Today’s facility managers truly are the MacGyvers, Jack Bauers, and Ethan Hunts of their organization.
Think about it. Most facility managers work tactfully behind the scenes to navigate inaccurate data, shifting priorities, and vanishing budgets. And despite the insurmountable odds their facilities will, once again, be rescued by the end of the show.
However, all Hollywood Heroes have tools to help them overcome these obstacles. In the facility management world, your Facility Condition Assessment (FCA) should be considered your trusty flashlight.
A Facility Condition Assessment is a structured process used to evaluate the physical condition of a building’s systems and components—such as HVAC, plumbing, roofing, and electrical. The primary goal is to assess repair needs, estimate remaining useful life, and prioritize capital improvements based on objective data, all of which support long-term capital planning.
Facility Condition Assessments are not top secret information. Most facility managers recognize that they play a crucial role in identifying, prioritizing, and tracking repair and maintenance objectives. A tool like this helps to strategize facility manager's attack while maximizing their budget. Especially in today’s climate, most organizations are not adding square footage. Instead, they are evaluating their building portfolios to determine how to maximize the benefits of their existing facilities. If your organization is making decisions in the dark, it’s time to find and light that torch.
Avoid These Common Facility Condition Assessment Pitfalls
Even the most well-intentioned FCA can fall short if it’s not set up for long-term value. From stale data to siloed systems, these common pitfalls can derail your capital planning efforts. Here’s what to watch for — and how to stay on track.
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Problem |
What this means |
How to Avoid it |
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Import / Export Hassles |
Delivered in spreadsheets or siloed systems, most organizations struggle to efficiently and reliably extract data from and into an FCA. |
Use an FCA tool that supports automated data integration with your IWMS or CMMS. |
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Data Accuracy |
Even under the best conditions, the data generated in an FCA represents a snapshot in time, which begins deteriorating upon delivery. |
Implement mobile data capture tools and regularly schedule incremental assessments to keep data fresh and reflective of real-time conditions. |
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High Costs |
If not managed correctly, FCAs can consume time and money without producing the original, intended value. |
Consider in-house assessments using software designed for scalability, or hybrid approaches that reduce vendor reliance over time. |
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Limited Access |
Often, the data is not integrated into an Integrated Work Management System (IWMS) and resides in a physical report, spreadsheet, or siloed system. |
Ensure FCA data is integrated with existing systems (like your IWMS or asset register) and accessible to key stakeholders through defined user roles and intuitive reporting dashboards. |
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Planning Bottlenecks |
With isolated access to the FCA data, decision-making around capital budgeting and prioritization of resources can become bottlenecked. |
Align your FCA with your strategic mission and inventory baseline, and use visualization or prioritization tools to guide decision-making. |
What if my international spy skills aren't up to snuff?
Don't worry, even Ethan Hunt from Mission: Impossible presumably went through years of rigorous hero training.
The first step is to identify where you and your organization's priorities lay. Then, become as knowledgeable as you can with FCAs and how they can impact your mission critical goals. (Our Integrated ANA Infographic is a good place to start.)
And know that every action hero has a wise mentor who helps them along the way.