Effective facilities management is essential for keeping buildings safe, efficient, and aligned with business objectives.
From managing energy usage to optimising workspaces, tracking performance ensures organisations can control costs, reduce risk, and improve employee experience.
Keeping Track Of Key Performance Indicators
Key Performance Indicators (KPIs) provide the measurable insights needed to benchmark performance, highlight inefficiencies, and guide strategy. By focusing on the right KPIs, facilities managers can demonstrate value to the wider business while driving continuous improvement.
Here are five KPIs that every facilities management function should monitor:
- Energy Consumption
Energy is typically one of the largest ongoing costs for facilities. Monitoring consumption across electricity, gas, and water not only highlights inefficiencies but also supports sustainability and ESG objectives.
Accurate energy reporting allows managers to compare usage against industry benchmarks, justify investment in efficiency measures, and demonstrate progress in reducing carbon emissions.
- Space Utilisation
As hybrid working becomes more established, businesses must ensure their space is being used effectively. Monitoring utilisation reveals how often desks, meeting rooms, and shared spaces are occupied.
Insights from this KPI can lead to significant savings: repurposing underused areas or reducing space altogether. It also informs workplace strategy, ensuring layouts support how employees actually work, whether that means more collaboration areas or fewer fixed desks.
- Asset Performance and Maintenance Costs
Facilities depend on a range of assets, from HVAC systems to security infrastructure. Tracking asset performance alongside maintenance costs helps identify equipment that is inefficient, unreliable, or nearing end of life.
This KPI supports a shift from reactive to proactive maintenance, improving reliability while reducing unexpected downtime. It also strengthens the business case for asset replacement by demonstrating potential cost savings over time.
- Health and Safety Compliance
Compliance with health and safety requirements is a core responsibility of facilities management. This KPI measures the number of incidents, compliance rates, and the time taken to resolve risks.
Strong performance demonstrates an organisation’s commitment to providing a safe workplace while avoiding the reputational and financial costs of non-compliance. A focus here also reinforces employee trust and wellbeing.
- Response Time To Requests
Facilities teams manage a constant flow of service requests, from urgent repairs to environmental adjustments. Tracking average response times is vital as it directly impacts staff satisfaction and productivity.
Quick turnaround times indicate an efficient facilities function, while delays highlight resourcing issues or inefficient processes. This KPI provides a clear measure of service quality.
The Importance of Real-Time Data Monitoring
KPIs provide value, but only if issues are identified in time to take action.
Traditional reporting cycles - monthly or quarterly - often mean problems are recognised too late, leading to higher costs and frustrated employees.
Real-time data monitoring changes this. By integrating IoT sensors, Building Management Systems (BMS), and service platforms like Microsoft Dynamics 365 Field Service, organisations can gain instant visibility of facilities performance. Examples include:
- Spotting sudden spikes in energy use before costs escalate.
- Detecting HVAC or lighting failures before they impact operations.
- Monitoring occupancy in real time to optimise space allocation.
This approach supports predictive action rather than reactive response. It allows facilities teams to resolve issues before they affect the wider business, extend asset lifecycles, and deliver measurable savings.
Microsoft Power BI For Properties And Facilities Management
The growing volume of facilities data creates a challenge: how to transform raw information into clear, actionable insight? Microsoft’s Power BI for properties and facilities management provides the answer.
This leading analytics and data visualisation platform can enable facilities managers to connect multiple data sources and visualise KPIs in interactive dashboards. These dashboards consolidate information from across the estate, providing a single version of the truth for both operational teams and senior leadership.
There are significant potential benefits in adopting Power BI. These include:
- Unified reporting: Bringing energy, occupancy, compliance, and maintenance data into one accessible platform.
- Interactive dashboards: Enabling managers to drill into performance by site, floor, or system.
- Predictive insights: Using AI-driven analysis to anticipate future maintenance needs or identify recurring patterns.
- Improved communication: Presenting data in a way that makes performance clear to non-technical stakeholders.
- Scalability: Supporting everything from single-site operations to global property portfolios.
For property managers, Power BI can combine financial data with facilities metrics to measure profitability and efficiency. For in-house teams, it ensures that KPIs are monitored in real-time and aligned with organisational priorities.
By adopting Power BI for properties and facilities management, organisations move beyond reporting towards strategic improvement. With data presented clearly and decisions backed by evidence, businesses can run smarter, safer, and more sustainable facilities.
Looking to get on top of your facilities management KPIs? Talk to us about the potential of Power BI for real-time performance monitoring:
