Asset Classes in Focus: Digital Operational Optimization for Office Buildings

Office and administration buildings fall under the category of commercial real estate. According to the focus report “Office and administration buildings” by the German Energy Agency (dena), they account for around 15 % of the non-residential building sector in Germany, providing workspace for millions of people. This makes them the second-largest category within the non-residential building stock, after “production, workshop, storage, and industrial buildings”. As a result, this asset class is not only economically significant but also a highly attractive investment opportunity.

Despite modern architecture, ensuring the efficient operation of technical building equipment (TBE) remains a challenge, particularly amid a persistent shortage of skilled facility management personnel. Rising energy costs, increasing demands for indoor air quality and comfort, and strict energy efficiency regulations call for intelligent digital solutions for the efficient operation.

Decarbonization as a Value Driver

According to the above-mentioned report, the annual final energy consumption of office and administration buildings in Germany amounts to 86.6 TWh (as of 2022) due to the sheer number of buildings and high user demands. This corresponds to approximately 27 % of total energy consumption in the commercial, retail and service sector. In addition to space heating and hot water, energy consumption is primarily driven by cooling and ventilation requirements and user electricity.

In 2021 alone, energy costs in Germany’s office and administration building stock amounted to € 9.8 billion, according to the dena report. Addressing untapped savings potential is essential, as excessively high operating costs and insufficient comfort levels can reduce the attractiveness of office rental spaces and negatively impact returns in the case of vacancies. Additionally, the risk of sustainability-driven obsolescence, increasing regulatory requirements for efficient system operation, and mandatory energy management and reporting obligations further increase the urgency for action.

Special Characteristics and User Requirements

Depending onthe tenant structure, office buildings have specific requirements that must be considered for optimal operation:‍

• ‍Fluctuating Occupancy Levels: Office buildings are typically used Monday to Friday between 7:00 AM and 7:00 PM, resulting in an average occupancy rate of approximately 35 %. While occupancy is high during the day, it drops significantly at night and on weekends. This necessitates demand-driven adjustments to ventilation and air conditioning systems‍
• Flexible Usage Concepts: Hybrid work models, as well as modern office layouts combining private offices, open-plan workspaces, conference rooms, and coworking areas, require adaptable heating, ventilation, and cooling systems that can be adjusted on a room-by-room basis‍
• High Comfort Requirements: Pleasant temperatures and good indoor air quality are essential for productivity and must be ensured throughout usage hours

Measures for Digital System Optimization

Enhancing the energy efficiency of office properties does not necessarily require costly renovations of the building envelope, as the primary focus should be on optimizing the operation of technical building systems. Experience with the aedifion cloud platform demonstrates that the use of AI-based software solutions for operational optimization alone can achieve average energy, cost and CO₂ savings of 22 %, and in some cases even up to 40 %. In addition to sanitary systems, tenant electricity, and lighting, the following systems play a particularly crucial role in efficiency improvements:

• ‍Heating: Generation (e.g., heat pumps), storage (e.g., hot water storage tanks), and distribution (e.g., underfloor heating or radiators)‍
• Ventilation: Centralized and decentralized ventilation systems‍
• Cooling: Generation (e.g., compression orabsorption chillers), storage (e.g., cold water storage tanks), and distribution (e.g., cooling ceilings, air circulation units)
• ‍Building Automation: Demand-driven distribution of the generated energy to the rental areas

The seamless operation and coordination of these systems are crucial for the energy and cost efficiency of building operations. Suitable software solutions can be easily integrated into existing building management systems. They collect and structure real-time operational data, identify malfunctions, and provide recommendations for optimization. If desired, preconfigured AI algorithms can even autonomously regulate operations, ensuring economical and user-oriented building management at any time of the year or day.

Typical Optimization Measures Could Be:

• Adjusting the operating schedules of ventilation systems to match actual office occupancy
• Optimizing heating limits, curves, as well as air temperature controls for climate-responsive air conditioning
• Resolving malfunctions such as stuck valves in heating, cooling and air conditioning systems to reduce energy losses
• Automating indoor air temperature adjustments based on outdoor conditions and occupancy times for demand-based climate control
• Optimizing heat recovery and free cooling of HVAC systems
• Implementing weather-predictive control for heating and cooling systems to prevent unnecessary energy use during transitional seasons

In addition to system optimization, user engagement is also a key factor. The structured real-time data available on the cloud platform enables users to continuously monitor their energy consumption and receive actionable recommendations for further reductions - whether in offices, conference rooms, or restrooms.

Customized Solutions for Every Office Building

Experience shows that AI-optimized building operations can achieve significant savings, enhance data transparency, and reduce the workload for facility management teams.

Examples like the office building THE SHIP in Cologne Ehrenfeld demonstrate the potential. With aedifion’s software solution, annual savings of up to € 80,000 in operating costs and 227 tons of CO₂ have been achieved.

At the KATHARINENKAI office building in Hamburg, aedifion’s demand side management has enabled an innovative, grid-friendly operation. By leveraging dynamic electricity tariffs, energy consumption is aligned with the availability and real-time pricing of green energy.

Optimizing office buildings through cloud platforms and artificial intelligence not only offers significant savings potential but also enhances the competitiveness and sustainability of entire portfolios due to its high scalability. From the development of individual digitalization roadmaps to implementation and AI-based optimization in ongoing operations, we provide comprehensive and expert support.

Get in touch with us and make your office buildings future-proof!