Manage inspections effortlessly and seamlessly consolidate disparate data into unified single format reports.

Like any large-scale, operations-heavy business, the real estate and property management industry depends tactically and strategically on data. Companies involved in building, acquiring, leasing, selling, occupying, or managing property need reliable and robust information from various physical locations and points to manage daily operations effectively. Likewise, decisions, policy-making, and operational strategies by designers, architects, builders, property management companies, investors, and owners are all informed by on-the-ground intelligence..

  • Data Types: Companies rely on regular field data gathering to manage tasks, projects, and teams. This data collection could be about a building’s physical characteristics; relating to the floor area, construction data, etc., environmental building performance data including energy consumption and water consumption, or even transaction and investment data relating to financing institutions/banks, fund managers, investors, real estate advisory services providers, etc. For example, field inspections can typically involve collecting a host of data, including appraisals, building plans, citations, certificates of occupancy, construction permits, evacuation plans, environmental studies, fire safety system records, floor plans, maintenance records, and surveys. The data mentioned above indicates the scale and complexity of data involved in the property management industry.
  • Data Management: In the massive daily, weekly, and monthly property management routines, field data collection is often still manually conducted, which poses numerous challenges to businesses, and usually, large chunks of collected data are discarded. In other cases, the data is available but scattered across multiple locations and departments, or stored in incompatible formats, making data consolidation a nightmare. The loss of data over time is not uncommon in the business, causing organizations to miss out on the potential value of the vast amounts of data at their disposal. Inconsistent data formats make reporting challenging and prevent stakeholders from accessing up-to-date records and progress highlights for operational or statutory reviews. To make things worse, the tracking of data is poor or completely absent, leaving gaps in information such as who recorded the data, its location, and the supporting documents needed as evidence for the records to be updated. This poses severe threats to the business in terms of its ability to meet the demands of regulatory compliance, ensure competitiveness in its field, make informed financial and investment decisions and manage operations optimally.
  • Compliance: Whether it’s compliance with the numerous building codes related to fire safety, seismic codes, structural codes, etc., or adherence to guidelines on energy conservation like the International Energy Conservation Code (IECC) or the Global Alliance for Buildings and Construction (GABC), the need for accurate, comprehensive and up-to-date records and reports can never be over-emphasized. Non-compliance can result in delayed projects, suspended operations, penalties, and even more severe outcomes like legal action. Therefore, regular gathering and maintaining clean data mandate proper regulatory and statutory compliance.
Building inspection
Building inspection
Building inspection

Fielda – One Seamless Solution for Property Data Collection and Management

Fielda’s no-code forms, workflow, data management, and reporting functionalities enable it to add value right through the entire property management cycle.

  • Inspections: Fielda makes large-scale routine activities (like inspections) simple, intuitive and manageable. Managers can upload a CSV file to create activities and tasks in Fielda so that each field inspector knows precisely which building, house, or apartment to be inspected on a given day. For data gathering, operations teams can create, customize and deploy forms for field data capture during weekly inspection of buildings, stairwells, restrooms, mechanical and electrical rooms, janitorial closets, walkways on all floors, and parking areas at the property. By enabling data to be collected with the exact data fields required, using simple form completion on mobile and tablet devices, and enabling the process to be closed in a fraction of the time, it would take manually. With Fielda, everything is customizable, from the data fields to the entire sequence and workflow to seamless data gathering and consolidation.
  • Collaboration: Fielda also helps the data flow between functions. For instance, sharing monthly inspection data of all existing vacant spaces with maintenance and janitorial personnel engaged to complete any repairs and maintenance work needed to address issues found during inspections track these tasks until closure. This inter-departmental connection reduces response time, improves the quality of work, and reduces communication gaps and rework resulting from incomplete and delayed data sharing. On the other hand, it also enables creating data silos for individuals and teams to avoid confusion and information overload, allowing them to see only the data relevant to their tasks for a specific period.
  • Data Consolidation and Reporting: One of the biggest challenges in property management reporting is consolidating data from various sources, points of truth, and teams. It often means collecting data then formatting it into a usable PDF report their client can understand, often consuming 4 to 6 hours each week. With disparate report and file formats, the need for unifying data into meaningful single format reports is paramount. Fielda empowers teams to combine all data sets, export data out of Fielda in seconds, and consolidate information into a single PDF report making reviews, decisions, and compliance submissions effortless. In addition, disparate data sources can be consolidated into a CSV/Excel file for reporting to clients on-site. Data stored securely on the cloud also ensures compliance with the minimum one-year storage protocols.

By significantly improving the process of inspections and field work tasks such as service, maintenance, and repairs, Fielda puts the power of efficiency into the entire property management operations. Improving collaboration and making reporting intuitive and straightforward, Fielda transforms decision making, compliance, and productivity across teams, locations, and processes.

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