Facility mangement software

How To Implement a Facility Management System?

May 26, 2022 11:00 PM

Software for Facility Management

As a company grows, it must focus on building infrastructure to support its growth. This includes both the physical infrastructure as well as the processes and systems that support it. A facility management system is at the heart of all this. It can be difficult to implement a facility management program. Facilities managers need to bring together disparate platforms into a well-managed, fully-integrated system.

Many facility management system tips can simplify and speed up the process. We'll be looking at the actual process. How can you best implement a facility management program? The process of implementing a facility management system can be different for each company depending on their size, growth rate, operations approach, and many other variables. However, the five main phases are the same.

A successful strategy for Facility Management

FM software has many benefits. FM software offers many benefits. It provides operational support for facility management processes such as space, maintenance, and services management. Facility management software also gives managers valuable analytics and information that helps them make the right decisions and implement the right measures.

Software for Facility Management

Cost savings and potential savings.

All it takes is cost transparency, solid costs registration, and allocation. Many facilities management software can be connected to financial systems in order to reduce manual data input, and ensure consistency of data. The dashboards can display costs such as costs per m2 per annum, costs per workstation per month, and costs per user. These reports can help you identify savings potentials based upon trends, deviations and internal or external benchmarking.

Flexibility to adapt to changing operational and business requirements

The core business supports facility management by providing services and facilities that create a safe and productive environment for employees, students, contractors, and visitors. Facility management FM software allows managers to project future needs, create multiple scenarios and analyze the impact of different types and sizes of real estate and service providers. This software allows Facility Managers increase their contribution to core business and ensures timely alignment of facilities and services with changing needs.

The best sourcing strategy

Many organizations outsource their operational facility management or real estate services, such as cleaning, security, or maintenance, to professional service providers. Many international and large providers offer Integrated Facility Management Contracts, which include all support services and management. Facility management software can help you determine the best strategy for sourcing. It provides information about real estate, space, assets, processes, costs, and customer requirements. FM software allows you to quickly update or add contracts, and helps to monitor providers' performance once you have a strategy in place.

Demonstrating customer worth

Facility management has become a customer-oriented service due to its custom software development techniques and business value and impact. This customer-centric approach is strongly supported by facility management software that integrates FM, IT, and HR services into one software solution. It also offers 24/7 access to services via web-based Self-Service technology. Automated customer surveys are an integral part of the best FM software. They allow customers to evaluate and validate the quality and value of any service. This data allows facility managers to continuously improve their services in order to increase customer satisfaction.

Harmonizing workplace concepts with increased workforce mobility Flexible working is becoming more common among employees. People can work anywhere they want, including on the train or at home. Software for enterprise facility management allows you to align your workplace with the new dynamic of workforce mobility.

Phase I: Identify stakeholders

Who will interact with your facility management software? There's a good chance that everyone is going to interact with your facility management system. You just have to figure out how. Take this example:

Ground-level employees can submit fix-it tickets via a portal for the computer maintenance management system (CMMS).

Managers update the employee directory. Executives use dashboard data to gain financial and real estate insights. Facility managers analyze and collect data to improve their workplace. Technologists integrate IoT devices into the office through the system. It all comes down to the interactions, integrations and end-points that impact the daily operations of your facilities. Find out who and what they need. To make the next stage easier, you're basically gauging demand.

Phase II: Software selection

What good is facility management software that doesn't have the features you require? To guide the selection of software, use the information from the previous phase. This is how you select facility management software.

  • 1. Create a complete list with features and prices

  • 2. Eliminate outliers (too costly, too many features, etc.).

  • 3. Combine the list into a handful of contenders (three to five), and then demo each

  • 4. Consider the pros and cons for each option before you decide to try it.

Software development process that provides the best balance of features, benefits and price should be chosen. This is the most crucial phase, as it determines the implementation of your facility management software. You should consider every aspect of software, including the user interface, integration possibilities, and the development record of the company. This software is the gateway for all things facility management. Is it able to meet your expectations and needs?

Phase III: Design and build the system

Once you have the software, start to plan your workflows. How will you integrate the new facility management software into your business operations in order to create a system solutions. Take a look at the following:

You could automate processes and tasks through the platform. You can use the software to collect data and create reports. Software integrates communication and collaboration options Technology considerations are necessary for proper integration Platform needs to rebuild manual or outdated processes.

Consider everything you have learned in Phase 1 and how these needs, wants and expectations can be incorporated into the software. This will help to create a truly facility management system. Expect some challenges. There will be many square pegs and round holes. You should take the time to ensure that each aspect of the system works correctly the first time. As the system becomes a standard, there will be fewer problems.

Phase IV: Programming and deployment

Make sure your facility management system is properly programmed before you roll it out. Pre-emptive rollouts can cause disruptions and frustrate employees. These are the last stages of a deployment.

1. To ensure that all processes and workflows work, test them.

2. Set up credentials and tiered permissions to users and stakeholders.

3. Identify cross-departmental considerations such as portals or workflows.

4. Confirm the integrations and accessibility of applications.

5. To close any security holes, run a security audit.

This is the wax, polish, and wash stage. It is the final touches before your facility management software can hit the road. You should keep in mind that every company grows and will have new challenges. A constantly evolving facility management system is essential. You might not use what you create and deploy today, but it is there to help you get there.

Phase V: Normalise use

You can make your facility management system the basis of everything you do. It should be the foundation of your facility operations and the basis for all decision-making. It is the only way to get back your investment and reap the benefits.

You'll find it much easier to implement facilities management software if you follow each of the five phases. This is a gradual process that will ensure you meet your facility's needs by working backwards to identify them and then selecting the software that best suits them. It is not an easy task. Yes, it is a difficult task but one that comes with a roadmap. You will see a facility management system that allows your business to grow.

It is difficult to manage and maintain facility operations. Facilities management software such as CMMS has made a significant change in the way that facilities management is done. This has resulted in a better performance for maintenance departments.

These are few steps to help you successfully implement facilities management.

1. How to effectively manage spare parts inventory

Begin by organizing your spare parts inventory. Imagine not being able to find a crucial part when you really need it. It will not only slow down your process, but it will also cost you time and money. The maintenance supervisors will be able to locate any part they need at any time and at any place if the maintenance unit is organized.

Energy management software is used to keep track of all organizational assets and to automatically re-order parts so that spare parts are always available. It makes repairs easy. It also provides precise information about the location of parts, so you don't have to waste time looking through warehouses.

2. Minimize Paperwork

The benefit of using technology and software such as CMMS is that paperwork can be eliminated. Software can also be set up to automatically record information. Maintenance staff can also view all information linked to work orders/tasks from their smartphones or computers. Maintenance experts will be able to forget the days of searching through folders and filing cabinets to find the information they need.

3. Increase Productivity

Next, increase productivity within the facility. The computerized maintenance management system can be connected to various mobile devices. This allows you to access real-time data, issue workorders from your workstation, and inspect inventory. This will reduce your travel time by a lot. CMS provides maintenance technicians important information about processes, tools, and parts that are required to complete a task. This allows them to work uninterrupted and without delay.

4. Reduce downtime and repair costs

It is important to make efforts to reduce downtime and repair costs in your company. You will lose revenue and your business's reputation. Downtime can also cause a serious damage to your bottom line.

Planned maintenance can reduce equipment downtime. You can maintain structures and assets by using preventive maintenance software. This will reduce their vulnerability to failures which in turn means lower maintenance costs.

5. Conformity to Regulation Standards

Next, you must adhere to regulations standards. Respect the national and Global regulatory requirements. Maintenance administrators are often subject to periodic audits by regulatory authorities. A CMMS can be used to prove regulatory compliance and reduce the amount of paperwork required for audits. Reports can be created that show the maintenance performed on critical machinery. This makes compliance traceable and reduces the chance of being penalized.

6. Safety Boost

Warehouse management software can help you maintain and check your equipment regularly. It will also ensure that safety standards are met to prevent major malfunctions and other failures. This improves safety and decreases work-time lost due to mishaps. This will make both the workers and the environment safer.

7. Reduce Overtime

The final step is to reduce overtime. By reducing the need for maintenance and emergency repairs, mobile CMMS can reduce overtime. Your repair team can be more efficient and effective by scheduling maintenance. Choose the right company to choose the right CMMS for you.


It is essential that maintenance be done regularly. Maintenance should not be seen as an additional expense. Instead, it should be viewed as a profit centre. A CMMS that is right for your operation can make it more productive. Every business's heart is its facility. Each business wants to take good care of its facility. The Facility Management System is the best way to manage your facility. There are many questions that you may have. What is a facility management program? This system is important. What are the key features of the Facility Management System? Let's now discuss the answers to these questions.

Facility Management (FM), a maintenance management system, focuses more on the maintenance of a facility than its assets. This system is designed to make it easier for you to manage your space, building, occupants, and other resources more effectively. The majority of facility management tools are becoming more sophisticated, integrated, and advanced. Facility Management platforms provide a variety of options to help you keep track of all the things they can do. We know that not everyone will need all the features offered. Therefore, we have created a facility management checklist that can help you to identify your needs and organize your search for facilities software.

These facility management software features can save companies money by optimizing space and energy usage, as well as increasing employee productivity. This can help you decide what features to prioritize when searching for software. These features can help you manage your facility. Contact us today, to know more about our services and approach towards facility management system.

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