FM newsroom – data-driven FM. Data has become one of the most valuable assets in facilities management—but only if it’s used effectively. For many managers, the challenge lies not in gathering information but in unlocking its full potential.
Building the Foundation: Where Data Begins
Big Data entered the facilities world over ten years ago, yet many organisations continue to grapple with making it work. For managers, the first hurdle is identifying the right data sources and understanding how to translate that information into measurable improvements.
“Connecting disparate systems that aren’t currently communicating allows for predictive analysis. Anticipating equipment failures or proactively scheduling maintenance can optimise budget planning and inventory management,” explains Eric Hoffman, Vice President and National Healthcare Sector Leader at Project Management Advisors to Facilities Net.
As Paul Morgan, Chief Operating Officer for Work Dynamics at JLL, notes:
“Data is often scattered across various systems – CMMS, BMS, space management software, IoT platforms and more – that don’t communicate with each other. This lack of integration makes it difficult to get a holistic view of facility performance.”
Hoffman adds that integrating multiple databases—such as work order management, resource scheduling and budgeting systems—is where “the real magic” lies, unlocking predictive insights and efficient resource planning.
Finding the Data: Low-Tech Still Works
Not all facilities are equipped with modern building automation systems (BAS), particularly older buildings. Dan Webb, Integrated Automation Technical Director at Henderson Engineers, advises that in such cases, starting with basic asset data can be highly effective.
“Creating an asset register for all of your facilities’ assets is a fantastic place to start because when you start with asset data as a cornerstone, you can build context onto that data. Do you have Excel files, or do you have any other data sources that have asset information? Compile that into a register that you can utilise to track various things,” Webb says.
Creating the Framework: Set Goals and Align Teams
Once the data sources are identified, the next step is to set clear goals. Managers must also align stakeholders across departments to secure buy-in and avoid resistance. Hoffman suggests the goal should be to create systems that automatically predict maintenance needs, schedule resources efficiently, and ultimately reduce manual administrative work.
But data quality can undermine even the best plans. Inconsistent naming conventions, outdated asset registers and human error all lead to flawed analysis. Morgan stresses the need to “ensure consistency and quality of the data” and warns that “flawed data leads to flawed analysis.”
FM teams face generational and cultural gaps in adopting data processes. Hoffman notes:
“Many teams are led by older managers who have not yet taken the opportunity to implement a more complex integrated data process… Staff will fall back on the, ‘This is always how we’ve done it’ trap.”
Overcoming this requires leadership that embraces training and change management, as well as technology.
Clearing the Air: Myths and Misconceptions
As data adoption grows, several myths need to be busted. One major misconception, says Webb, is that “you have to have an immediate ROI.” In reality, ROI builds over time as organisations learn to use their data strategically.
Other myths include:
- More data equals better results – It’s about relevance, not volume.
- Technology alone will solve the problem – Processes and people matter just as much.
- Huge investments are required – Starting small with quick wins is often more effective.
A critical pitfall is failing to evaluate the current state of technology and data readiness. Managers must regularly audit their systems to avoid falling behind.
The Competitive Edge: What Good Data Delivers
With robust data systems in place, FM teams gain powerful tools for operational efficiency and strategic decision-making.
“Organisations that invest in comprehensive data management solutions gain a competitive advantage through predictive maintenance, optimised resource allocation, and enhanced decision-making. The ability to harness diverse data streams will separate industry leaders from those struggling to keep pace,” says Morgan.
As buildings become more complex, the role of data in facilities management becomes indispensable. By addressing integration issues, improving data quality, and adopting a phased, strategic approach, managers can transform raw data into actionable intelligence and ensure their facilities are built for the future.