The commercial property sector faces a digital transformation challenge. Many landlords and managing agents find themselves trapped by outdated IT systems that hamper growth and efficiency. Legacy systems, along with resistance to change and limited resources, hinder commercial property IT modernisation. This affects everything from tenant satisfaction to operational costs. This article explores how a managed IT services provider like Modern Networks can help address and overcome these issues.
Breaking Free: Commercial Property IT Modernisation
Monday, April 28th, 2025
The Legacy IT Problem
Most commercial property businesses operate with IT systems installed years or even decades ago. These systems were designed for a different era of property management and struggle to meet modern demands.
Legacy systems aren’t just old technology – these outdated platforms represent obsolete ways of working. Such systems typically lack integration capabilities, have poor user interfaces, and require specialised knowledge to maintain.
The consequences are severe. Staff waste time with manual workarounds. Data exists in silos, preventing meaningful analysis. Security vulnerabilities increase as outdated systems miss critical updates. Meanwhile, tenants expect digital experiences that match what they encounter in other aspects of their lives.
Why Resistance to Change Persists
Many property professionals acknowledge the need for IT modernisation, but resist making changes. This resistance stems from various sources. Fear of disruption ranks high among concerns. Building managers and facilities teams worry that new IT systems will interrupt critical services like access control or HVAC management. Operations directors fear that implementing new technologies will distract from daily responsibilities.
Another factor is comfort with existing processes. Managers who have developed expertise with legacy systems may view change as threatening their value to the organisation. The ‘if it’s not broken, don’t fix it’ mentality is prevalent in the industry. But this approach overlooks how outdated systems steadily decrease efficiency while increasing risk.
Resource Constraints Create Roadblocks
Even when property management teams recognise the need for change and overcome resistance, resource limitations often prevent progress. Commercial property businesses face three main resource constraints:
- Financial limitations restrict investment in new IT infrastructure. Property companies typically prioritise physical asset improvements over digital ones, viewing IT as a cost centre rather than a strategic asset.
- Skills gaps present another challenge. Few property management organisations employ IT specialists with expertise in modern cloud platforms, cybersecurity, or systems integration. This makes it difficult to plan and execute digital transformation initiatives.
- Time constraints further complicate matters. Commercial property people are busy people. Operations managers and facilities teams are fully occupied with day-to-day responsibilities, leaving little scope for managing complex IT projects.
The Importance of IT
Many property companies underestimate the strategic value of IT and make costly mistakes. When focusing primarily on physical assets, they often relegate technology to a mere operational expense rather than a business enabler.
This fragmented approach creates inefficiencies across portfolios. Take a typical scenario: a managing agent oversees 12 retail properties across the UK. Each site independently contracts vendors for CCTV systems, access control, tenant Wi-Fi, and building management systems. Every property ends up with multiple separate networks, redundant equipment, and overlapping internet connections.
Beyond the obvious management headache, this approach carries significant financial implications. Each building might spend £150-£300 monthly on redundant infrastructure alone. Across the portfolio, this can mean between £22,000 and £43,000 wasted annually on duplicated services. Add in the unnecessary hardware costs, and a company could be spending upwards of £230,000 on equipment that serves overlapping functions.
A strategic approach to IT consolidates these systems under unified management. A single, robust network infrastructure can support multiple services, eliminating redundancies while improving reliability. The same property portfolio could reduce monthly technology costs by 60-70% while gaining better visibility, security, and control across all locations.
Breaking Through the Barriers
Expert IT managed services offer a path forward for commercial property organisations struggling with these challenges. Companies like Modern Networks specialise in helping property managers transition from legacy systems to modern IT environments.
The managed services approach addresses each barrier directly:
- For legacy systems, Modern Networks can assess existing infrastructure and develop phased migration plans that minimise disruption. We can introduce modern platforms that integrate previously siloed systems while preserving essential business data.
- To overcome change resistance, we can demonstrate clear value through case studies, pilot projects and small wins. We can provide training and support that helps staff adapt to new work practices while focusing on how technology improves their daily experience.
- Resource constraints become less problematic when partnering with external experts. Property businesses gain access to specialised IT skills without hiring additional staff. Predictable monthly costs replace large capital expenditures. And internal teams can focus on their core responsibilities while IT projects progress in parallel.
Benefits of Commercial Property IT Modernisation
Commercial property firms that successfully overcome these barriers report significant improvements. Shopping centre operators see increased tenant satisfaction through better communication tools. Office building managers reduce operational costs with smart building technologies. Business parks gain competitive advantages through advanced amenities and services.
A managed services approach delivers value for multi-site portfolios. Science parks and innovation hubs benefit from consistent IT standards across locations. Retail park operators can gain portfolio-wide visibility into operations and performance.
The most successful property companies now view IT as a strategic enabler rather than a necessary expense. They leverage technology to create differentiated experiences and operational efficiencies.
What Questions Are You Asking?
Are you wondering how to start modernising your IT or telephone systems without disrupting operations? The best approach begins with assessment and planning rather than immediate wholesale changes. As an expert provider, we map dependencies and create migration schedules that minimise the impact of digital transformation.
Concerned about costs? When planning commercial property IT modernisation, managed services convert large capital expenses into predictable monthly operational costs. This approach often reduces the total cost of ownership while improving service quality.
Worried about security? Modern IT environments provide better protection than legacy systems. Cloud platforms provide continuous security updates and robust backup capabilities that reduce risk.
Take the Next Step
The barriers of legacy IT, resistance to change, and resource constraints are real but not insurmountable. Commercial property organisations that partner with experienced IT managed services providers like Modern Networks gain the expertise, resources, and support needed to overcome these challenges.
Modern Networks works extensively with commercial property businesses to deliver IT solutions that address the specific needs of landlords, managing agents, and facilities teams. From office buildings to shopping centres and science parks, we understand the unique needs of different property types and the operational realities you face.
Ready to break free from legacy IT constraints? Contact Modern Networks today to discuss how our commercial property IT modernisation solutions can help your business embrace digital transformation while respecting your operational priorities.
This article was written with the assistance of AI