The pragmatic path to smart buildings for existing estates

When we talk about “smart buildings”, it’s easy to assume that Building Information Modelling (BIM) is the starting point. The reality is that nine out of 10 buildings in use today weren’t designed with digital in mind. They predate BIM, yet they still hold enormous potential for digital transformation.

I have recently joined the new Start With Smart discussion group, which is bringing together cross-disciplinary professionals from around the globe to address the big disconnect between project delivery and building operations.

A central part of this conversation is how BIM-to-smart enablement can help plug this divide. This discussion was very timely, as it is linked to my talk on this very topic at the
recent Smart Buildings Show.

Across the built environment, only around 15%–25% of buildings are truly “smart”. Another 30%-40% have some form of building management system (BMS), while the remaining 40%-50% have little to no digital infrastructure at all. That’s a staggering proportion of assets effectively locked out of the smart building conversation. This isn’t because they lack potential but because they lack structure.

These buildings still generate and contain valuable information. From maintenance logs and energy readings to asset lists and floorplans, the information is often fragmented across spreadsheets, PDFs and paper documents. Without a consolidated data foundation, facility teams are forced into reactive management rather than proactive optimisation.

According to research by McKinsey, digital tools can reduce overall project costs by up to 45%, while advances in AI could deliver efficiencies equivalent to 25%-40% of an average asset manager’s cost base. JLL’s Dr Matthew Marson estimates that every $1 invested in smart building technology delivers about $3 in value over five years. That makes the commercial case for smart operations hard to ignore.

But these efficiencies aren’t driven by flashy 3D models. They’re driven by well-structured, accessible and connected data. Poor data management is a key reason many assets risk becoming “stranded” and unable to meet ESG, regulatory or operational  standards.

Think of a mechanic diagnosing a car fault. They don’t need a 3D blueprint of the engine to do their job. They use a digital diagnostic tool to read and interpret data.

The same principle applies to buildings. You don’t need to recreate your estate in BIM to make it smart. You just need to connect and understand the information you already have.

The journey towards a smart, data-driven estate begins by working with what’s already available. Gather data from all possible sources. This might include BMS readings, Excel
schedules, maintenance records, PDFs, paper manuals and floorplans. The goal is to bring everything into one place where it can be accessed and managed.

Once you have consolidated your data, the next steps are simple.

1. Migrate and cleanse: Digitise paper records. Rename and tag files so they can be found easily. Remove duplicates and old versions.

2. Consolidate: Store or connect everything in a single secure platform. Make it searchable and auditable.

3. Structure: Build an Asset Information Model (AIM). This becomes the foundation for smarter, more efficient building operations.

The outcome is an Intelligent Asset Register. This is a living database of your building’s information that provides context, traceability and insight.

Creating structure around your information enables better decision-making. You can identify trends, track maintenance needs and forecast performance. You can also share data across teams and systems without losing accuracy or control. This is the foundation for any smart building strategy.

Spatial data adds even more value. Point Cloud and 360-degree photo scans give visual context without the need for a complex BIM model. These provide a clear, accessible view of spaces and assets, supporting maintenance, planning and operations.

Once your data is structured, BIM can come later. You can adopt BIM standards gradually as you maintain and grow your data. This approach means that when a major refurbishment or system upgrade is needed, BIM can support that project without disrupting existing information.

This is BIM for operations rather than BIM for its own sake. It delivers real benefits and builds on a strong foundation of structured data.

Smarter doesn’t have to mean new

Legacy buildings have huge potential. With the right approach, they can perform just as well as newer, digital-native buildings. Smart operations are not about starting again or investing in unnecessary technology. They are about making sense of the data you already have and using it to make better decisions.

By creating structure, you unlock the value hidden in your information. You move from reactive management to proactive, data-led operations. And you open the door to digital transformation for buildings that were never designed to be digital in the first place.

For property and facilities managers looking to make progress today, the message is clear. You don’t need BIM to go smart. You just need a pragmatic approach to data.

If this is an area of interest and something you would like to discuss further, we invite you to join the Start With Smart group. This is where we’re continuing the conversation on how to bridge the divide between project delivery and operational value. We welcome your feedback and look forward to the discussion.

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