Keeping a pulse on facility assets has never been more complex. With workplaces evolving—whether hybrid, fully remote, or office-first—organizations must have structured asset tracking and management systems to optimize resources, prevent losses, and ensure operational efficiency.
Facility managers are under increasing pressure to do more with less, facing shrinking budgets, aging infrastructure, and growing compliance requirements. Without proper facility management software, organizations risk inefficient workflows, unexpected maintenance costs, and asset misuse.
This guide will cover managing and tracking assets as a facility manager in 2025. We’ll discuss the challenges of facility asset management, growing trends in the industry, how the practice has evolved, and best practices for leveling up your asset management.
Growing trends in facility maintenance and asset tracking
We touched on the complexity of managing and tracking asset data. This can largely be attributed to new workplace demands, budget constraints, and technological advancements. Organizations realize manual tracking methods are no longer sustainable. Rather, investment in automation, analytics, and AI-powered solutions is critical for long-term efficiency.
According to the JLL 2024 State of Facilities Management Report, FMs face increasing pressure to optimize operations while adapting to shrinking budgets and growing asset portfolios. The shift toward technology-driven facility management shapes how organizations track and manage facility assets. Though the initial investment may be pricey, technology-focused solutions lead to long-term cost savings and reduced downtime.
Here are a few key trends shaping the future of inventory management and facility maintenance:
Emphasis on proper asset utilization. Shrinking FM budgets are forcing organizations to rethink their asset management strategies. Many businesses are being asked to maximize resources while cutting costs, so investing in the right software tools is more critical than ever.
Increased work order volumes. FMs have traditionally never had this much on their plate. They’re responsible for more assets, compliance tracking, and digital workflows than ever before. Without a centralized, automated solution, managing work orders at scale becomes a bottleneck, leading to delays and frustrated employees.
Automation is the key to optimization. As FM responsibilities increase, any task that can be automated should be. Think traditionally manual tasks, like work order creation, maintenance scheduling, physical asset tracking, and compliance reporting.
Predictive and preventative maintenance. Predictive maintenance and AI have become crucial to effective facility management. Instead of reacting to unforeseen breakdowns, FMs can sense when and where issues may arise, allowing them to take necessary actions before any critical mishaps.
Read the full JLL 2024 Report for more insights on facility management trends.
The challenges of asset management
Asset management must be more than keeping records in messy spreadsheets. In 2025, there are many new challenges that traditional asset management methods simply can’t alleviate.
Disjointed or outdated asset tracking systems
Many companies still rely on disconnected systems like spreadsheets, manual logs, or outdated software to track and manage facility assets. This fragmented approach results in data inaccuracies, misplaced assets, and regulatory compliance risks. These methods also make scaling operations difficult, as there is no way to automate manual effort
Rising maintenance and lifecycle costs
Without a predictive and preventative maintenance strategy, businesses often experience unexpected breakdowns, costly last-minute repairs, and premature asset replacements. Failing to track work orders, maintenance schedules, and asset performance makes planning challenging, forcing organizations into reactive spending rather than proactive budgeting.
Hybrid and dynamic workplaces
The hybrid work model has created new challenges in asset tracking, as IT equipment, furniture, and shared workspaces are now used unpredictably. Organizations need real-time asset information to prevent equipment loss, ensure fair allocation, and improve workplace efficiency.
A lack of good data
Asset management is no longer just about keeping track of inventory—it’s about having accurate, actionable data to make informed decisions. Many organizations still rely on incomplete, outdated, or siloed asset records. This doesn’t serve you. Without reliable data, businesses struggle to forecast future asset needs, optimize spending, and maintain operational efficiency.
Best practices for managing and tracking facility assets
1. Implement asset management software
Humans make mistakes, so relying solely on manual tracking efforts is a risk you can’t afford. Without a centralized asset management system, assets often go missing, warranties lapse unnoticed, and maintenance schedules fall through the cracks.
A financial firm, for example, might misplace high-value IT assets like company-issued laptops, leading to unnecessary purchases. Modern asset management software provides a single source of truth, ensuring facility and IT teams can efficiently track, maintain, and optimize all workplace assets.
How asset management software helps:
- Eliminates asset loss and mismanagement by maintaining a single, accurate record.
- Reduces operational costs by ensuring warranties and maintenance schedules are properly tracked.
- Improves accountability and compliance by integrating with financial and auditing systems.
OfficeSpace’s upcoming Asset Management Software will provide an all-in-one platform for tracking, maintaining, and optimizing workplace assets.
2. Use preventative maintenance and work order scheduling
A reactive approach to asset maintenance can cost companies thousands in last-minute repairs. So why wait until something fails to take action? Imagine a corporate office where HVAC systems break down unexpectedly—without proactive maintenance tracking, employees experience discomfort, repairs are costly, and business operations are disrupted.
Regular maintenance is essential. Automated work order scheduling helps organizations predict and prevent breakdowns, ensuring equipment and facilities remain in peak condition.
Preventative maintenance:
- Reduces repair costs by fixing minor issues before they escalate.
- Minimizes downtime by ensuring critical assets remain operational.
- Extends asset lifespan through proactive servicing and upkeep.
3. Assign and track asset lifecycles
Every asset, from a desk chair to an enterprise server, has a lifecycle—but without tracking, organizations risk holding onto obsolete equipment or prematurely disposing of valuable assets.
Companies with dynamic workspaces often face challenges when employees relocate, leaving assigned assets unaccounted for. Lifecycle tracking ensures that assets are used efficiently, replaced at the right time, and decommissioned securely when needed.
Tracking asset lifecycles:
- Maximizes ROI by tracking asset depreciation and timing replacements appropriately.
- Reduces security risks by ensuring outdated IT equipment is properly decommissioned.
- Enhances resource allocation by redistributing underutilized assets.
4. Adopt data-driven decision making
Managing assets without real-time analytics is often means decisions are based on guesswork rather than insights. To optimize resource planning, FMs must analyze asset usage, maintenance trends, and cost efficiency.
For instance, a company using predictive analytics could preemptively replace frequently failing equipment before it disrupts operations. Smart asset management software provides the necessary data and dashboards to track key performance indicators and optimize asset strategies.
The impact of analytics:
- Cuts unnecessary spending by identifying underutilized assets.
- Improves forecasting through historical data on asset performance.
- Enhances decision-making with real-time insights into asset efficiency.
The role of asset management software in future-proofing your facility
Modern asset tracking requires a combination of automation, analytics, and real-time visibility to ensure operational efficiency. Organizations that rely on manual monitoring or outdated systems struggle with inaccurate data, misplaced assets, and unexpected maintenance costs. Investing in asset management software allows businesses to streamline workflows, reduce downtime, and make smarter financial decisions.
To stay ahead, companies must implement scalable, data-driven asset management solutions that:
- Track all assets in a centralized dashboard for full visibility.
- Automate maintenance scheduling and work orders to minimize disruptions.
- Monitor asset lifecycles from acquisition to disposal to optimize resource planning.
- Leverage predictive analytics to cut unnecessary spending and improve forecasting.
With the hybrid workplace expanding and digital transformation accelerating, asset management software is no longer a luxury—it’s a necessity. Organizations that invest in modern, integrated solutions will reduce costs, improve efficiency, and ensure their workplaces are optimized for the future.
Want to optimize your asset tracking, reduce costs, and streamline maintenance? Book a call with our team and learn what’s in store.
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