Senior living stands at a crossroads, where rising demand meets limited new supply, persistent workforce shortages and rapidly evolving technology. Leaders are eager to invest in IT but often lack clarity on where to start. To stay competitive in this fast-changing landscape, senior living communities must proactively plan to meet both current and future needs of staff and residents to remain competitive.
Strategic planning and master planning require building a proactive, robust technology foundation. At Hartman, we believe key steps for not-for-profit Life Plan Communities include modernizing infrastructure (cloud-based rather than server-based), upgrading or replacing outdated systems, eliminating silos, integrating systems, increasing staff efficiency and adopting AI responsibly. These measures help improve experiences for staff and residents, reduce business risks and enable scalable, sustainable growth.
Plan for the Future, Scale for Growth, Keep Pace with Technology
Research from the National Investment Center (NIC) shows that senior living housing demand will soon outpace supply. With occupancy rising and new construction at record lows, available units are tightening, highlighting the need for organizations to scale their mission through smart growth driven by a sound strategy.
Staffing remains the top concern during this growth. Recruitment and retention challenges are projected to persist for decades, making technology investments essential for maintaining operational efficiency and reducing burnout. The right tools implemented effectively with proper training empower organizations to do more with fewer resources.
Staying in step with technology advances and disruptors is another key concern. Conversations in senior living, healthcare and human services are increasingly centered on transforming operations and remaining competitive. Leaders must address smart home technology, AI adoption, operational efficiency, data integrity, resident engagement, EHR interoperability and Wi-Fi modernization. Experienced, structured guidance and subject matter expertise are critical to adopting these solutions in a scalable, efficient, secure and affordable way.
One of the most common risk factors we encounter when we assume the role of fractional CIO/CISO leadership roles is a lack of technology strategy and digital maturity within the organization. Technology should be treated as a core business enabler—aligned with long-term goals and embedded in every strategic pillar. A well-defined IT roadmap that aligns with your business goals strengthens operations and improves outcomes for staff and residents.
Based on our expertise helping not-for-profits modernize, integrate and grow, we recommend all Life Plan Communities keep these key ideas in mind when building a sustainable, affordable technology plan:
1. Change Your Thinking About Technology: It’s an Investment Not a Cost Center
Strategic IT investments are vital to future-proofing your organization. Technology has evolved and is now the backbone of every business function. You must ensure systems, data and digital capabilities are aligned with organizational objectives and goals.
Automating routine tasks, leveraging data to gain deeper insights about residents and enabling hybrid work models can boost long-term competitiveness. Conversely, outdated legacy systems or short-sighted decisions slow progress, increase risk and technical debt, holding back progress and eroding value creation.
It’s time to reframe the mindset of IT from a cost center to a growth enabler. Successful senior living organizations integrate technology into their strategy from the start, not as an afterthought. For CEOs and CFOs, it’s imperative to ensure that IT is not just keeping the lights on and maintaining status quo operations. IT should empower staff to improve resident outcomes and ongoing strategic engagement.
Aligning technology investments with capital planning and long-term goals creates a resilient IT foundation that can scale and support innovation. Fragmented and isolated IT decisions can undermine efficiencies and impact scalability.
2. Eliminate Silos
Is your staff bogged down by entering the same data into multiple systems? Or perhaps you have many systems that don’t “talk to each other.” Siloed systems force staff into manual workarounds and redundant data entry, hindering productivity and insight. Integrated systems are now essential for real-time data, quality and timely reporting and optimal resident outcomes.
3. Modernize Infrastructure for Reliability, Speed and Security
Reliable, scalable and resilient infrastructure creates the foundation for timely access to information and operational agility. Lack of technology investment can reduce productivity. Technology modernization and upgrades should be strategic investments that drive long-term goals, fostering growth, adaptability and value.
Security is paramount and cannot be ignored. The regulations are likely to change in 2026, and Hartman recommends that Life Plan Communities complete an annual HIPAA Security Risk Assessment. Best practices include having a disaster recovery and business continuity plan, access management, endpoint detection, email protection, device security, multi-factor authentication and regular staff training to proactively address risk management strategies.
4. Create Efficiencies and Address Workforce Challenges
Technology should enable staff to work more efficiently, save time, improve satisfaction and strengthen retention. Outdated systems compound inefficiencies and reduce productivity. The ROI in eliminating manual processes and inefficiencies with appropriate technology solutions is boosting workforce effectiveness and productivity over time.
Resident engagement platforms are effective for connecting staff, residents and families, supporting quality of life and occupancy. When integrated with your EHR, these platforms offer deeper insights into resident wellness, social activities and needs. Modernizing your EHR ensures these systems work seamlessly together, maximizing their impact and enabling staff efficiencies.
5. Adopt AI Responsibly
AI is not a single product but a capability that impacts data, processes, security and people. Implementing a safe and effective AI program requires leadership support and careful planning for successful adoption. AI can enable staff to work more efficiently by drafting care notes, summarizing shift handoffs, automating tasks and answering policy questions. Practical, safe and secure AI adoption must follow readiness protocols for data, permissions and policies.
6. Leverage Technology as a Value Driver in Mergers & Acquisitions
Affiliations and consolidations through mergers and acquisitions are reshaping senior living. Technology can impact a deal by serving as either an asset or liability. It’s important to assess infrastructure, contracts, data quality and migration, cybersecurity, regulatory exposure, integration costs, cyber risk history and insurance to accurately value opportunities.
Final Thoughts about the Investment Mindset
Agility and informed decision-making are key as markets shift and competition grows. Technology must be positioned to drive efficiency, growth and innovation. Treat IT as a growth engine, not an afterthought, and embed it into every aspect of your strategy. Sustainable success starts with aligning with leadership, investing in IT, integrating key systems and focusing on outcomes that matter most.
