off the water supply to affected areas when leaks are detected, preventing water damage and waste. During freezing conditions, the system maintains minimum flow rates in vulnerable pipes to prevent freezing.

10. Parking systems

Parking management benefits from automation through integrated systems that monitor occupancy and guide vehicles efficiently. Entry and exit gates operate automatically based on credentials or payments, while digital displays guide drivers to available spaces. 

The system adjusts ventilation in enclosed parking areas based on carbon monoxide levels from vehicle emissions, ensuring air quality while minimizing fan operation.

11. Energy optimization

Energy optimization is improved through automated load balancing and source selection. In buildings with multiple energy sources, including renewable options, the system automatically selects the most efficient and cost-effective energy mix based on current conditions and rates. 

During peak solar generation, the system prioritizes solar power usage while storing excess energy for later use.

12. Waste management

Waste management automation helps optimize collection schedules and resource allocation. 

Sensors in waste containers monitor fill levels and automatically schedule collections when needed. The system tracks waste generation patterns across different building areas, optimizing bin placement and collection routes for maximum efficiency.

13. Landscape irrigation

Landscape irrigation demonstrates another application of automation, with systems adjusting watering schedules based on weather conditions, soil moisture levels, and seasonal requirements. 

The system automatically cancels irrigation during rain events and adjusts water volume based on plant needs and local water restrictions. During drought conditions, the system implements water conservation measures automatically.

14. Meeting room management

Meeting room management automation improves facility usage through integrated scheduling and environmental control. When rooms are booked, the system automatically adjusts HVAC and lighting settings before scheduled start times. 

After meetings, the system returns rooms to standby settings if no subsequent bookings exist, preventing energy waste from unoccupied but conditioned spaces.

15. Data center operations

Data center automation is the last application in buildings with IT infrastructure. The system maintains precise temperature and humidity levels while optimizing cooling efficiency. 

When IT loads shift, cooling automatically adjusts to match demand, maintaining equipment safety while minimizing energy consumption. During maintenance or emergency events, the system automatically implements predetermined protocols to protect critical infrastructure.

How to Implement BMS Automation for Your Needs

Implementing BMS automation involves careful planning, integration of technologies, and consideration of both technical and operational requirements.  In this article, we covered how to implement building maintenance management software effectively.

Below is a detailed step-by-step guide to achieving effective BMS automation, including the integration of a Computerized Maintenance Management System (CMMS):

Step 1: Define your objectives and scope

Before starting the project, outline your goals and define the scope of your BMS automation.
Here is what to consider:

• Are you focusing on energy efficiency, cost savings, comfort, or all three?
• What systems will you automate (HVAC, lighting, fire safety, access control, etc.)?
• Will this be a partial automation or a full-scale implementation?
• Identify KPIs to measure success, such as energy savings (%) or downtime reduction.

Example:
A commercial office building may prioritize reducing HVAC energy consumption by 20% through occupancy-based controls while maintaining optimal comfort levels.

Step 2: Conduct a system audit

Assess your building’s current infrastructure to identify gaps and potential challenges. Steps to follow:

• Evaluate existing systems: Identify which components (sensors, actuators, controllers) can be reused and which need upgrading.
• Check system compatibility: Determine whether your legacy systems support protocols like BACnet or Modbus, commonly used in BMS automation.
• Assess connectivity: Ensure adequate internet and network coverage throughout the building.

Pro tip: Many older buildings lack detailed documentation. Use a professional assessment tool or a BMS consultant to map out hidden issues.

Step 3: Select the right BMS platform

Choose a BMS platform that meets your operational and scalability needs. Features to look for:

• Interoperability: Supports multiple communication protocols for seamless integration with existing and future systems.
• Scalability: Can grow with your needs, accommodating additional buildings or systems.
• User Interface (UI): Look for an intuitive dashboard for real-time monitoring and control.
• Analytics: Advanced platforms offer AI-driven insights for predictive maintenance and energy optimization.

Step 4: Integrate a CMMS

A CMMS is essential for streamlining maintenance tasks and ensuring system reliability.
Key CMMS functions:

• Automate work order generation for repairs based on BMS alerts (e.g., HVAC failure).
• Schedule preventive maintenance to minimize downtime.
• Maintain detailed asset records for improved decision-making.
• Track spare parts inventory and reduce procurement delays.

Integration steps:

• Choose a compatible CMMS: Ensure it supports API integration with your BMS platform.
• Set up automated workflows: Example: Link HVAC fault alerts to create auto-generated repair tickets in the CMMS.
• Train your team: Familiarize your maintenance team with the new CMMS interface and workflows.

Step 5: Plan the network architecture

A robust and secure network is critical for BMS automation.
Key steps:

• Use a centralized architecture: Centralize data collection and analytics to streamline operations.
• Secure the network: Implement firewalls, VLANs, and encryption to protect against cyber threats.
• Consider wireless solutions: For retrofitting older buildings, wireless sensors (LoRaWAN or Zigbee) are cost-effective and reduce installation disruption.

Pro tip: Avoid using the building’s public Wi-Fi for BMS operations to minimize cyber risks

Step 6: Install sensors and controllers

Sensors and controllers form the backbone of BMS automation.
Installation steps:

• Place sensors strategically: Position occupancy sensors in high-traffic areas for effective lighting and HVAC control.
• Use smart meters: Install smart electricity, gas, and water meters to monitor consumption in real-time.
• Upgrade actuators: Ensure that motorized dampers, valves, and other devices can respond to automated commands from the BMS.

Example sensors:

• CO2 sensors for air quality monitoring
• Daylight sensors for lighting automation

Little-known fact: Vibration sensors on pumps and motors can predict mechanical failures before they happen.

Step 7: Develop custom automation rules

Define automation logic based on your building’s specific needs.
Example rules:

• HVAC: Reduce cooling/heating during non-business hours, but maintain minimum temperature thresholds for asset protection.
• Lighting: Use daylight harvesting to adjust artificial lighting levels based on natural light availability.
• Access control: Automatically lock non-essential areas during weekends or holidays.

Pro tip: Use machine learning algorithms to adapt automation rules over time-based on occupancy and weather patterns.

Step 8: Test and calibrate the system

Once installed, thoroughly test the system to ensure functionality and accuracy.
Steps:

• Conduct end-to-end testing for each subsystem (e.g., HVAC, lighting).
• Simulate fault scenarios to test alerts and workflows.
• Calibrate sensors to ensure accurate data collection.

Example: Test an HVAC rule to ensure that the system turns off in unoccupied areas while maintaining air quality standards.

Step 9: Train your staff

BMS and CMMS automation require staff training for effective use and maintenance.
Key focus areas:

• BMS operators: Train them on the system interface, analytics, and troubleshooting.
• Maintenance team: Ensure they understand how to use the CMMS for work orders, asset management, and preventive maintenance.
• End users: Provide basic guidance for occupants on interacting with automated systems, such as adjusting room temperatures.

Step 10: Monitor and optimize

Post-implementation, continuously monitor system performance and make necessary adjustments.
Steps:

• Analyze energy consumption reports, identifying inefficiencies.
• Adjust automation rules based on usage patterns.
• Update firmware and software regularly to ensure security and functionality.

Pro tip: Use predictive analytics tools to proactively address potential issues, such as equipment nearing end-of-life.

Step 11: Plan for long-term maintenance

Ensure the system remains effective over time.
Tips:

• Schedule regular inspections and calibrations for sensors and controllers.
• Use CMMS to track maintenance history and ensure compliance with warranties.
• Periodically review automation rules to account for changes in building use or energy prices.

Little-known fact: Over time, recalibrating temperature set points by just 1–2 °C can result in significant energy savings without impacting occupant comfort.

Step 12: Use data for continuous improvement

Use the data generated by your BMS and CMMS for ongoing optimization.
Example insights:

• Identify underutilized areas for potential downsizing.
• Analyze peak energy consumption times and negotiate better utility rates.
• Use fault data to justify system upgrades or replacements.

Implement a building asset management software to streamline operations.

FAQs

What are common issues with automating building management tasks?

Automating building management tasks often comes with several challenges. Integration with older or legacy systems can be difficult, as they may lack compatibility with modern automation technologies. This can result in added complexity and cost. Speaking of costs, the initial investment for upgrading or installing automation systems can be significant, which may deter some building owners. 

Data security is another concern, as network-connected automated systems can be vulnerable to cyberattacks. Additionally, ensuring system reliability is crucial, as automation failures could disrupt critical building operations. Finally, there may be a learning curve for staff who need to manage and maintain these automated systems.

Can older building systems be retrofitted for automation?

Yes, older building systems can often be retrofitted for automation, but the process depends on the condition and design of the existing infrastructure. Retrofitting typically involves installing sensors, controllers, and communication devices to enable automation. 

However, the feasibility and cost-effectiveness of retrofitting vary. In some cases, extensive upgrades may be required, especially if the existing systems are outdated or incompatible with modern technology. Advances in wireless and IoT solutions have made retrofitting more accessible, reducing the need for extensive rewiring or infrastructure changes.

How do automated tasks impact building energy consumption?

Automated tasks can significantly reduce building energy consumption by optimizing resource usage. For example, smart systems can adjust lighting, HVAC, and other energy-intensive processes based on real-time occupancy and environmental conditions. 

Automation enables better scheduling, minimizes wastage, and ensures systems operate only when needed. Additionally, data collected by automated systems can be analyzed to identify inefficiencies and implement further energy-saving measures. Over time, these improvements contribute to lower utility bills and reduced environmental impact.