At Heba Fastighets AB, digitalisation is about gaining better visibility into properties and creating sustainable and efficient working methods in management. Recently, the team reached an important milestone in the work of creating a digital copy of the entire portfolio. – Now we have 10,000 components to gather information from before we go out to the property for troubleshooting or remedial action, says Fredrik Melander, proptech coordinator and manager.

The digital copy is built on Vyers' platform. The system contains both updated drawings for properties and information about everything from areas and components to cases, rounds, and other activities.

How have you organised the work to collect such large amounts of data? 

"Myself and our property manager, in consultation with our operations manager, have decided which components are the most important to include in the system. We have then established a strategy for how we involve our property technicians in the documentation," says Fredrik. 

By breaking the work down into manageable steps, with specific goals for each property, the process has become easy to follow. 

"Each property has been assigned a month by which the selected components must be entered. The idea has been that at the relevant property, for the relevant month, they take the opportunity to inventory components when they are already on site."

During the first quarter, for example, they focused on adding information about where keys to common areas are located, to facilitate access for both staff, emergency services, and external contractors. 

Today, components related to fire protection, heating, ventilation, air, and electrical panels, among others, are available in the digital copy. 

What does this milestone mean for you?

"The milestone shows what a great job all employees have put in to create a digital twin of what it is – a twin that strengthens management! I also think that an average of ~172 components per property is really good," concludes Fredrik.

4 tips from Heba's digitalisation work

1. Goals and milestones: Break down the information collection into manageable steps. Set specific goals for each property to create structure and make it easier to follow up on the work.

2. Engage the team: Involve your property technicians and employees from the beginning; their engagement is crucial for obtaining reliable data.

3. Prioritise correctly: Start with the most important components that have the greatest impact on the operation of the property.

4. Time planning: Assign each property a specific timeframe for data collection. A clear timeline keeps the project on track.