The Power of Data-Driven Decision Making in Facilities Management
In today’s fast-paced and resource-conscious environment, facilities leaders are under increasing pressure to maximize efficiency, reduce costs, and improve the employee experience. To meet these demands, more organizations are turning to data-driven decision making, and tools like Integrated Workplace Management Systems (IWMS) are making it possible.
Why Data Matters in Facilities Management
Facilities teams oversee a wide range of operations—from space utilization and lease tracking to preventive maintenance and capital planning. Historically, these processes relied on spreadsheets, siloed systems, and intuition. But with the rise of powerful IWMS platforms, decisions can now be backed by real-time data and predictive analytics.
Let’s explore how IWMS tools empower smarter decision-making across three critical areas:
1. Space Planning
Workplace dynamics have shifted dramatically in recent years. Hybrid work models, employee expectations, and rising real estate costs have made it essential to optimize every square foot.
An IWMS provides a detailed view of:
Occupancy trends
Departmental space allocations
Desk and room usage
Underutilized areas
With this data, organizations can make informed decisions on consolidating space, reconfiguring layouts, or even exiting leases—saving thousands (or more) annually.
Example: A company using IWMS identifies a 25% drop in daily occupancy post-COVID. With IWMS insights, they redesign floors for hot-desking and collaborative areas—freeing up an entire floor to sublease.
2. Lease Management
Managing multiple leases across locations is complex, especially with varying terms, deadlines, and compliance requirements. An IWMS consolidates all lease data into one centralized platform, offering:
Automatic alerts for key dates
Real-time cost tracking
Compliance reporting
Visualization of lease portfolio performance
This level of transparency ensures lease renewals, renegotiations, or terminations are handled proactively—not reactively.
Example: IWMS alerts a facilities manager to a renewal clause that would have triggered a 10% rent increase. With time to negotiate, the company avoids unnecessary costs.
3. Maintenance Strategies
Unexpected breakdowns and reactive maintenance drain time and budgets. IWMS enables a shift toward preventive and predictive maintenance by analyzing:
Asset lifecycle data
Historical service records
Maintenance costs by asset and location
Performance trends
With these insights, teams can schedule maintenance proactively, budget more accurately, and reduce downtime.
Example: Using IWMS, a university facilities team identifies HVAC units approaching end-of-life based on usage and service history. They plan replacements over two fiscal years, avoiding emergency repairs during peak months.
The Bottom Line
By leveraging IWMS platforms, facilities managers gain a powerful ally in turning data into actionable insights. From optimizing space to avoiding lease pitfalls and proactively managing assets, data-driven decision making isn’t just a trend—it’s the new standard in facilities excellence.
Ready to transform how you manage your workplace?
Reach out to IMS Consulting to learn how we can help you implement data-backed IWMS solutions tailored to your organization’s needs.
About IMS Consulting:
For over a decade, IMS Consulting has been at the forefront of delivering comprehensive services across multiple platforms, including Archibus, ServiceNow, and ESRI, to our diverse clientele in both public and private sectors. As a dedicated small business, we offer personalized attention from experienced and certified consultants. Our experts collaborate closely with clients to deeply understand their operational processes, identify unique requirements, and uncover opportunities for enhanced management of their infrastructure. We are committed to helping you make informed capital budgeting decisions that yield benefits today and sustainably into the future.
