09/04/2025

5 Powerful Property Data Insights You Can’t Afford to Overlook

Whether you’re managing a single block or an entire portfolio, the ability to turn data into actionable insights can drive smarter decisions, streamline operations, and uncover new growth opportunities.

A recent study found that 43% of organisations see embedded business intelligence (BI) as critical to their success. While BI tools help translate data into meaningful insights, it’s the quality, relevance, and application of that data that gives property managers a real competitive edge.

So, what kind of data should you be looking at? Here are five valuable types of property data that can give you a clearer picture of performance, risk, and opportunity:

1. Tenant Feedback & Retention Data

Tracking tenant satisfaction surveys, complaints, and renewal patterns gives you insight into what keeps tenants happy — and what’s likely to send them elsewhere. By monitoring this data regularly, you can spot warning signs early and take action to improve tenant experience, offer timely incentives, or prioritise certain repairs. Long-term, this reduces voids and builds a more stable rental income.

2. Maintenance & Repair Records

Maintenance data helps identify recurring issues, monitor service provider performance, and forecast upcoming repair needs. By analysing this over time, you can plan preventative maintenance rather than relying on reactive fixes. You can also use the data to benchmark costs, spot inefficiencies, and ensure properties stay in good condition with minimal disruption to tenants.

3. Financial Performance Metrics

Data on rent collection, arrears, service charges, operating costs, and void periods can paint a full picture of your portfolio’s financial health. Use it to forecast cash flow, budget more accurately, and improve revenue tracking. Tools that automate reminders or flag late payments can also help reduce arrears and strengthen financial planning.

4. Compliance & Risk Data

Staying compliant with building safety, leasehold law, and other regulations requires meticulous record-keeping. By tracking inspection dates, certification expiries, and tenant violations, you reduce the risk of legal issues. This data can also be used to demonstrate due diligence and avoid costly penalties — especially in a regulatory environment that’s constantly evolving.

5. Energy Usage & Sustainability Data

Monitoring utility consumption through smart meters or building systems can help you track energy efficiency and uncover opportunities to cut waste. This kind of data is also essential for meeting ESG goals and securing green building certifications, while attracting eco-conscious tenants and improving your portfolio’s long-term value.

The Future of Data-Driven Property Management

With so many moving parts in property management, having the right data on hand can mean the difference between simply keeping up and staying ahead. The more consistently you track and apply insights from your data, the better positioned you'll be to make confident, strategic decisions.

Are you making the most of your property data?

Take stock of what you're currently tracking — and where you could go further. With the right tools, data doesn’t just inform — it empowers. PropBI is designed to do just that: turn complex property data into clear, actionable insights that help you make smarter decisions, faster.

Ready to get ahead of the curve?

PropBI is almost here – our brand-new business intelligence tool built for property professionals. Want early access, exclusive sneak peeks, or an invite to the launch event?