Facilities management software solutions help align the physical workplace with people who perform the work. This encompasses a range of activities, from asset management to equipment maintenance to work order processing. Consequently, there are a wide range of applications available to help facility managers control day-to-day operations. The facilities management software landscape stretches wide, and vendors can choose from a number of platforms to best service their management needs.
In general, facility management software is designed to manage assets and equipment, streamline the work order processes, and reduce space and maintenance costs. Most software applications offer an automated system for managing preventative and scheduled maintenance of an organization’s facilities and assets. It gives lower-level workers tools to work efficiently and enter data about repairs, parts, and materials, and offers managers control and visibility into maintenance histories, compliance, and the condition of company property.
Facilities management software plays a role in organizing and managing duties for a variety of industries, including government offices, campuses, religious institutions, manufacturing centers, property management companies, healthcare facilities, and myriad of corporate offices. It’s versatility makes facilities management software adaptable for almost any use case, but it can also lead to feature-bloat and unnecessary complexity. Furthermore, there are multiple different subcategories, including computerized maintenance management software (CMMS), enterprise asset management (EAM), and integrated workplace management systems (IWMS). While similar in design and function, there are important distinctions between each type.
This facilities management software guide will provide tips for managers and decision-makers during the purchase process. You’ll find insights on essential features, techniques for product comparison, and use case examples. You’ll also gain a better understanding what facilities management software can offer and how to narrow your search.
A comprehensive facilities maintenance platform works to extend the lifespan of assets, and in turn, minimize the cost for ownership. Through scheduled and preventative maintenance, this kind of software cuts down on reactive maintenance costs and inconveniences. Developing a rigid asset upkeep schedule ensures that assets perform at their peak while maintaining a smooth operational schedule and employee safety. Users can access detailed reports to determine replacement times and costs. Managers can track labor resources and determine employees most qualified for specific assignments.
Facilities maintenance software platforms organize the administrative, inventory, and labor resource aspects of an organization. The streamlined connection between office administrators and service technicians minimizes miscommunication and increases efficiency between departments. User can connect specific jobs with qualified employees and track job times for future decision-making. Managers also use facilities management to determine ongoing maintenance needs and provide upkeep for existing assets.
With facilities management software, organizations can empirically reevaluate their energy performance and identify areas to cut waste. Reporting dashboards offer a detailed view of energy consumption, resource allocation, and time per job to point out operational inefficiencies. This analysis demonstrates how an organization is performing and where there’s room for improvement.
Denton Rehabilitation & Nursing Center is a professional, skilled nursing care center that supports patient recovery after a hospitalization. With on-site physical, occupational, and speech therapists, the staff accommodates long and short-term recoveries. The campus stretches across wooded and scenic grounds just outside of Dallas, TX, and patients are offered varying degrees of independent living, depending on their needs.
Maintenance supervisors needed a mobile application to manage facilities and services in real-time. Workers were spread out around the campus and needed a one-platform solution for reporting work issues and avoiding multiple entries. After researching various facilities management, EAM, and CMMS solutions, the team decided on UpKeep because of its mobile-first design. The biggest hurdle was justifying costs to upper-level management, but proponents of the software conveyed UpKeep’s ability to streamline workflow, reducing costs and increasing asset uptime.
At Denton Rehabilitation & Nursing Center, the UpKeep mobile application has expedited work orders and reduced redundancy for users, helping the maintenance department be more effective. Users emphasize the importance of the mobile application for maintenance software: “We have absolutely no issues with work orders being lost now,” Ryan C. from Denton said. “We also have a more structured process, because of the app . . . and we don’t have multiple entries for the same issue.”
UpKeep maintains communication between maintenance crews that work at different sites. The system has allowed for more time working in the field, and less time updating information or traveling between site/office and back. Ryan said, “Our facility has used the Upkeep App for about nine months now. It has been a great asset for us. The app has greatly improved our maintenance process, from reporting issues all the way down to completed work orders. We see a much better turnaround time from issues reported to work completed.”
Use the Product Selection Tool above to compare dozens facilities management software options based on your unique requirements. Build a shortlist of 3-5 final contenders, and try to run a demo or free trial of each. Does the interface make sense? Do the workflows match your own? Does the vendor provide accessible customer support for issues?
When you’re ready, take your final recommendations to the appropriate decision-maker, and choose a vendor that fits your budget. Still have questions? Call one of our unbiased Technology Advisors for a free consultation.