Smarter Facility Planning with Insight, Metrics, and Mobile Access

Creating a facility master plan is like piecing together a complex puzzle—one that requires a balance of long-term vision, adaptability, and precision. Whether you're relying on internal resources or bringing in external consultants, the objective remains the same: document your current state, anticipate future needs, and align your actions with organizational goals. 

With the ARC Facilities mobile-first platform, facility teams can easily access and update site maps, maintenance records, and building documentation in real-time—streamlining the planning process and helping avoid costly disruptions. Visual mapping of equipment like fire hydrants, sewer cleanouts, generators, and electric transformers ensures no detail is overlooked.

"You’ve got to include metrics that show how to move from where you are now to where you want to be." That’s the guidance from Dr. Louis L. Fletcher, executive director of facilities and operations for El Paso County Colorado School District 49. With over 28,000 students depending on him, Fletcher emphasized measurable goals and regular updates—every four to five years—as keys to a living, actionable master plan. “We can only put a Band-Aid on so much,” he warns. “Without investment, small issues become big problems.”

Fletcher also understands that selling a plan isn’t just about data—it's about storytelling. “If we don’t replace the roof when needed, we risk water damage, mold, and even structural issues,” he said. Using relatable examples and strong visuals, he helps boards and superintendents—many unfamiliar with construction—grasp the urgency behind capital investment.

"If I need to supply power to specific areas of my buildings, I would assess the existing power supply and install more than what is currently needed," shared Mike Johnson, senior facilities maintenance manager at Saddle Creek Logistics Services. For him, planning is about future-proofing. Overbuilding slightly now avoids costly retrofits later. “This also allows for changes, if needed, without incurring additional costs to the project.”

Catherine Jeffrey, who manages the massive San Diego Rental Car Center, ties planning directly to an organization’s ability to adapt. “By proactively planning for change and uncertainty, organizations can ensure that their facilities remain responsive and resilient in the face of evolving needs and unforeseen challenges.” 

Planning is both a technical and human endeavor. It demands emotional intelligence, attention to detail, and buy-in from stakeholders. Dr. Doug Aldrich of IFMA advised facilities professionals to keep it simple: “Senior facilities managers should present only the highlights and overviews, using short lists, building diagrams, and growth graphs to make their case.”

 Gordon Rogers, program director for the Judicial Council of California, warned against a cookie-cutter approach. “Doing it the same way as last time can lead to trouble,” he said. Success, he adds, lies in deeply understanding your client’s sector-specific goals and budget realities. “Early stakeholder meetings are critical to define outcomes and limitations.” 

When done right, a facility master plan is a tool for advocacy and action. With resources like ARC Facilities, teams can bring plans to life—not just as static documents, but as interactive, living maps of infrastructure, needs, and priorities. By doing more interviewing than writing, walking the grounds, using before-and-after photos, and tailoring presentations to your audience, you’ll build something truly strategic.