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One view of every site: Portfolio dashboards for enterprise facilities management
You open your laptop before the day starts, hoping to see a unified report that will make the day’s meetings short, sharp and simple.
Reality has other plans.
The HVAC report shows 17 open jobs on a key retail site.
The fire contractor’s portal shows nine currently “in progress”.
Your supposed shining light of truth – the internal tracker that was last updated by hand – claims only three are active.
You’ve got five minutes before your meeting with your “favourite” major client, and you can already see the words forming on their lips:
“Where are we exposed right now?”
You should be able to answer that in a sentence. Instead, you’re silently doing the maths: whose data is freshest, which spreadsheet is closest to reality, and how much explaining you’ll have to do when the numbers don’t line up.
Multiply that across HVAC, fire, water, security, cleaning, subcontractors, and regions, and you get the real issue: every trade has its own version of the truth, but you’re judged on the performance of the whole portfolio.
Modern enterprise facilities management (FM) can’t run on stitched-together exports and clashing portals. It needs a single line of sight across every site, every trade, and every provider – one portfolio dashboard you can trust enough to walk into that client meeting and answer, confidently:
“Here’s exactly where we’re exposed today, and here’s what we’re doing about it.”
What we mean by a portfolio dashboard
You hear “dashboard,” and you think pie charts, a map, and some traffic lights. A dressed-up version of the reports you already have. That's not what we are talking about.
A portfolio dashboard is the operational home screen for your estate – one live view that spans every site, every trade, every contract, and every provider you are responsible for, and updates itself as work happens in the field.
In practice, it acts as your control centre. Your day starts with a holistic view of where everything in your portfolio is at: which sites are green, amber, or red, where SLAs are under pressure, which trades or subcontractors are driving issues, and what has changed since yesterday.
From there, you can dive into single sites, jobs, and engineer notes when you need to get granular.
The crucial difference between this and a month-end report is that it is live and drillable. You are not looking at a tidy summary of what happened last month; you are looking at an updating reality. When a job closes, or a key inspection fails, the portfolio view reflects it.
If you need to understand why a contract’s compliance is dipping, you do not email three people for spreadsheets – you follow the trail from the dashboard to the sites, assets, and visits behind the number.
Just as importantly, a portfolio dashboard is shared ground – not ops’ view, the subcontractor’s view, or the client’s view, but a single place where everyone sees the same picture and talks about the same reality. That is what we mean by “one view of every site”: not a cosmetic report, but a working, day-to-day control centre for enterprise FM.
Real-time visibility by site, trade, and region
When a portfolio dashboard is working properly, you aren’t forced to spend the small hours of the night hunting for information that should be readily accessible. You open one screen and it tells you what you need to know.
You get a clear view of your estate – sites, contracts, and regions, each with a status you can scan in seconds. Greens where things are under control, ambers where pressure is building, reds where you need to act. Alongside that sit the basics you actually run the day on: open jobs, overdue visits, failed checks, and SLA pressure.
For larger portfolios, a live map turns a long site list into something you can read at a glance. You can see, for example, a cluster of late water hygiene checks creeping across a region, or a group of sites where emergency lighting tests and access control faults are stacking up on the same buildings – and act before that rolls into a compliance issue.
This is exactly the direction CBRE point to in their facilities management trends: FM data treated as a strategic asset, and decisions driven by live, high-quality information rather than static month-end reports. A good portfolio dashboard should feel like that – a live picture you can move through in a couple of clicks, from “something looks off here” to the specific sites, jobs, and trades behind it.
How reliable should an FM portfolio dashboard be?
If your FM portfolio dashboard is the control centre, it has to behave like infrastructure, not like another app. When a client asks for “how we are doing across the estate,” or you are heading into a performance review, you cannot afford spinning wheels and timeouts.
As a rule of thumb, you should be looking for around 99.99% uptime from the platform behind that dashboard. At that level, you are talking about minutes of unplanned downtime a month, not hours – which is what you need if directors, contract managers, and clients are all expected to trust one live view of every site, every trade, and every provider.
Reliability is what turns a dashboard from a useful report into something you are willing to hang SLAs, compliance, and board conversations on. If it is the view, it has to be there whenever you look.
Checklist: questions to ask before choosing an FM portfolio dashboard
When you are looking at FM software that claims to give you “one view of every site,” these questions separate a nice demo from a workable control centre:
- Can I see my whole FM portfolio in one view?
Across sites, trades, contracts, and providers – not just one contract at a time. - How quickly do field updates hit the dashboard?
If an engineer closes a job on mobile, when does that show in the portfolio view? - What mobile adoption do similar customers achieve?
Are most jobs actually started, updated, and closed on mobile, or is this a checkbox feature? - Can I drill down from portfolio to site, asset, and job?
When something goes red, can I follow the trail without exporting to Excel? - How are subcontractors brought into the same view?
Do subbies stay in their own portals, or can their work be surfaced alongside in-house teams? - What uptime do you commit to, and how is it tracked?
If this is my command centre, I need to know it will be there when performance reviews and client calls happen. - Can dashboards be shaped around my world?
Regions, clients, contract lines, trades – can the portfolio view reflect how you actually run the business?
Turning 'one version of the truth' into a reality
If you want to explore what this could look like for your own estate, the simplest next step is a short walkthrough of Joblogic’s portfolio dashboards – learning how other multi-site FM providers structure their views by region, contract, and trade, and how the same approach could apply to your portfolio.
One screen. One version of the truth. One view of every site.
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