If you are like any other facility manager, you would know how hard it is to manage your hundreds of sites. It can become easily cumbersome
Even if you are managing all these processes on computers via spreadsheet, still it would bring you a lot of headaches
In situations like these, what you need is a strong ally which can help you navigate all the hurdles in the facility management
In this article, I will introduce you to Facility Management Software, its need, key features, benefits, and how to select the right one for your organization
Facility management (FM) is a term where multiple disciplines such as functionality, comfort, safety, and efficiency of an already established environment come together with people, place, and technology
It focuses on having long-term success in areas such as IT, Human Resources, Construction and Manufacturing, Real Estate, and Healthcare and Educational Institutes
And for you to achieving perfect productivity, all the above-mentioned factors must play well with each other for overall success
The software helps organizations and managers alike to manage their facilities alongside maintaining assets, space, equipment, work orders, and many much more
Most software systems provide a web-based dashboard for managing and scheduling facility and asset maintenance. As a result, facility managers from virtually every industry are increasingly adopting facility management software to achieve effective business objectives
So, let’s dive into the very facet of facilities management software and see how it renders the everyday tasks of facility managers to be easy
As a centralized, dashboard-based solution, Facilities Management Software solution helps you to save time and resources and elevate them to bring out their best in their buildings, assets, space, and occupants
For facility managers, what this means is easy functioning of ongoing maintenance, repairing, scheduling, subcontractor management, work order fulfillment, invoicing, and data analytics
With the right facility management tool in hand, facility managers can take a proactive approach towards their management
They get to do their best by supervising space, trends, patterns over time, productivity, efficiency, and expenditure all the while enhancing communications with all the involved stakeholders
According to reports, the facility management market was worth USD 40.41 billion in 2020 and is anticipated to be worth USD 81.49 billion by 2026, growing at a CAGR of 12.51 percent during the forecast period (2021 – 2026)
As a result, facility management operations encompass management strategies and procedures for building management as well as infrastructure management for an organization. It also refers to the entire digitization of an organization’s work environment
Facility managers can use facilities management software to track issues, address problems, and document outcomes. It assists in increasing efficiency and, as a result, lowering the expenses of manually tracking information
All of this is done by moving away from paper-based processes and moving towards more comprehensive digital solutions
In terms of processes and terms of facility management, excellent software helps to achieve positively:
Mobile apps have taken over the world and there’s no reason why the same shouldn’t be the same for facility management industry
This is especially true for the field workers that are working in the field and have to work either on paper or carry heavy laptops to the site
If only they had a solution that can be easily carried in the field for optimal and mobile field work
A mobile-first approach promises just that and offers organizations and individuals alike to accomplish everything through the palm of their hands
Having a mobile device and apps will render your processes to be productive and fast all the while saving time, money, and resources
A reliable FM Software will help you to simplify a variety of activities required to provide 24/7 business support across all locations. It will also offer strategic insights into maintenance costs and resource allocation
The following are some of the key advantages of facilities management software: simplified contractor invoicing and payment processing, greater insights into work order management, and increased access to facility data
Open and Scalable Architecture
Facilities management platform provided through the cloud or SaaS operates regardless of the underlying IT platform and is easily adaptable to company-wide system updates or modifications
Repair & Maintenance Management
The major objective of any FM team is to keep assets in optimal operating order, which entails proactive scheduling of any necessary repairs or maintenance
With the proper software, you get to submit work orders on the move, follow their status, and assure fulfillment
Inventory, Asset & Supply Management
FM software provides a simple way for firms to purchase assets that have been approved for sourcing and contracting. Controlling these transactions allows firms to save money, assure quality, expedite purchasing, and manage warranties
FM software provides a centralized platform for storing a complete record of all equipment and locations, including all work history and maintenance information. This makes it easier to classify, monitor, and track equipment warranties, mandated inspections and planned maintenance
Through a single database, facility teams may get access to certified, verified, and insured contractors, as well as all contractor data, including W-9 forms and insurance information. This streamlines the contracting procedure while also ensuring higher-quality services at a lesser cost
Proposal Management
Most facilities management platforms provide digital RFP management, which enables FMs to rapidly send a Request for Proposal (RFP) to one or more vendors, track RFP status, and accept or sign contracts
Preventive & Scheduled Maintenance
With the key features of the FM solution listed out, it can’t be that hard to figure out the major benefits
The bulk of facility management software is mobile-optimized, allowing users to quickly check the status of their facilities, repair schedules, maintenance reports, and more using a smartphone or tablet
Simplified Work Order Management
Source and Credential Contractors Easily
Maintain and update contractor contact and payment information, as well as manage insurance and certifications, using easy, automated processes
In addition, some solutions also offer the key to the contractor directory to discover competent service providers with the necessary expertise for the project
Track Spend Analysis
All expense data and analytics for facilities management are shown in real time in easy-to-read dashboard visuals. Analyze historical data, spot patterns and outliers, compare to goals and industry standards, and estimate future spending
Ensure Regulatory Compliance
Failure to comply with regulatory compliance can result in substantial fines or even a temporary stoppage of activities. Facilities management software may be configured to screen for compliance concerns and contain the appropriate tasks to guarantee compliance
Collaboration and Mobility
Access to facility data through a smartphone, laptop, or tablet is critical, especially for businesses with multiple sites. This enables management to make fast and informed choices
History Tracking and Maintaining Record
One of the primary advantages of facility management systems is the ability to track historical expenses, trends, and changes over time. Understanding change over time helps in budgeting, productivity analysis, and real estate forecasts
Computerized Maintenance Management System (CMMS)
Maintenance technicians, managers, janitorial staff, and other facility professionals usually utilize a Computerized Maintenance Management System to manage maintenance and repair initiatives in their companies
A CMMS may be used by an organization to triage service calls, track work orders, manage asset information and prices, plan preventative maintenance activities, organize paperwork, and other duties
If you are searching for the least costly software solution to assist you in better managing buildings, spaces, equipment, and assets, then CMMS will be the best benefit for your business
Facility Management Software (FMS)
Facility Management Software incorporates all of the features of a conventional CMMS and expands on them by adding other applications that benefit a whole business
It may involve asset mapping based on location, asset management, asset management, maintenance management, preventive maintenance management, data analytics, and reporting
Overall, data gathered in an infrastructure platform will assist your company in safeguarding operations, reducing delayed maintenance, meeting regulatory compliance needs, and making better high-level business decisions based on data
Computer-aided Facility Management (CAFM) Software
CAFM software also allows customers to optimize space management, reservations, asset management, facilities services, and other customer-focused services inside a company
CAFM software is a fantastic choice for operations teams wanting to optimize the management and usage of spaces within their buildings while also getting a larger picture of what’s going on across their whole portfolio
If you want to enhance long-term maintenance, space, and facility planning, as well as optimal business alignment, CAFM software is for you
While a CMMS will begin recording asset information and performance once the asset has been purchased and installed, an EAM system will begin tracking the whole asset lifespan, beginning with planning and installation
If your business is searching for a means to combine maintenance activity information with associated labor, inventory, materials, tools, and other information from facilities and other departments, consider using an EAM system
Facility Management is a very broad industry. Every imaginable and possible environment where people and processes come together will require facility management
As such, we list out the prominent industries that are managing their everyday facilities using facilities management software
Facilities Management Software for Schools
FMS helps school administrators to manage school maintenance and event calendars, allowing them to spend more time providing the greatest learning environment possible for kids
Facilities Management Software for Restaurants
For restaurants, facilities management software helps the acting supervisors to keep in check the cleanliness, hygiene, high-quality food, and customer satisfaction ratings high while running any hospitality chain. FMS helps restaurants to optimize every part of a successful business
Facilities Management Software for Healthcare Organizations
In the healthcare industry, a good FMS helps to achieve the most important goal of an organization i.e. keeping patients safe, healthy, and happy. It helps to keep every serious risk at bay by allowing managers to keep in check with their facilities, equipment, and assets
Facilities Management Software for Government Organizations
FMS for government organizations offers solutions that allow government officials to manage large quantities of work orders, plan preventive maintenance tasks, and increase asset and equipment lifespans. The people at authority get to upkeep and maintain buildings all the while monitoring asset productivity without wasting much time or labor resources
With the right kind of user experience, you may now access your sites and processes from anywhere and check on the progress of work requests allocated to them using the new interface
It also helps administrators manage their workload and priorities activities more swiftly by dividing pending repair orders and preventative maintenance chores into different tabs. Work orders can also be reported in real-time, offering up-to-date visibility into maintenance requirements
As described above, there are various types of Facilities Management Software. When selecting the right FM software for your organization, make a list of the activities you perform daily, and then check to see whether the technology can fulfill your needs
Mobile-centric Nature
The finest facility management applications are mobile-friendly, allowing the facility manager to assign tasks and deadlines to workers or contractors. Assignees are then notified via their phones and can reply accordingly
This eliminates the need to meet face to face or waste time on unneeded approvals. Moreover, using a mobile app allows employees to use their smartphones to photograph any damage
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
Easy-to-Use Nature
People must be able to utilize facility management software to get the most out of it, which makes the simplicity of use critical
For maximum efficiency, a simple interface lets anybody in your company make a request and then follow its progress. The more you use the system, the better the outcomes your department will get
Functionality of Use
A flexible solution is frequently the best option since workflows that are tailored to your organization’s specific requirements may be established. However, if continuous workarounds are required to obtain the functionality you need, that provider is probably not the best choice for you
Ease of Implementation
Examine the implementation process closely to determine what is expected of you vs what the vendor is accountable for. If your vendor provides a comprehensive guide to help you through the process and has already identified significant barriers and how to overcome them, you’re off to a good start
Cloud-first Commitment
Choosing a cloud-based system provides several advantages for you and your staff. Cloud-based systems enable you to work from anywhere, at any time, on any device, and they are typically less expensive to implement than on-premises solutions
Furthermore, they have very short implementation times, and updates are made accessible instantly, with no installation necessary
All-Around Support
It is critical to your success to have a team ready to assist you as you navigate a new system. When performing research, inquire about what happens if an emergency occurs outside of support hours, the average response time for a ticket, and their customer satisfaction rating. The answers to these questions will assist you in selecting the solution that prioritizes your needs
With all the information about the Facilities Management Software at your fingertips, you can start to taking advantage of the best facilities management software
If you are still confused, you can consult us regarding your FM problems or firsthand experience our Facility Management Software
Otherwise, download this easy checklist to take your first steps towards the selection of facilities management software
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