Clearing the backlog

Jessica Rauf-Thomas of EMCOR UK explores the huge maintenance backlog in the UK and how a smart asset management strategy is vital in tackling it

A £49 billion maintenance backlog. It’s a staggering figure, and yet it’s the reality facing the UK’s public services, according to the National Audit Office. This number – spread across schools, government sites and critical infrastructure – tells us everything we need to know about the consequences of relying solely on reactive maintenance and having limited visibility of asset condition.

It’s not just the public sector that’s feeling the pressure. Government departments such as the Ministry of Defence have numerous sites with vast maintenance needs. And facilities managers across all industries will be familiar with the frustration of trying to extract the best performance from ageing infrastructure, constrained budgets and disconnected systems.

Asset management has never been more important, or more complex. But this complexity is exactly why we need to embrace a data-driven way of working.

FROM REACTIVE TO PROACTIVE: THE EVOLUTION OF ASSET MANAGEMENT

For too long, asset maintenance strategies have been driven by a “fix on failure” mindset – responding to issues after they’ve already caused disruption or incurred cost. This approach might be manageable in the short term, but over time it erodes efficiency, shortens asset lifespans, and increases safety and compliance risks.

An asset management strategy flips this approach. It starts with data – understanding the full estate picture, from asset age and condition to energy use, carbon emissions and maintenance history. By building an accurate profile of every asset, facilities teams can assess risks, anticipate failures, and prioritise investment based on business-critical need. Live data and analytics from predictive maintenance means we can spot problems before they escalate. It also allows us to plan works in a way that minimises disruption, reduces cost and aligns with broader organisational goals, whether that’s improving compliance or progressing towards net zero.

MAKING DATA MEANINGFUL

Of course, data alone doesn’t drive value. The real transformation happens when we turn data into insight – and then into action.

At EMCOR UK, we use our ‘One Data World’ platform to combine asset information with real-time building performance, compliance status, and energy usage. Our engineers and analysts work together to identify optimisation opportunities, from recommissioning existing plant to full equipment replacement. We help our customers answer critical questions like: Is this asset fit for purpose? What’s the cost of running it vs replacing it? Will this investment help us meet our carbon targets?

This data-led approach enables facilities managers to take control of their asset strategy – confidently shaping maintenance plans, making informed investment decisions, and measuring the impact of each intervention.

BENEFITS BEYOND THE BOILER ROOM

An asset management strategy doesn’t just improve engineering outcomes. It strengthens the business case for facilities management across the organisation. Done right, it can deliver:

• Operational stability – minimising unplanned downtime by anticipating failure points and scheduling repairs proactively.
• Cost efficiency – reducing reactive callouts and energy wastage and targeting capital expenditure where it adds the most value.
• Asset lifecycle optimisation – extending the useful life of critical infrastructure and ensuring that replacements are genuinely necessary.
• Compliance assurance – maintaining up-to-date records, demonstrating performance against legal and voluntary standards, and preparing for audits with confidence.
• Sustainability progress – identifying and removing carbon-intensive assets, aligning estates with net zero strategies, and improving ESG credentials.

In short, it shifts the FM conversation from firefighting to future-proofing.

INDUSTRY-WIDE APPLICATION

What makes smart asset management particularly powerful is its flexibility. Whether you’re operating a high-tech manufacturing site, a corporate HQ, or a multi-site government estate, the same principles apply- build a clear picture, assess priorities, act strategically, and measure results.

We’ve worked with customers across multiple sectors to implement tailored asset management strategies – sometimes focused on specific systems like HVAC or lighting, and other times taking a whole-estate view. What matters is starting from the right baseline and designing a roadmap that reflects your operational realities.

It’s not about deploying the latest tech for the sake of it. It’s about using technology and insight to work smarter, reduce risk, and create better places to work and live.

FINAL THOUGHTS

The scale of the maintenance challenge in the UK can feel overwhelming. But it also presents an opportunity. An opportunity to rethink how we manage our estates. An opportunity to embrace proactive, intelligent solutions. And an opportunity to demonstrate that good facilities management isn’t just about keeping the lights on – it’s a strategic lever for long-term performance, sustainability and resilience.

Whether you’re already on the smart asset journey or wondering where to start, my advice is this: start with the data, but don’t stop there. Combine it with operational insight, engineering expertise and a clear set of priorities. That’s where the real transformation begins.