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Features Resources
Are you looking for ways to improve equipment or asset performance, reduce downtime, and extend operational life cycles? Why not try out facilities management software? It is a perfect solution to maximising the productivity of your assets, proactively maintaining equipment, and solving work orders.
Facility maintenance and management systems enable organisations to reduce costs by efficiently managing technicians, measuring performance against Service Level Agreements (SLAs), and identifying underperforming areas across all facilities.
What is Facility Maintenance?
Facility management or maintenance helps ensure the functionality, comfort, safety, and efficiency of buildings, grounds, infrastructure, and real estate.
Facilities management includes:
- Lease management, including lease administration and accounting
- Capital project planning and management
- Maintenance and operations
- Energy management
- Occupancy and space management
- Employee and occupant experience
- Emergency management and business continuity
- Real estate management
Types of facilities management: There are two basic areas: Hard facilities management (Hard FM) and soft facilities management (Soft FM).
Hard FM deals with physical assets such as plumbing, wiring, elevators, and heating and cooling.
Soft FM focuses on tasks performed by people such as custodial services, lease accounting, catering, security, and groundskeeping.
What Does a Facilities Manager Do?
A facility manager is responsible for making sure that the building and all of its parts function effectively, regardless of the type of space—factory, office, hospital, retail mall, airport, museum, or stadium. Facility managers (FMs) ensure that buildings serve their intended objectives, that systems in the built environment function as they should, and that employees are productive and healthy.
There are numerous titles and professional options available to facility managers. They are in charge of planning, assessing, and maintaining building systems, among other areas of facility management. However, they are frequently not referred to as facility managers. There are other roles that facility managers can play, such as:
- Building operations include grounds care, cleaning, security, and upkeep.
- Return-to-work processes and guidelines.
- Response and mitigation for emergencies and disasters
- Planning for sustainability
- Budgeting and project management
- Space planning and real estate management
- Planning for business continuity
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What is Facility Management Software?
Property owners and facility managers can track, manage, and analyze building operation data in one system using facilities management software, often known as computer-aided facilities management or CAFM software. This enables users to:
- Plan and assign tasks to employees.
- Track assets within buildings and between sites.
- Log jobs and schedule proactive maintenance.
- Plan and manage space effectively.
- Meet health and safety compliance.
- Manage in-house/outsourced workforce and contractors.
- Monitor energy use and accomplish sustainability objectives.
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The main purpose of facilities management software is to store building and FM data in a more accessible and structured manner. This makes it possible for owners and building managers to supervise every action and enhance decision-making. In particular, a CAFM system comes in handy when overseeing several properties.
In the end, building management solutions boost worker productivity, maintain and enhance occupant well-being, and carry out an economical facility strategy. They are used in manufacturing facilities, retail establishments, schools, hospitals, warehouses, and commercial and office buildings.
Even while some landlords and facility managers might choose to use spreadsheets or notepads to oversee their building operations, they run the danger of falling behind when it comes to utilizing technology to enhance the facilities management process.
What are the Benefits of Facility Maintenance Software?
If you are unsure about investing in a facility management system, here are the benefits of leveraging the software. We hope this helps you make the right decision about adopting the system.
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01. Repair & Maintenance Management
Facility management software streamlines repair and maintenance management by centralizing all tasks and data into one platform. It enables efficient scheduling of repairs and preventive maintenance, reducing downtime and extending the lifespan of assets. With automated work order generation and assignment, tasks are swiftly dispatched to the appropriate personnel, ensuring prompt resolution.
The software facilitates real-time work progress tracking, enabling supervisors to monitor activities and intervene when necessary. Maintaining a comprehensive database of equipment and maintenance histories aids in informed decision-making regarding repairs and replacements. Additionally, it often integrates with inventory management systems to ensure timely availability of necessary parts and supplies, minimizing delays.
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02. Keep Track of Your Facility Assets
Building spaces, such as those found in offices, manufacturing plants, hospitals, and schools, are crammed with tangible and valued equipment. Asset tracking features in facilities management software guarantee better asset management visibility. Common appliances, workstations, printers, computers, tools, safety gear, mobile devices, keys, and automobiles are examples of facility assets.
Using asset tracking tools, FMs can establish an asset register that tracks each asset's life cycle, maintenance, and depreciation values. In addition to tracking physical assets with IoT devices and tagging options (such as barcodes, RFID tags, and GPS trackers), FMs can track the value of each asset's depreciation.
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03. Track & Log Jobs in Real-Time
Modern CAFM systems come with built-in job-tracking capabilities. This allows facility managers to log and track jobs in real-time to improve their workforce management - whether in-house or outsourced. This allows FMs to:
This allows FMs to:- Log new maintenance jobs
- Get real-time reporting
- Track job statuses
- Produce digital checklists for engineers
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04. Schedule Planned Preventive Maintenance
Facilities Managers may easily plan and schedule a building's maintenance tasks using facilities management software. By gathering and reporting data on usage and maintenance, facility managers can ascertain when maintenance is necessary, how much it will cost, and how long it will be down. This simplified method makes PPM, or planned preventative maintenance, possible.
Preventive maintenance strategies can help significantly save repair and breakdown expenses while preventing asset downtime. Equipment, including waste systems, elevators, and HVAC units, that supports a positive work environment. Facilities lose between 5% and 20% of their productive capacity due to equipment downtime.
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05. Carefully Plan, Design, & Manage Space
Effective space management means large spaces don’t go unused, it reduces costs in working spaces. Multiple actions and data collection are necessary for facility space management to be effective. This comprises space management, room scheduling, and occupancy monitoring. Facilities managers may plan, organize, and oversee physical places with the help of facilities management software, which consolidates data into a single, easily accessible system to raise tenant well-being and productivity.
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Common Features of Facility Management Software
Here is a list of common facility maintenance system features without which it would be incomplete.
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Work Order Allocation and Management
It offers the facility to track them in real time so there is no doubt regarding the work schedule status and work order status. On the platform, work order requests can be made, approved and assigned to the right employee. Advancement in the feature allows individuals to edit work orders by setting priorities, personalizing the workflow, assigning vendors, managing material, and tracking costs.
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Personnel Management
Personnel management helps facility managers control employee information, work schedules, and assignments, ensuring optimal productivity and efficiency. This feature can also assist managers in pinpointing areas that require improvement and giving staff members the support and training they need to advance their knowledge and abilities.
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Asset Tracking & Management
Asset management is one of the most important key elements for any kind of business, whether it is a physical or digital asset. Asset management is an integral feature of facility software management, for it helps manage, organise and upkeep assets. It helps in tagging all the assets with a unique passcode.
The platform monitors and provides real-time asset performance information and centralises all data sets in a single location. Thus making it much more organized and manageable. Every asset is linked with the model, serial number, files, and manual, along with an uploaded picture of the equipment with a link on your property so that the team members know what it looks like and where to find the particular asset. Advanced features like warranty tracking, barcoding, and meter reading enhance functionality.
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Maintenance Management
Facility management depends on maintenance management. In fact, because badly maintained resources disrupt operations and cost you money, they actually play a role in determining your company's long-term success. After all, minimizing waste and ensuring smooth production depends on effective asset maintenance for the business.
Facility management systems allow maintenance managers to schedule work, guarantee compliance, and control expenses. They schedule, organize, and monitor every aspect of the upkeep of your assets, including work orders. Certain maintenance management solutions also provide support for cost estimation and regulatory compliance.
- - Planning and Scheduling for Maintenance
- - Work Order Maintenance Management
- - Regulatory Compliance
- - Material and Parts Management
- - Maintenance Management Cost Calculation
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Work Order Allocation and Management
It offers the facility to track them in real time so there is no doubt regarding the work schedule status and work order status. On the platform, work order requests can be made, approved and assigned to the right employee. Advancement in the feature allows individuals to edit work orders by setting priorities, personalizing the workflow, assigning vendors, managing material, and tracking costs.
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Work Order Allocation and Management
It offers the facility to track them in real time so there is no doubt regarding the work schedule status and work order status. On the platform, work order requests can be made, approved and assigned to the right employee. Advancement in the feature allows individuals to edit work orders by setting priorities, personalizing the workflow, assigning vendors, managing material, and tracking costs.
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Preventive Maintenance
Regular preventive maintenance can decrease equipment's chances of failing. It involves regular check-ups while the equipment is still working to avoid unexpected breakdowns. Preventive maintenance is more complex to coordinate than run-to-failure maintenance because it involves planning the maintenance schedule.
Scheduled preventive maintenance tracking automates scheduling, email alerts and other tracking features to keep maintenance on task. Some facility management software has user-friendly interface features like drag-and-drop capabilities or record-keeping features for uploading pictures or file attachments and logging audit trails.
- - Drag-and-Drop Interface
- - Photo and File Attachment Uploads
- - Automatic Email Notifications
- - Alerts and Reminders
- - Audit Trail
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Easy API integration allows it to be merged with facility management software for accurate employee GPS tracking, automation of work order allocation, task tracking, and schedule formation.
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Businesses Benefiting From Facility Maintenance Software
Several businesses depend on a number of assets, and keeping track of their maintenance and utilisation is not easy. Hence, they need a facility management system to take that responsibility.
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Office Building
Facility management software can help office managers enhance and preserve the well-being and productivity of their staff members. An office manager can gain from using a CAFM system, from scheduling meetings and handling budgets to restocking office supplies and keeping up with IT equipment. According to 73% of workers, having well-managed workplace environments improved their performance.
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Warehousing and Logistics
By using facility management software, warehouse managers may run a more economical business and guarantee compliance with health and safety regulations. A sophisticated building management system for outsourced supply chains is very helpful as it enables floor managers to plan and schedule cleaning, fire safety, and hygiene solutions.
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Residential and Housing
A facilities management software program can help landlords, tenants, estate agents, and management organizations manage residential properties more effectively. It can also help with pest control, cleaning services, landscaping, and maintenance (including roof and elevator repairs).
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Schools and Education Facilities
Schools can better manage their buildings on a tight budget with the help of a digital building management system. The general teaching environment and quality of education can be enhanced by efficiently maintaining the state of school buildings and locations, giving teachers the appropriate teaching tools, and enhancing student safety.
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Brick and Mortar Retailers
In retail businesses, facilities management may significantly enhance both the POS and customer experience. Shop managers have the ability to arrange and plan cleaning and maintenance tasks for after-hours, guaranteeing that the shop floor is hygienic and secure for patrons while maintaining staff access to facilities and amenities.
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Hospitals and Healthcare
In hospital settings, cleaning and hygiene services need to be planned on a regular basis. For work order assignment and planning, hospital and ward management can utilize CAFM Software to guarantee hygienic and secure surroundings, improving patient care. Additionally, users can oversee the proper disposal of medical waste and keep track of expensive medical equipment.
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Industrial and Manufacturing Plants
A plant manager uses facilities management software like most other facilities to schedule cleaning and safety services. While implementing security measures, they must guarantee the health and safety of both staff and guests. This keeps a factory operating at maximum productivity and efficiency.
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8 Tips For Finding the Best Facilities Management Software
Here are 8 tips to help you make the right choice when looking for the best facility maintenance system.
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01. Actively Seek Out a Free Trial or Live Demo
Access to live demos and free trials can help you decide between vendors A and B. An online demo is typically your first contact with a product, and a salesperson may be there to field your inquiries. A free trial can be used to evaluate a product's advantages and disadvantages and determine whether it will fulfil your facility's management objectives.
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02. Consider All Key Areas of Facilities Management Software
Key areas to consider from a facility management software include:
- A clear user interface that is easy to navigate
- Desired features
- Support team information
- Training (either video tutorials or web-based classes)
- A vendor’s prior experience in the same industry
- GDPR compliance with occupant and personnel data
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03. Cross-Check With Your Requirements
You must be certain that a CAFM product will fulfill your original needs. This can be accomplished by double-checking every prerequisite and posing queries such as;
- Can the product provide the right features to improve workflow and communication?
- Does it offer the right reporting tools to track and reduce ongoing costs?
- Will it provide a notification-style system that alerts staff to work orders?
- Can the system migrate occupant, equipment, and maintenance data?
- Can it work with IoT-enabled devices, such as GPS trackers and smart heating systems, to provide real-time data?
- Is it a cloud-based solution that allows personnel to access data via a mobile device?
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04. Ask About Prices, Plans, and Hidden Costs
A product's price shouldn't exceed the return on investment it can generate. Look for each product's pricing plan and draw attention to additional costs for things like implementation and data storage caps.
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05. Enquire Software Deployment Timescales
The process of deploying facilities management software can take a while. It calls for modernizing systems, training staff, and data migration. Schedules may need to be extended if it is being implemented in several buildings.
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06. Know What Employee Training Is Available
Although it can take some time, training is crucial to implementing a new CAFM solution. For a company to get the most out of the product, all employees must be proficient in using it, which can include additional costs and time.
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07. Does It Integrate With Other Systems?
Most facilities management software is compatible with email clients, calendars, CAD and BIM systems, and data storage, among other tools. Integrating a new system involves several obstacles, such as time limits and additional staff training.
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08. Can You Migrate Existing Facilities Data?
A building owner can access different volumes of facility management information, whether contractor information, occupant data, or floor plans. Migrating that data to a new system can take a while, particularly if it is currently kept in files, spreadsheets, or notepads.
Conclusion
Facility management software allows you to run your businesses smoothly, eliminate the cost of inefficiency, and decrease equipment downtime. Armed with visually rich data and displays, it helps you communicate tasks with employees, manage work orders, and provide complete metric transparency.
Its benefits cannot be overlooked, nor is it important if you have a vast compound, tenant, and equipment to manage and solve work orders. The software is indispensable. So why not adopt it
To increase its efficiency by 3x, pair it with employee monitoring software, TrackoField. Manage assets and employees together.
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