In a world where facilities are more complex, connected, and essential than ever, one thing is certain: you’re sitting on a goldmine of data.
Every HVAC system, lighting fixture, elevator, and generator in your portfolio generates some form of operational data. You’ve got service records, energy consumption logs, vendor contracts, lifecycle estimates, and technician notes — spread across spreadsheets, software systems, and sometimes even clipboards.
It’s a lot. And if we’re honest, it doesn’t always feel like a goldmine. Sometimes it feels more like quicksand.
But here’s the truth: asset data isn’t the problem. Disconnected, disorganized data is.
And once you learn how to consolidate and harness it, you unlock a massive opportunity — not just for smoother operations, but for strategic impact across your entire organization.
When “more data” isn’t better (yet)
It often starts with good intentions. You implement systems to track maintenance, monitor performance, and log repairs. Over time, you add new buildings, more assets, and a wider range of vendors. Each new system promises insight. But in practice? You end up with data silos.
One platform might show you work order history. Another holds warranty information. Energy data lives in a different place. And your team? They’re toggling between systems, hunting for answers, and making decisions without the full picture.
It’s not that you have “too much” asset data. It’s that the data isn’t speaking the same language — or even living in the same room.
This is where data consolidation changes everything.
The power of a unified asset view
Picture this:
You log into a single platform and immediately see a real-time view of every HVAC unit across your properties — alongside its service history, energy usage, age, upcoming maintenance needs, and vendor performance.
Your team can prioritize preventive maintenance. Your procurement manager knows exactly when and where to order parts. Your leadership team gets a clear picture of where to invest in upgrades — and where to hold off.
This is the power of consolidated asset data: clarity, control, and confidence.
And it doesn’t just make your job easier — it elevates the role of facilities management from reactive problem-solvers to proactive business partners.
How to consolidate asset data
So how do you get from siloed chaos to streamlined strategy?
It starts with a clear, step-by-step approach — not just flipping a switch, but building a sustainable foundation for smarter operations.
-
Audit your current data landscape
You can’t consolidate what you don’t understand. Begin by mapping out all the systems, platforms, spreadsheets, and manual logs where asset data currently lives. Identify who owns what, what formats the data comes in, and where inconsistencies show up.
Look for overlaps — are two teams tracking the same asset in different systems? Are naming conventions inconsistent? These are signals of inefficiency, but they’re also opportunities to tighten your processes.
-
Establish data governance
Once you know what you’re working with, you need to set the rules.
Create a framework for how data should be entered, maintained, and updated. Standardize fields (e.g., “Asset ID” vs. “Equipment Code”), define naming conventions, and assign clear ownership so someone is always responsible for data accuracy.
Good governance doesn’t just make data cleaner — it makes it more trustworthy and actionable.
-
Integrate your systems
This is the technical heart of data consolidation: bringing everything into a centralized platform or ecosystem. Whether that’s a full-scale Enterprise Asset Management (EAM) system or a smart layer that integrates your existing tools, the goal is the same: to create one source of truth.
Integration also means connecting the dots between types of data: linking condition monitoring with work orders, energy usage with maintenance schedules, and lifecycle data with capital planning.
-
Cleanse and validate your data
Before importing old data into a new system, take the time to clean it. Remove duplicates, correct errors, and ensure consistency. A fresh start with clean data will prevent headaches down the line and make your new system more effective from day one.
-
Make it user-friendly
This part is often overlooked but critically important. The best data in the world won’t help if your team can’t access or understand it.
Use dashboards, mobile apps, and role-based permissions to tailor the experience. A technician in the field should be able to scan a QR code on an asset and instantly view service history. An executive should be able to glance at a dashboard and see uptime trends.
When the right people have the right data at the right time, your whole organization moves faster and smarter.
How does this benefit facilities managers?
So let’s bring it back to you — the facilities manager.
Why does asset data consolidation matter in your day-to-day?
- Less firefighting. You’re not reacting to unexpected failures — you’re planning ahead with confidence.
- Fewer disruptions. Predictive maintenance means less downtime and smoother operations.
- Smarter budgeting. You can make the case for funding with hard data, not just gut instinct.
- Stronger teams. Your staff spends less time chasing information and more time doing high-value work.
- More recognition. Facilities management becomes a strategic contributor to business outcomes, not just a cost center.
Real-world payoff: How UCHealth optimized their healthcare facilities
UCHealth had been facing significant challenges managing its extensive portfolio of facilities, including inefficient space utilization and maintenance management, which led to increased operational costs and made effective patient care more difficult.
To address these challenges, UCHealth implemented solutions from Autodesk and Archibus. They wanted better facility management through better data integration and real-time analytics. The program started by creating detailed 3D models of facilities with Autodesk Revit, which helped in accurate space planning and management. The next step was implementing Archibus to streamline maintenance operations by automating workflows and providing comprehensive asset management tools.
UCHealth has reported significant improvements in operational efficiency, including reduced maintenance costs and better allocation of space, directly contributing to enhanced patient care and staff satisfaction. Implementing Autodesk and Archibus has also provided UCHealth with valuable data-driven insights, allowing for proactive facility management and strategic decision-making.
Read the full customer story here.
Facilities as a data-driven discipline
As the role of the facilities manager continues to evolve, one thing is clear: the future is data-driven.
But it’s not about collecting more — it’s about doing more with what you already have.
By consolidating your asset data, you give yourself and your team the tools to lead. Not just maintain. Not just respond. But lead — with clarity, strategy, and measurable impact.
Because at the end of the day, great facilities management isn’t just about keeping the lights on. It’s about building environments where organizations — and people — can thrive.
Find out how you can achieve this with Eptura Asset.
By Mike Petrusky
As the host of both the Workplace Innovator Podcast and the Asset Champion Podcast, Mike's role at Eptura is to share thought leadership with CRE, FM, and IT leaders in the digital and hybrid workplace. As an in-demand public speaker, Mike engages audiences with his focus on the human element of workplace and facility management at International Facility Management Association, CoreNet, and other industry events.
