We had no single source of truth. Everhing was fragmented and it was taking longer to maintain the work than carry it out.
Estates Operations Lead
The Challenge
The estates team operated a large and complex property portfolio over 350 sites, thousands of spaces, and a constant cycle of inspection, maintenance, and reporting. Compliance wasn’t just a box to tick it was a legal obligation tied directly to occupant safety, operational continuity, and corporate risk however, their process for managing it had become unmanageable.
They were relying on over 120 different contractors, each submitting reports in their own preferred format. Emails, PDFs, Excel sheets, even handwritten forms were arriving daily, creating an avalanche of fragmented documentation. Internal teams spanning safety, estates, and executive leadership struggled to track what had been done, what hadn’t, and what was due next. Crucially, no single system existed to unify this data.
Audits were the breaking point. Preparing for external inspections or internal reviews meant days, sometimes weeks, of manual document retrieval and back-and-forth with contractors. The process was slow, error-prone, and stressful. Everyone involved knew it wasn’t sustainable.