By Veena Vadgama, Chief Marketing Officer, CampusIQ
When you bring together the people who literally run higher education campuses — from Vice Presidents of Facilities and Campus Operations to Directors of Planning, Space Management, Energy, and Sustainability — you get an unfiltered look at where the industry’s really heading.
That’s exactly what happened during a recent webinar we hosted with the University of Kentucky and APPA. More than 145 professionals registered, representing dozens of colleges and universities across the U.S. and beyond — the very people who shape how higher ed space is planned, maintained, and optimized.
Throughout the session, we asked attendees a series of live poll questions. The results revealed what’s top of mind for facilities and planning leaders right now — and where the biggest challenges (and opportunities) lie.
1. Measuring Space Use: Still a Work in Progress
When asked how they currently measure space use, 42% said they rely on schedules and registrar data, while another 36% admitted they don’t measure consistently at all.
Question: How do you currently measure space use?
42% - rely on schedules and registrar data
36% - admitted they don't measure consistently at all
That mix captures a familiar tension: many institutions have partial data, fragmented tools, and manual processes that make it hard to build a single, trusted view of space utilization.
We heard from attendees who still rely on manual counts, badge data, or surveys — and while those methods provide snapshots, they don’t deliver the kind of continuous, cross-campus intelligence today’s leaders need.
As one facilities director put it, “We can’t manage what we don’t measure — and we can’t plan what we don’t trust.”
Until higher ed achieves more consistent, connected data, space planning will remain more art than science.
2. Data Alignment: Shared Goals, Fragmented Systems
Our second poll dug into data alignment. Only 14% of respondents said their institutions have shared, trusted dashboards across departments.
The rest? 34% have partial alignment, 23% work with multiple conflicting sources, and 30% said they have no shared view at all.
Question: Which best describes your cross-team data alignment?
34% - partial alignment
23% - work with multiple, conflicting resources
30% - no shared view at all
14% - shared, trusted dashboards
For those who manage campus operations, that’s a familiar pain point. Different groups — facilities, registrar, IT, academic units — each have their own systems and interpretations of what “utilization” or “capacity” means.
The result is often paralysis by misalignment. When teams can’t agree on the data, every conversation becomes a negotiation.
The encouraging trend is that more institutions are starting to address this head-on — investing in unified data environments and shared dashboards that allow stakeholders to plan from the same foundation. It’s less about technology for its own sake, and more about building collective confidence in decisions that affect the entire campus ecosystem.
3. The Next Wave of Projects: Repurposing Over Expansion
When we asked what kind of projects are next on deck, the majority — 52% — said renovation or repurposing, while only 25% cited new construction.
Question: Your next operational project is most likely to be:
52% - renovation or repurposing
25% - new construction
That’s a significant shift from even five years ago, when expansion dominated the capital planning agenda. Today, with enrollment dynamics changing, budgets tightening, and hybrid learning reshaping demand, the smartest move for many institutions is to make better use of what they already have.
We’re seeing that trend play out in data-informed renovations, adaptive reuse of underutilized buildings, and a sharper focus on multi-functional, flexible space. The goal isn’t just to modernize — it’s to future-proof.
As one Assistant Vice Chancellor for Facilities put it, “Every square foot needs to earn its keep.”
What the Data Tells Us About Higher Ed’s Future
These poll results tell a clear story: higher education is shifting from expansion to optimization, from fragmented measurement to connected intelligence.
The facilities and planning leaders driving that change understand that space isn’t just an operational concern — it’s a strategic asset.
They also recognize the gap between where they are and where they want to be. Inconsistent data, siloed systems, and limited visibility remain barriers — but the appetite for smarter, more integrated approaches has never been stronger.
As we saw through the University of Kentucky’s story, institutions that can unify their data and decision-making can unlock entirely new levels of efficiency and collaboration.
Because ultimately, it’s not about how much space a campus has.
It’s about how intelligently that space works.
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