Facility Condition Assessment Best Practices: Laurie Gilmer on Turning Data into Better Decisions
A facility condition assessment (FCA) is a systematic evaluation of a building’s physical assets, including roofs, mechanical systems, electrical infrastructure, and building components. Organizations use facility condition assessments to identify deferred maintenance, prioritize capital investments, manage risk, and support long-term facility planning.
While many organizations focus on completing the assessment itself, Laurie Gilmer believes the real value comes from using assessment data to drive strategic decision-making.
A recent three-part FacilitiesNet series, Making Facility Condition Assessments Work, explored the growing importance of facility condition assessments (FCAs), examining what they are, whether they should be performed in-house or outsourced, and how organizations can maximize their value. The articles highlight a challenge facing facility leaders across every sector: understanding facility conditions is no longer enough. The real opportunity lies in using that information to drive better planning, funding, and decision-making.
According to Laurie Gilmer, Vice President at FEA, that distinction is critical.
“An assessment is not the end goal,” Gilmer says. “The assessment is simply the foundation. The value comes from what organizations do with the information after it’s collected.”
Why Facility Condition Assessments Should Be Part of an Ongoing Planning Process
The FacilitiesNet series describes facility condition assessments as systematic evaluations that help organizations understand the physical condition of buildings and systems to support maintenance, repair, and capital planning decisions.
Gilmer agrees with that definition but cautions against treating assessments as one-time events.
“Many organizations conduct an assessment, receive a report, and then put it on a shelf,” she says. “The facilities that see the greatest benefit are the ones that integrate assessment data into an ongoing planning process.”
For colleges and universities, municipalities, healthcare systems, and corporate campuses, facility conditions are constantly evolving. Equipment ages, priorities shift, and funding realities change. An FCA provides a baseline, but maintaining an accurate understanding of facility needs requires organizations to continuously update and leverage that information.
“Your facility portfolio is a living system,” Gilmer explains. “The assessment gives you visibility into where you are today, but strategic planning requires understanding where you’re headed and what investments will be needed along the way.”
The In-House Versus Outsourced Debate
One of the FacilitiesNet articles examines whether assessments should be conducted internally or by outside consultants. Internal teams bring institutional knowledge and familiarity with facility challenges, while external specialists contribute broader experience, consistency, and specialized expertise.
Gilmer sees merit in both approaches but believes organizations should focus on outcomes rather than methodology.
“The question shouldn’t simply be, ‘Who performs the assessment?'” she says. “The more important question is whether the resulting data is accurate, consistent, and actionable.”
In her experience, many organizations benefit from combining internal knowledge with external expertise. Facility staff often understand operational realities and historical challenges better than anyone. External assessment teams, meanwhile, bring standardized methodologies, objective analysis, and experience gained from evaluating hundreds or thousands of facilities.
“The best assessments typically leverage both perspectives,” Gilmer says. “You want the institutional knowledge of your staff combined with the consistency and benchmarking capabilities that experienced assessment professionals can provide.”
How Facility Condition Assessment Data Supports Capital Planning
As organizations increasingly rely on data-driven decision-making, the quality of facility information becomes even more important.
Gilmer notes that many leaders are under pressure to justify capital investments with objective data. Facility condition assessments provide that foundation, but only if the information is reliable and accessible.
“When leadership asks why a roof replacement should happen this year instead of three years from now, facilities leaders need more than anecdotal evidence,” she says. “They need data that clearly demonstrates risk, condition, and long-term financial impact.”
Industry guidance increasingly emphasizes that assessment data should support prioritization, risk management, and capital planning decisions rather than simply documenting deficiencies.
“The organizations that are most successful are the ones that connect facility conditions to business outcomes,” Gilmer says. “They can explain how facility investments support student success, patient care, employee productivity, public services, or whatever mission they’re trying to achieve.”
Facility Condition Assessment Best Practices and Getting More Value from the Data
The final article in the FacilitiesNet series focuses on preparation and follow-through, emphasizing that organizations must take deliberate steps to ensure assessments deliver meaningful results.
Gilmer believes this is where many organizations miss their greatest opportunity.
“The assessment itself is important, but what happens afterward is even more important,” she says.
She recommends that organizations focus on three areas after completing an FCA:
1. Prioritize Strategically
Not every deficiency requires immediate action. Organizations should evaluate facility needs based on risk, mission impact, operational consequences, and available funding.
“Prioritization isn’t just about what’s broken,” Gilmer says. “It’s about understanding which investments will create the greatest value and reduce the greatest risk.”
2. Connect Assessments to Capital Planning
Assessment findings should directly inform multi-year capital plans and funding strategies.
“When assessment data is disconnected from budgeting processes, organizations struggle to act on what they’ve learned,” Gilmer says. “The assessment should become the roadmap for future investment decisions.”
3. Maintain Data Over Time
Facility data becomes less valuable as it ages.
“Organizations need a strategy for keeping information current,” she says. “Otherwise, they’re making decisions based on conditions that may no longer reflect reality.”
For a complete breakdown of facility condition assessments, check out FEA’s blog post.
How Organizations Can Maximize the Value of a Facility Condition Assessment
For Gilmer, the biggest takeaway from the FacilitiesNet series is that facility condition assessments should be viewed as strategic business tools rather than technical exercises.
“An FCA gives organizations visibility,” she says. “But visibility alone doesn’t improve facilities. Action does.”
As facility leaders face increasing pressure to manage aging infrastructure, limited budgets, and growing stakeholder expectations, assessments remain an essential starting point. The organizations that gain the greatest advantage, however, will be those that transform assessment data into long-term planning, informed decision-making, and measurable outcomes.
“The goal isn’t to produce a report,” Gilmer says. “The goal is to make better decisions about the future of your facilities.”
Frequently Asked Questions About Facility Condition Assessments
What is a facility condition assessment?
A facility condition assessment (FCA) evaluates the physical condition of building assets to identify deficiencies, estimate repair costs, and support capital planning decisions.
How often should a facility condition assessment be performed?
Most organizations conduct comprehensive assessments every three to five years, with ongoing updates as facility conditions change.
Should facility condition assessments be conducted in-house or outsourced?
Both approaches can be effective. Internal teams provide institutional knowledge, while external consultants offer specialized expertise and standardized methodologies. Many organizations benefit from combining both perspectives.
What is the biggest mistake organizations make after a facility condition assessment?
According to Laurie Gilmer, the biggest mistake is treating the assessment as a one-time report instead of integrating the data into ongoing capital planning and asset management processes.
