By Bob Schiaroli

Throughout my decade-plus career in facilities and commercial real estate—spanning both the public sector as a Director of Facilities and the private sector within Fortune 500 companies—I’ve noticed a recurring, frustrating pattern. Most organizations treat their systems of record (whether it's a CMMS, ERP, or CRM) as passive storage units. I call them "data graveyards": places where information goes to die because no one knows what to do with it.

The goal should never be just to record data. The goal is to drive the organization to be better through actionable insights. Here is how you can stop the data decay and turn your system of record into a true system of action.

The Problem: Data Entry as the End Goal

The primary reason these systems fail is that data entry becomes the finish line rather than the starting point. When you have siloed systems across facilities, HR, and finance, and no clear ownership of outcomes, you end up with poor data quality and a lack of trust. If you don’t trust the data, you can't use it.

The Mindset Shift: Documentation to Orchestration

To fix this, we need a fundamental mindset shift in operations. We must move:

• From Documentation to Orchestration: The system shouldn't just be a reporting tool; it should be the conductor that triggers specific activities.
• From Compliance to Performance: Don't just ask if the data was logged. Ask what the data allowed you to do and what tangible activity it triggered.

Building the Framework for Action

Transforming your system requires a solid foundation built on four key pillars:

1. Identify Triggers: Determine what initiates a data point. Is it a manual entry, an automated sensor alert, or a time-based inspection?
2. Define the Action: Once triggered, what happens next? Who gets notified? Who is assigned? Is there an escalation path or an approval process? This should happen automatically whenever possible.
3. Assign Ownership: Every action must have a responsible party. Crucially, this should be tied to roles, not individuals. If your process depends on one person who happens to be out sick, you have a person-process, not a system-process.
4. Close the Loop: Build a feedback system to ensure every action is tracked to completion. We need to measure what matters—shifting from "Is the data complete?" to "Was the issue resolved on time?"

Avoiding Common Pitfalls

Even with the best intentions, it's easy to stumble. Avoid these common mistakes:

• Overcomplicating Workflows: Keep it simple.
• Automating Bad Processes: Scaling an inefficient process just makes you fail faster. Ensure your standards are solid before you automate them.
• Ignoring User Experience: If the system is hard to use, people will revert to emails or phone calls, breaking the data loop.
• Lack of Leadership by Example: Change must be driven from the top. When executives actually use the tool themselves, it signals to the entire organization that the system matters.

The Role of AI and Predictive Maintenance

We are moving toward a "predictive" game. Instead of just reacting to a broken HVAC unit, we can use sensors to detect vibration or RPM changes that signal a failure is 30 days away. AI can take this a step further—not just acting as a "check engine light," but identifying the specific part needed so a technician can fix it on the first trip, saving time and money.

The Bottom Line: Business Impact

When you successfully transition to a system of action, the business impact is undeniable:

• Faster response times
• Reduced operational risk
• Better resource allocation
• Increased transparency and accountability

In facilities management, if it’s not in the system, it didn’t happen. By turning your data graveyard into an engine for action, you aren't just logging work—you're scaling your operations and proving the value of your team every single day.