The Ultimate Guide to Purchasing Best Facilities Management Software

Are you on the hunt for the best facility management software?

The decision to invest or implement the right facility management software isn’t an easy task.
It takes a significant amount of time and research to find a platform that meets your unique needs.
While facility management software promises a lot, reaping the potential benefits largely depends on the requirements of the company, industry-specific factors, and most importantly, the capabilities of the software.
The aim isn’t to come away with just a solution—it’s to deploy facility management software that streamlines your day-to-day operations today, tomorrow, and in the future.
However, the list of parameters you might ask to qualify software is infinite.
Although it’s good to consider a broad range of parameters, too many considerations may also paralyze the decision-making process.
Hence, I’ve narrowed it down to 10 parameters to get you started.
I’ll guide you through how to choose the right facility management software for your growing business.
But before we can begin, you need to consider two things before making a purchase decision for facility management software.
Let’s start with number one!

Assemble a Facility Management Software Selection Team

Before you start the search for a facility management solution, you must consult with numerous stakeholders in the firm’s operations.

Consult with employees who work in your facility management department or others who work with your third-party companies.
Their in-depth feedback and insights are important, as they will know what is important to enhance operations and how to cope with the consequences of equipment failure.

Evaluate Your Requirements

Once you assemble the facility management team, decide the features you’ll need to successfully digitize your facility management landscape.

If you’re looking to replace your current existing facility management system, consider the tasks that your current system is lacking while taking note of any features that you don’t find useful.
If you’re not sure how and where to start, here are few most requested features:
  • Conversion of paper forms and checklists into mobile apps
  • Automated report generation for all ongoing activities
  • Scheduler feature to conduct preventive maintenance tasks on a timely basis
  • Simple work order management and work order request forms
  • Ability to process work orders using mobile devices (likewise, do they have both an iOS and Android app?)
  • Efficient tracking of your most valuable assets
  • Calendar view for planning maintenance activities
  • Improvement in the communication between team members and to upper management, if necessary
Once you have a general idea of what kind of software you want, you need to recognize solutions that could be a potential match for your organization.

How to Select the Right Facility Management Software?

When speaking with vendors, keep the following questions in your mind.

1. Is facility management software mobile-ready?

Facility management employees have never been tied to their desks. Whether they’re working from an office or in the field, they need access on the go!

The finest facility management applications are mobile-friendly. With such software, facilities managers can efficiently assign tasks and deadlines to field employees or contractors.

Outsourcing Facilities Management | Axonator
Field employees then can receive notifications on their mobile phones ( be it iOS or Andriod) and can respond accordingly. This eliminates the need to meet them face to face and also reduces time on approvals.

This eliminates the need to meet face to face or waste time on unneeded approvals. Besides, using mobile apps allows employees to use their smartphones to photograph any damage.

2. Is facility management software customizable to fulfill unique requirements?

In today’s fast pacing environment, it has become important for organizations to opt for facility management software that fulfills their unique, industry-specific requirements.

With customization power in hand, companies can customize their features as per their particular needs or requirements.

Besides, they can also add or remove features as per their clients’ needs. Existing features can also have new configurations and updated logic applied to them.
This is the reason why having the power of customization has become the number one priority for executives and managers.
With customization, businesses fulfill the need for facility management software need as per usage. Such a selection also helps them to save time, energy, and resources.
Hence, for FM organizations, having software that fits precisely is important rather than investing in the traditional, all-in-one software.

3. Does the vendor offer support and training?

It is extremely important for facility management companies to find a vendor that provides complete support and training.
Employees should be able to ask direct questions to the vendors that can solve software-related problems, which in turn can save hours of time and effort.
Support and Training
Always look for vendors that provide training demonstrations and learning opportunities that help you to understand their platform.
This helps you to make the most out of your facility management software.
Go for the partner that’s vested in your success and that assists you to achieve it by continuously sharing and innovating those innovations.

4. Can the facility management software be integrated with third-party systems and generate automated reports?

In today’s interconnected and data-driven environment, it is important to look for software options that can easily connect with your company’s existing software.
You have to choose a software that’s compatible with your own or compatible with the way your organization conducts business.
Facility Management Software Integration

Software that facilitates faster, simpler, and more efficient integration with third-party software and legacy systems plays a pivotal role in achieving business goals.

Moreover, a simple yet powerful tool that can automate your reporting can be a real game-changer.

5. Is the Facility Management Software user-friendly?

The simplicity of software use is critical. You won’t see an ROI if you’re wasting a significant amount of time, money, and resources to understand your new facility management software.
A good Facility Management software isn’t just for the tech-savvy employees of your organization — but it’s designed for everyone. All employees from the field maintenance workforce to office managers, everyone must be able to use facility management software on a daily basis.
This means that all employees from the ground-floor maintenance techs to C-level managers need to effectively use your facility management software on a daily basis.

No matter how advanced facility management software is, it will only be of value if employees are willing and able to use it. System uptake by all employees will be dramatically increased by choosing the user-friendly CMMS software.

6. Can your FM software scale as your business grows?

Change is the only constant thing in the business world. Thus, you must find facility management software that can adapt to the company growth including increasing users, sites, features, etc.
For instance, facility management experiences ongoing changes like the introduction of new equipment requiring daily maintenance or the addition of new customers sites to manage.
In this case, facility management should be able to handle these challenges. Anticipate that your firm will likely evolve and that your software must evolve with you. Assure that all the details of the FM software’s expansion capabilities are laid out ahead of time.

7. What’s the software’s budget or cost structure?

Before you decide on your next FM platform, allocate a budget for it. Conduct thorough research on numerous FM software options and their price structure. This also includes looking at cost structure.
Ask questions to vendors like can you license the software month-over-month or annually? What is the cost per user and what if you want to add new users? What are the pricing terms? Is there any discount available for bulk users?
Identify how much an investment in facility management software will cost over the first six months and a year and where that cost fits into your budget. This is the foundation for the final question you need to ask.

8. Is the vendor providing cloud-based facility management software?

Selecting a cloud-based facility management system offers numerous advantages for your and your team. It enables you to work from anywhere, at any time, on any device, and they are less expensive to implement than on-premises solutions.
Moreover, cloud-based facility management software is secure, helping you protect your mission-critical data. Besides, they have very short implementation times, and updates are made available, with no installation necessary.

9. What are the security and data protection standards?

In today’s data-driven world, adopting your facility management software can leave you vulnerable to data breaches and lead to downtime.
An overwhelming number of these breaches are in the facility management industry may affect your business operations.

If you are looking to manage facility data across multiple locations, you must look for a solution that streamlines all your existing processes without increasing your risk of sensitive data

You must go for software that keeps your sensitive data in a secure cloud-based environment and can be easily recovered in the case of a disaster.

10. Is the software friendly for ease of adoption and implementation?

According to a McKinsey study, a whopping 70% of all digital transformations fail. The major reason behind the failure of such an initiative is hard to implement facility management software.

If you successfully want digitally transform the company, you need software that is easy to adopt. You can also go software that can be implemented in a phased manner – Axonator calls it the Micro-App strategy.

In Conclusion

With all the factors ticked marked in your checklist, I’m sure you can now select the right software solution for your organization.
And to give you a head start, we have just the right solution that you can implement and start working from day one.

Check out Axonator Facilities Management Software that can be easily molded as per your unique requirements.

Now, before you go, you can tell us the very thing that you look into any facility management software. Is it:

If you have still any doubts, reach us at [email protected]

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Article Index

  1. What is Axonator’s MicroApp Strategy?
  2. The Implementation of “The MicroApp Strategy” is Easy
  3.  The Top Benefits of Digital Transformation using the Axonator’s MicroApp Strategy

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