Data; a strategic advantage for facilities managers

By James Massey, Managing Director of Facilities Management, MRI Software

Facilities management was once a tactical function; keeping lights on and assets compliant. Today, FM leaders are expected to deliver measurable contributions to efficiency, sustainability, and resilience. At the heart of this evolution is data.

Every day, FM teams generate vast amounts of data, from asset performance to occupancy and energy use. But without a clear strategy to govern and act on it, data risks becoming a burden rather than a benefit.

According to MRI Software’s Voice of the Facility Manager 2025 report, nearly half of FM professionals (46%) believe data-driven decision making will define the industry’s future. But in conversations with leaders across the sector, one challenge consistently emerges: plenty of data exists, yet many struggle to convert it into meaningful action. This gap must be closed if FM is to realise how data can act as a strategic ally.

Why data matters in FM
Data is the backbone of modern facilities management. When used effectively, it enables teams to move beyond reactive firefighting and instead operate proactively, strategically, and sustainably.

• Anticipating maintenance needs.
Predictive insights derived from accurate asset data allow facilities teams to identify patterns of wear and plan interventions before failures occur. This reduces downtime, extends asset lifecycles, and avoids costly emergency repairs.

We’ve seen this in practice with Amey, who launched a first-of-its-kind Technology Hub in partnership with MRI Software. By combining CAFM, IoT sensor data, energy management, and even drone and LiDAR scans into a single interface, Amey can predict asset lifecycles, tailor maintenance strategies, and forecast costs up to five years ahead. This is the power of integration; turning disparate data into actionable intelligence that anticipates needs rather than reacting to problems.

• Optimising space in hybrid workplaces.
With hybrid working now a permanent fixture, understanding how space is actually used is essential. Real-time occupancy data allows managers to repurpose underutilised areas, streamline layouts, and provide environments that adapt to the ever changing needs of employees.

• Driving energy efficiency.
Energy consumption remains both a major cost and a sustainability challenge. Monitoring usage across systems provides the intelligence required to cut waste, improve performance, and support net zero strategies while meeting ESG expectations.

Global consultancy Arup is another strong example. By unifying sensor data through MRI’s platform, from occupancy and temperature to air quality and energy use, they are now able to reimagine the role of FM in the workplace. Their initiative goes beyond efficiency alone: it’s about supporting wellbeing, aligning with sustainability targets, and contributing to WELL accreditation. By making the invisible dynamics of the workplace visible, Arup demonstrates how data can simultaneously enhance performance, sustainability, and employee experience.

• Supporting compliance.
Accurate, centralised records of inspections and statutory checks reduce audit stress and mitigate risk.

• Informing strategic planning.
Analysing asset, energy, and occupancy trends enables evidence-based investment and elevates FM at board level.

Put simply, data is no longer just an operational tool, it is fast becoming FM’s route to influencing broader business outcomes.

The cost of poor data
Poor data management fuels reactive maintenance, wasted space, and compliance gaps. It also undermines trust in digital systems, making it harder to secure ROI on technology investment. Without a strong strategy, FM leaders risk falling behind just as the profession is asked to step up strategically.

Building an effective FM data strategy
Four elements underpin every effective FM data strategy:

• Data governance – Clear ownership and accountability are vital. Establishing validation processes, conducting regular audits, and protecting sensitive information creates a culture where data is trusted and decisions are evidence-based.

• Integration – Siloed systems are the enemy of efficiency. Core platforms, from CAFM systems to IoT sensors and energy management tools, must connect seamlessly to provide a single, unified view of performance.

• Transparency – Data must be accessible and understandable to the people who need it, whether they are engineers on the ground or executives in the boardroom. User-friendly dashboards and role-based reporting ensure information is actionable, not overwhelming.

• Continuous improvement – A strategy is only effective if it evolves. Ongoing monitoring, feedback, and performance tracking ensure data remains relevant and continues to drive optimisation over time.

These principles create the foundation for a function that is proactive, agile, and equipped to navigate FM’s changing landscape.

Choosing the right partner
While culture and process are crucial, technology remains the enabler. Facilities teams need solutions that transform data into actionable insight, with dashboards, seamless IoT integration, and analytics that surface trends clearly.

We see organisations unlock real strategic advantage when they start using data to inform planning, reduce risk, and demonstrate value to the wider enterprise. When Amey integrated building data into a single hub, or when Arup aligned disparate sensors into one ecosystem, the technology itself was only part of the story. What made the difference was a solution designed to surface insights and empower people to act on them, bridging the gap between data collection and strategic decision-making.

The future is data-driven
Facilities management has long been essential to organisational success, but the scope of its influence is expanding. By focusing on data quality, integration, usability, and continuous improvement, FM leaders can not only meet today’s challenges but also shape the workplaces of tomorrow.

Those who master their data strategy will be much better placed to reduce costs, achieve sustainability targets, and strengthen resilience. More importantly, they will elevate the role of facilities management from operational necessity to strategic driver of organisational performance.

Data is not just part of the FM toolkit, it is a strategic ally for the sector.

MRI Software combines intelligent FM technology with AI, IoT, and analytics to simplify operations and delivers measurable results. To learn more, get in touch with MRI Software by visiting mrisoftware.com/uk/products/evolution/, emailing EMEASales@mrisoftware.com or by calling 020 3861 7100.

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