The complexity of managing a legacy building in Malaysia

Image: Bangunan Warisan TNB or formerly known as Bangunan LLN – courtesy of TNB

Infinity Wave was established to provide consulting to enhance facility performance. In a short period of time, we pivoted and produced our own software for facilities management clients. The software was intended to be part of our original core consultation services, and we thought this software can be complementary to our services. FOX grew beyond our expectations and provided value to our users, and the journey was amazing. We had to work with diverse clients’ base, and among them managing legacy buildings.

Managing a legacy building in Malaysia is no small task. The complexity of managing a legacy building in Malaysia, is a delicate balancing act between preserving the old features of the building, maintaining functionality, and ensuring cost efficiency and at times the struggle of compliances. With years of experience in the facilities and asset management industry, I’ve seen firsthand the challenges that come with aging structures. Managing these buildings requires a strategic approach that differs with new buildings. It’s a long term game as mentioned in this article.

Legacy buildings whether they’re heritage sites, old commercial properties, or aging residential complexes, manufacturing plants, might carry significant cultural and economic value. But without proper management, they can quickly become costly liabilities. I’ll break down what it takes to manage these buildings effectively, the key priorities to focus on, how to measure success, and what the future holds for legacy buildings in Malaysia.

What Are Legacy Buildings?

A legacy building typically refers to any structure over 30 years old, often designed and built with past-era technology and materials. These buildings can fall into several categories:

1. Heritage buildings: Recognized for historical or cultural significance and whether they are governed by any regulation or not.
2. Commercial properties: Older office buildings, shopping malls, and industrial sites still in operation.
3. Government and institutional buildings: Schools, hospitals, and administrative offices that have stood the test of time.
4. Residential complexes: Older apartments and landed properties with aging infrastructure.

Each type of building presents unique challenges, from conservation laws governing heritage buildings to the technological and structural upgrades required for commercial properties, and sometime industry relevant compliances, such as in healthcare, manufacturing and education.

Key Priorities in Managing Legacy Buildings

To keep legacy buildings functional and relevant, several priorities need to be addressed:

1. Ensuring Structural Integrity and Safety

Older buildings naturally degrade over time, making safety a top concern. Regular inspections should focus on:

• Run a FCA or facility condition assessment.
• Foundation and structural strength: Identifying cracks, leaks, or signs of wear.
• Fire safety compliance: Upgrading fire suppression systems and ensuring proper emergency exits.
• Elevator and escalator maintenance: Many older systems require frequent servicing or complete modernization.

2. Improving Energy Efficiency and Sustainability

Legacy buildings often struggle with high energy consumption due to outdated electrical and HVAC systems. To improve efficiency:

• Run an energy audit and structured format of energy usage.
• Find opportunity to upgrade lighting to LEDs and install motion sensors
• Consider solar panels to offset power costs.
• Implement water-saving solutions like rainwater harvesting and low-flow fixtures.

3. Integrating Technology for Smarter Management

Most legacy buildings lack automation, but integrating modern tech can improve operations:

• Building Management Systems (BMS) to monitor energy use and maintenance needs.
• Smart access control like biometric security and keycard systems.
• Predictive maintenance tools powered by AI to prevent costly breakdowns.

4. Meeting Regulatory and Compliance Standards

Malaysia building regulations covering fire safety, accessibility, and environmental impact to ensure the well-being of occupants. Staying compliant means:

• Regularly updating fire safety systems to meet new standards from fire safety act.
• Ensuring compliances to OSHA.
• Ensuring compliance with Malaysia’s Uniform Building By-Laws (UBBL).
• Adopting Green Building Index (GBI) standards for energy-efficient upgrades.

5. Managing Costs and Financial Planning

Aging buildings come with hefty maintenance costs, so a solid financial strategy is crucial:

• Balance CapEx and OpEx spending and prioritize high-impact upgrades over cosmetic improvements.
• Tap into government grants and incentives for energy-efficient projects.
• Negotiate service contracts strategically to get the best long-term deals.

How to Measure Success: Key Performance Indicators (KPIs)

To gauge whether a legacy building is being managed effectively, it’s important to track performance using measurable KPIs:

1. Facility Condition Index (FCI): The ratio of maintenance costs to the total replacement value of the building.
2. Energy Consumption Per Square Meter: Tracks improvements in energy efficiency over time.
3. Occupant Satisfaction Score: Measures tenant comfort, safety, and usability.
4. Maintenance Response Time: Evaluates how quickly issues are resolved.
5. Regulatory Compliance Score: Ensures adherence to Malaysian building laws.
6. Return on Investment (ROI) on Upgrades: Assesses the financial benefits of modernization efforts.

The Future of Legacy Building Management in Malaysia

1. Embracing Digital Transformation

Smart technology is revolutionizing building management. AI-driven predictive maintenance, IoT sensors, and digital twins (virtual replicas of buildings) will make management more efficient and cost-effective.

2. Prioritizing Green Retrofitting

Sustainability is becoming a necessity. Future-focused strategies include:

• Green roofs and vertical gardens to improve insulation and air quality.
• AI-powered energy optimization to reduce waste.
• Net-zero carbon initiatives to future-proof buildings against environmental regulations.

3. Encouraging Public-Private Collaboration

The government and private sector must work together to keep legacy buildings functional. Incentives like tax reliefs and green financing options can encourage building owners to invest in necessary upgrades.

4. Upskilling Facility Management Teams

Building managers and technicians need ongoing training to keep up with new technologies and regulations. Investing in certifications and workshops will be key to future success. The complexity in managing a legacy building in Malaysia can be managed with up-skilling the facilities management team.

Conclusion

The facilities management industry is evolving continuously. Managing a legacy building in Malaysia is a without complexity, but it’s also an opportunity to blend history with modern innovation. By focusing on structural safety, energy efficiency, smart technology, compliance, and financial planning, building owners and facility managers can extend the lifespan of these properties while maintaining their relevance.

With the right strategies in place, legacy buildings don’t have to be a burden, they can be revitalized into efficient, sustainable, and valuable assets for the future. The key lies in staying proactive, embracing innovation, and making informed investment decisions.

For those involved in legacy building management, the journey may be complex, but the rewards is both financial and environmental, are well worth the effort.

Some of the resources for further read:

I chose the United Kingdom since they has established reputable standards and guidelines for managing heritage buildings.

1. Heritage Management Plans: The UK government offers guidance on preparing heritage management plans, detailing what should be included, who to consult, and the approval process for properties of historical significance. gov.uk
2. BS 7913:2013 – Guide to the Conservation of Historic Buildings: This British Standard provides comprehensive guidance on the principles of conservation, maintenance, and repair of historic structures. It is intended for building owners, managers, and professionals involved in conservation projects. framptons-planning.com
3. Historic England’s Conservation Principles, Policies, and Guidance: This document outlines the philosophical framework for the sustainable management of the historic environment, offering clear policies and guidance based on sound conservation principles. historicengland.org.uk
4. Building Regulations and Historic Buildings: Historic England provides specific guidance on how building regulations apply to historic buildings, ensuring that any interventions are both compliant and sensitive to the building’s character. historicengland.org.uk