Skip to main content
Member Login
  • Members
  • Projects
  • Toolkits
  • Case Studies
  • News
  • About Us

RESPONSIBLE PROPERTY MANAGEMENT TOOLKIT

  • HOW TO USE THIS TOOLKIT
  • MANAGING ENVIRONMENTAL RISK
  • OPERATIONAL MANAGEMENT
    • GN2.1: An asset register
    • GN2.2: Automating property level data
    • GN2.3: Sustainability reporting initiatives
    • GN 2.4: Maintenance, monitoring and the property management cycle
  • RATINGS & CERTIFICATIONS
  • ENERGY
  • WATER
  • WASTE
  • TRANSPORT
  • SOCIAL VALUE
  • SUPPLY CHAIN MANAGEMENT
  • FIT-OUT & ALTERATIONS
  • OCCUPIER ENGAGEMENT
  • BIODIVERSITY
  • HEALTH & WELLBEING

OPERATIONAL MANAGEMENT

Operational management is a central part of responsible property management.  It is important that up-to-date information about a property’s characteristics, equipment and operating systems, and the way that these elements interact with the environment, is collated and acted upon.

Operational management includes integrating information management systems within a property’s management, maintenance and monitoring strategies, and meeting the environmental data requirements of asset managers and occupiers. 

Download checklist: ‘Operational Management’

Checklist

Maintain records of property documents

Toggle

A range of information about a property should be stored and accessible to stakeholders.  This information may relate to, for example, a property’s construction, installed equipment, operating systems and risks, and can inform asset and property management strategies. 

Ideally, this information will be included in a single Asset Register, however, the information may be stored in multiple locations.  It’s important that property managers have clarity about the information they are responsible for providing and the process for maintaining it. 

  • GN2.1: An asset register

Identify and obtain missing property data

Toggle

Property managers should identify information that is missing from a property’s Asset Register and consider how such information could be obtained.  When acquiring a property, it is important to check that a property manager has all necessary information from the vendor.   

Through engagement between asset and property managers, an informed view can be made regarding the need for, and approach to, sourcing missing information types.  This may involve, for example, commissioning surveys or installing monitoring equipment. 

  • GN2.1: An asset register

Integrate automated property data

Toggle

Property level data relating to, for example, utilities, waste, occupancy and ambient conditions, is becoming more accessible as a result of remote monitoring and interconnected systems.   

Alongside improved efficiency and data integrity, this enables asset managers to integrate property information within centralised portfolio management processes.  For example, energy management systems, planned preventative maintenance and accounting systems. 

Property managers can support this by identifying opportunities for, and managing the installation and maintenance of, automated property data systems and platforms. 

  • GN2.2: Automating property level data

Define corporate reporting requirements

Toggle

Property managers are often integral to the provision of information required by asset managers for corporate reporting.  This may include data relating to, for example, waste, energy and water consumption. 

Property and asset managers should undertake an annual review to agree the type, frequency and process for the provision of property data. 

  • GN2.3: Sustainability reporting

Prepare a monitoring and maintenance strategy

Toggle

A monitoring strategy should be prepared to track performance against operational action plans and ongoing property reporting requirements. 

A maintenance strategy should be prepared to identify maintenance requirements for installed assets, including informing relating to newly installed or modified equipment.  

  • GN2.4: Maintenance, monitoring and the property management cycle

Agree how to fund improvements

Toggle

Sustainability improvement opportunities are identified through ongoing review and monitoring of operational action plans.  These opportunities should be considered as part of the asset and property management cycle and annual budget process. 

Property managers should engage asset managers and occupiers to discuss how improvement initiatives can be financed.  For example, capital expenditure programmes or service charges. 

  • GN2.4: Maintenance, monitoring and the property management cycle

 

GUIDANCE NOTES

  • Guidance Note 2.1

    An asset register
  • Guidance Note 2.2

    Automating property level data
  • Guidance Note 2.3

    Sustainability reporting initiatives
  • Guidance Note 2.4

    Maintenance, monitoring and the property management cycle

 

RELATED PUBLICATIONS:

  • BBP Acquisitions Sustainability Toolkit 
  • MAP Core Provisions for Property Management: Handover Checklist  
  • BBP Real Estate Environmental Benchmark: 2019 Energy Snapshot 
  • BBP Establishing the Ground Rules for Property: Industry-Wide Sustainability Metrics 
  • BBP Sustainability Benchmarking Toolkit 
  • BBP Soft Landings: The Benefits To Commercial Property Owners 
  • BBP Net Zero Carbon Pathway Framework
  • BBP Climate Commitment
  • BBP Design for Performance 

RESPONSIBLE PROPERTY MANAGEMENT TOOLKIT

  • HOW TO USE THIS TOOLKIT
  • MANAGING ENVIRONMENTAL RISK
  • OPERATIONAL MANAGEMENT
    • GN2.1: An asset register
    • GN2.2: Automating property level data
    • GN2.3: Sustainability reporting initiatives
    • GN 2.4: Maintenance, monitoring and the property management cycle
  • RATINGS & CERTIFICATIONS
  • ENERGY
  • WATER
  • WASTE
  • TRANSPORT
  • SOCIAL VALUE
  • SUPPLY CHAIN MANAGEMENT
  • FIT-OUT & ALTERATIONS
  • OCCUPIER ENGAGEMENT
  • BIODIVERSITY
  • HEALTH & WELLBEING
Previous pageGN1.5: Environmental risk control and assurance
Page 9 of 70
Next pageGN2.1: An asset register

Connect with us

The BBP is a collaboration of leading property owners who are working together to improve the sustainability of commercial buildings.

Contact Us

Managing Agents Partnership

The Managing Agents Partnership is a collaboration of the UK’s leading property managers who are committed to improving the sustainable management of commercial property assets

Managing Agents Partnership

All Resources

Connect with us

Twitter LinkedIn

Signup for our newsletter

Subscribe to our mailing list

* indicates required

© Better Buildings Partnership 2025

  • Credits
  • Terms & Conditions
  • Privacy policy
  • Cookie policy
  • Accessibility

Crafted by Un.titled