From Insights to Action: How to Use Your Data Strategically
In Session 5, the closing panel of Day 1 at Facilitron University 5, five district leaders from across the country came together to tackle one deceptively simple question: What happens when you finally have the data?
The answers were anything but simple, and the conversation, led by Facilitron’s Brittany Brady, revealed just how transformative centralized data can be. From surfacing inequities to rewriting policy, this session showed that facility data is more than a set of reports, it's a powerful tool for change when used with purpose.
The Pre-Data Problem: Paper Trails, Autonomy, and the Myth of Visibility
Every district on the panel shared a similar origin story: before Facilitron, they were flying blind.
Clark County SD, the fifth-largest district in the nation, had site-level autonomy and Excel spreadsheets. Overbooked gyms sat blocks away from empty theaters, and principals made decisions in isolation.
Pittsburg USD was issuing keys and handshake deals, unaware of how much was being subsidized or who was actually using the spaces.
Los Gatos-Saratoga UHSD couldn’t even support internal events properly because no one had a clear picture of what was happening.
As Diane Bartholomew of Clark County put it, “The data became a bridge between board policy and what was actually happening.”
First Wins: Centralization and Clarity
Once Facilitron was implemented, each district saw an immediate benefit: everyone was finally working from the same calendar. That simple shift unlocked real visibility and empowered operational teams to start asking better questions.
“We didn’t have more events. We just captured more of them. Our recorded revenue doubled in a year because we were finally tracking usage properly.”— Toby Mockler, Los Gatos-Saratoga UHSD
The Game-Changer: Gap Analysis
For most panelists, the real wake-up call came from conducting a cost and gap analysis, comparing what was being charged to what use was actually costing.
In Clark County, the audit revealed that free or discounted use had cost schools hundreds of thousands of dollars, often unknowingly.
In Pittsburg, the board began to see every waived fee as a job lost: “If you approve $100K in subsidies, you’re cutting one full-time staff position.”
In Los Gatos-Saratoga, support staff time alone could have paid to outfit five classrooms. That realization reframed the entire conversation.
“We’re not trying to price gouge. We’re trying to break even and protect instructional dollars.”— Brittany Brady, Facilitron
From Numbers to Narratives: Using Data to Drive Engagement and Equity
Facility data wasn’t just about cost. It became a communication tool.
At Austin ISD, where schools receive 50% of rental revenue, the district used data to build buy-in at the campus level. Sites that once resisted the platform became champions when they saw the return and the autonomy it enabled.
“Even sites that don’t generate as much know they’ll still benefit. They have more flexibility and buy-in because they see the return.”— Adrienne Bedford, Austin ISD
Panelists emphasized that data doesn’t replace people. It empowers them. It gives boards a foundation, principals a framework, and the community a sense of fairness.
“Every external renter thinks they’re special. And they are. But they still need to follow policy.”— Toby Mockler
Not Just Revenue — Alignment
Perhaps the most powerful theme in the panel was this: data enables alignment between policy and practice, campuses and central office, intention and outcome.
At Pittsburg USD, a decade of data helped eliminate legacy MOUs and side agreements. It gave the board the political cover to hold firm when public pressure mounted.
At Clark County, the platform helped the district standardize decision-making across 370+ schools and make equity actionable.
“We’re not trying to control communities — we’re trying to connect with them. And data helps us do that better.”— Diane Bartholomew, Clark County SD
Key Takeaways
- Data ≠ Decisions: It’s not about spreadsheets — it’s about telling a story, engaging stakeholders, and building the case for change.
- Site Engagement is a Strategy: Whether through revenue sharing, training, or transparency, site buy-in is essential.
- Policy Must Match Practice: Consistent data exposes inconsistencies — and opens the door to aligned, defensible policies.
- Equity Requires Visibility: Without centralized data, districts can’t ensure fair access or explain the trade-offs.
- It’s a Journey: Every district is at a different point, but every step toward transparency builds trust.
Final Word: Data is the Lever — You’re the Change
As Brittany Brady reminded the audience in her closing remarks:
“Use the data. Tell the story. And never forget that the goal isn’t just revenue. It’s alignment.”
Strategic facility management starts with visibility, but it ends with leadership. The tools are here. The path is clear. Now it's time to lead.
Next: Session 6: Lessons in Leading Complex Facility Systems →