The crucial role of data in FM’s conversations with the c-suite

The world of work has changed drastically in just a few years. Hybrid working has become mainstream, patterns of office attendance are less predictable and employee expectations around flexibility, experience and choice continue to shift. For organisations, this has made the workplace more complex than ever before.

As these expectations continue to evolve, the role of facilities management (FM) is changing with them. Data-driven facilities management is emerging as a strategic function that directly influences productivity, employee experience, cost efficiency and long-term organisational resilience.

In an environment defined by constant change, strategic FM decisions increasingly shape how effectively organisations keep pace. However, despite this expanded role, many FM teams still struggle to influence the decisions that matter most.

Turning insight into action: The case for data-driven FM

Facility managers are often closer than anyone to the daily realities of how workplaces function. Years of experience, close contact with teams and an understanding of how spaces operate mean FMs often have a strong instinct for what is working and where challenges lie. That professional judgement remains essential, but in today’s workplace it is no longer enough on its own.

Senior leaders want clarity on how workplaces are performing and how investment decisions will support wider business goals. In an environment where every initiative is assessed under a microscope and expected to demonstrate return on investment, evidence has become critical. Without clear, credible workplace data, even well-founded FM insight can struggle to gain traction at a senior level.

The stakes are rising. Over a third (38%) of UK businesses report losing up to a full day (24 hours) of operational time every week due to poor workspace management, such as insufficient space allocation or ineffective booking systems. More than a quarter (28%) say that simply being unable to find space in the office when needed is impacting productivity, a figure that rises by 43% in government and public sector organisations.

From operational to strategic clarity

Much of the workplace data FM teams need already exists. This can include how often desks are booked, which meeting rooms sit empty, when spaces typically reach capacity and how demand fluctuates across the week. Each of these signals provides valuable insight into how the workplace is actually being used.

The challenge is not the absence of insight, but gathering, consolidating and communicating it effectively. Data often sits across disconnected systems, manual processes or individual teams, making it difficult to form a complete, reliable picture of workplace performance. As a result, issues that feel obvious on the ground can be difficult to validate in senior discussions, delaying or deprioritising essential decisions.

Without this visibility, organisations risk making long-term workplace decisions based on assumptions rather than evidence. Misaligned investment, underutilised space and inefficient resource allocation can quickly become systemic issues, with knock-on effects for productivity, engagement and retention.

How workplace technology enables data-driven FM

This is where workplace technology plays a critical role. Tools such as desk and meeting room booking systems, space utilisation platforms and resource allocation systems capture real-time behaviour across the workplace. When this data is brought together into a single view, FM teams can identify patterns in attendance, collaboration and demand that directly relate to organisational outcomes.

By consolidating operational data and translating it into outcome-led insight, technology helps bridge the gap between FM priorities and C-suite concerns such as cost control, productivity, sustainability, risk and employee experience. When conversations shift from opinion to evidence, data becomes the mechanism for securing stakeholder buy-in, guiding investment and shaping smarter workplace strategies.

Building a future-ready FM function

However, technology alone is not enough. To unlock the full value of workplace data, organisations must also invest in skills, processes and culture. FM teams need the confidence to interpret insight, communicate it clearly and embed evidence into everyday decision-making.

Regular reporting, shared metrics and leadership buy-in are critical. When data is treated as a strategic asset rather than an administrative task, FM moves from operational support to a trusted strategic partner. As workplace complexity continues to grow, evidence-led decision-making is no longer optional for facility managers seeking influence.

Organisations that recognise FM as a strategic function and empower teams with the data to demonstrate their impact will be better placed to navigate the next era of work. Those that do not risk inefficiency, disengagement and workplace decisions made without the insight needed to support long-term success.

Data-driven facilities management is no longer optional; it’s essential for FM teams seeking strategic influence and organisations committed to workplace excellence. With the right technology and approach, facility managers can transform operational insights into C-suite conversations that drive meaningful change.