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Facility Management Software

Facility management software provides a centralized platform to efficiently manage and optimize the operations and maintenance of physical facilities and assets. It enables the aggregation of data from various facility-related systems and the automation of workflows to streamline facility administration for organizations of all sizes and industries.

Facility management encompasses diverse functions ranging from real estate and workspace management to maintenance, security, utilities, and sustainability. The goals are to improve service delivery, reduce costs, and enhance occupant experience. Software solutions in this space aim to digitize processes and provide data-driven insights to meet these strategic objectives. 

This overview covers key things to know about facility management software including capabilities, benefits, limitations, and selection criteria.

What is Facility Management Software?

Facility Management Software

Facility management software is a cloud-based or on-premises solution that consolidates data, workflows, and processes required to manage buildings and property into a centralized hub. It connects various systems and data sources across different facilities into an integrated dashboard to optimize operations and maintenance.

Key capabilities include:

  • Workspace and Move Management: Visual directory of spaces, occupancy tracking, move planning.
  • Maintenance Management: Track assets, schedule and assign work orders, manage parts/inventory.
  • Compliance and Risk Monitoring: Ensure safety and policy adherence, manage certificates and documentation.
  • Sustainability Tracking: Monitor energy usage, and identify optimization opportunities.
  • Contract and Vendor Management: Maintain supplier details, renewals, and service-level agreements.
  • Technology Integration: Connect BMS, access control, sensors, and IoT systems into unified data.
  • Reporting and Analytics: Real-time dashboards and custom reports on all facility data.
  • Communication Tools: Enable collaboration between facility managers and stakeholders.
  • Mobile Access: Manage tasks, and view alerts remotely via native mobile apps.

By centralizing all facility-related information and workflows into an integrated system, facility management software enhances operational efficiency, data-driven decision making and occupant experience.

Features of Facility Management Software

  • Customizable Dashboards: Drill-down capabilities to view high-level facility KPIs and detailed system data.
  • Workspace Management: Interactive floor maps and seating charts for move planning and occupancy management.  
  • Maintenance Management: Work order and preventive maintenance scheduling. Parts inventory and asset tracking.
  • Contract Management: Maintain supplier information with renewal and expiry alerts.  
  • Resource Scheduling: Assign tasks and technician schedules based on availability, skillsets, and regions. 
  • Workflows and Automation: Configure rules and triggers to streamline request management and approvals.
  • Mobile Access: Manage tasks and access facility data on the go via native iOS and Android apps.
  • Integrations: Connect to BMS, BAS, HVAC, and other building systems, IWMS, ERPs, and Accounting Software.
  • Notifications and Alerts: Get notified on urgent issues like outages, work order updates, and non-compliance. 
  • Reporting: Custom reports, KPI dashboards, and self-service analytics. Export data to Office formats.
  • Communication: Chat, forums, and task comments help different teams collaborate.

Benefits of Facility Management Software

  • Increased Efficiency: Automate repetitive tasks. Streamline workflows for maintenance, moves, and other services.  
  • Improved Visibility: All departments get access to centralized facility data dashboards relevant to their context.
  • Enhanced Communication: Collaboration tools connect facility managers, technicians and stakeholders.
  • Faster Decision Making: Data-driven insights from unified records enable rapid issue resolution.  
  • Better Resource Planning: Detailed utilization reports and scheduling help optimize staff and assets. 
  • Lower Costs: Right-sized maintenance improves equipment lifespan. Energy tracking reduces utility bills. 
  • Reduced Downtime: Real-time alerts on critical issues like power failures help reduce downtime.  
  • Regulatory Compliance: All certificates and maintenance records are digitized in a centralized system.
  • Improved Occupant Experience: Higher space utilization, and faster response time to requests.
  • Platform for Innovation: IoT integrations provide the foundation for futuristic applications like remote equipment monitoring and predictive maintenance.

Limitations of Facility Management Software

  1. Steep Learning Curve: Can be challenging to onboard non-technical users without proper training.
  2. Significant Upfront Setup: Integrating data sources, migration of legacy data and configuring rules requires effort.
  3. Potential Data Silos: Without proper change management, teams may continue using legacy systems in silos.
  4. Lack of Customization: Some solutions have rigid workflows that may not match specific organizational needs.
  5. Mobile Access Challenges: Features may be limited on smartphone apps compared to web dashboards.  
  6. Additional Costs: Custom integrations, IoT sensors, and premium mobile features may need extra investment.
  7. Security and Compliance Needs: Facilities data may need high levels of encryption, access control, and audit logs.

How to Choose the Best Facility Management Software?  

Selecting facility management software that aligns with your organizational requirements entails:

  • Identifying facility data sources and integration needs. Evaluate API and export capabilities.
  • Considering core features for maintenance, workspace, contracts, and sustainability tracking.
  • Comparing mobile app capabilities, especially for onsite facilities personnel.  
  • Assessing options for custom workflows vs prebuilt templates to balance flexibility and ease of setup.
  • Checking for collaboration features like embedded messaging for cross-team interactions.
  • Validating vendor reputation and stability. Review customer testimonials and case studies.
  • Considering deployment options: SaaS, on-premises, hybrid. Understand scalability needs.
  • Comparing solutions across pricing models: subscription, perpetual license, per-user fee.
  • Evaluating training resources and post-implementation support.

Leading solutions offer robust core feature sets prebuilt for the facility management industry. They provide the flexibility to activate modules and custom-tailor workflows aligned to your use cases. While ease of use, mobile access, and fast deployment are important, also assess long term extensibility, especially integration capabilities, to avoid painted in corners as needs evolve. 

Secure executive buy-in by building a strong case for ROI through quantified benefits: risk mitigation via compliance tracking, reduced equipment downtime, improved resource planning, and enhanced occupant satisfaction. With the right solution, you can improve services levels while optimizing operational costs in managing complex facility ecosystems.

FAQs about Facility Management Software

How is facility management software different from CMMS or IWMS? 

CMMS refers to specialized maintenance management solutions while IWMS covers integrated workplace management. Facility management software delivers a broader enterprise-wide view across maintenance, real estate, sustainability, compliance, vendor management and other interdependent aspects.

What are some key features to look for in facility management software?

Core features include interactive floor plans, maintenance and work order management, asset tracking, contract lifecycle management, dashboard analytics, mobile access, and integrations with major building systems.

Who are the primary users of facility management software?

The primary persona is the facility manager overseeing daily operations and end-to-end lifecycles. Technicians rely on the mobile apps. Other stakeholders are executives, building managers, sustainability heads, and IT teams supporting the integrations.

What are some benefits of centralizing facility data into an integrated software solution?

Consolidating data delivers enhanced visibility for monitoring and optimizing building systems. It streamlines communication across teams enabling swift issue resolution. The data also aids long-term planning: from space utilization to preventive maintenance.

What are some key metrics and KPIs facility managers track with the help of dashboards?

Common metrics are response times and resolution rates for work orders, asset uptime, energy consumption, occupancy rates, lease renewal tracking, technician utilization rates, maintenance costs, and frequency.

Does the software help with regulatory compliance needs?

Robust solutions provide tools to centralize compliance certificate information and track renewals. Maintenance logs aid with safety audits. Customized preventive maintenance plans help meet inspection standards.  

How can facility management software integration with IT systems like sensors and BMS help?

Integrations enable consolidating granular real-time data from building automation systems. These powers use cases like remote equipment monitoring, predictive maintenance, energy optimization, and more.

What training and support options should be evaluated when selecting a vendor?

Look for classroom workshops, online tutorials, training certifications, knowledge bases, community forums, and context-sensitive in-app guidance. Onboarding services and technical support responsiveness are also important.