Imagine a system that simplifies managing everything in your facility, from room bookings to repair requests. That’s what facility management software does.
If you are in charge of a busy office building, residence, or another facility type, you’ve probably got meeting rooms to schedule, maintenance requests to track, energy bills to pay, and many other tasks. Handling all of them can be stressful, especially if you’re relying on outdated methods like spreadsheets and sticky notes.
Facility management software is essentially a digital assistant for your physical space. It brings together all the tasks involved in keeping your facility functioning smoothly. Whether you’re a property manager, business owner, or facility director, this software can be a big help.
In this article, we will talk about what a facility management system is, what features it offers, and how to choose between off-the-shelf and custom facility management solutions.
What Facility Management Software Is
A facility management (FM) solution is a digital tool designed to help organizations manage and maintain their physical assets and infrastructure. These assets include buildings, equipment, and other physical resources that are crucial for the daily operations of a business.
While in 2024, the facility management software market size is valued at $2.35 billion, only in 5 years, it will double and reach $4.39 billion. This all due to the transformative power of facility management solutions to streamline operations, boost productivity, automate a lot of work, and more.
At its core, facility management systems integrate various tasks into one platform. They allow facility managers to track and manage maintenance activities, schedule repairs, and keep an eye on the condition of equipment and buildings. This software also helps in monitoring and managing space utilization, ensuring that the available space is used efficiently and effectively.
One of the key aspects of a facility management solution is its ability to provide a centralized database. This database stores all the information related to property management, including maintenance schedules, equipment details, and work orders.
With all this data in one place, facility managers can quickly access the information they need to make informed decisions. This centralized approach reduces the chances of errors and miscommunications, which can be common when dealing with multiple spreadsheets or paper records.
Another important function of facility management systems is the capability to automate many routine tasks. For example, such systems can automatically generate maintenance work orders when equipment is due for servicing. This automation helps in reducing the workload of facility managers and ensures that maintenance tasks are not overlooked. Additionally, the software can send reminders and alerts for upcoming maintenance or inspections, helping to keep everything on track.
Facility asset management software also often includes features for tracking compliance with various regulations and standards. This is especially important for industries that have strict regulatory requirements, such as healthcare or manufacturing.
By using the software, facility managers can ensure that all necessary inspections and maintenance tasks are completed on time, helping the organization to stay compliant with relevant laws and standards.
Communication is another area where FM software plays a crucial role. It often includes tools for coordinating with maintenance staff, contractors, and other stakeholders. This ensures that everyone involved in the maintenance and management of the facility is on the same page and can collaborate effectively.
In summary, facility management software is a vital tool for organizations that need to manage their physical assets and infrastructure. By using this software, facility managers can ensure that their facilities are well-maintained and operate efficiently, supporting the overall goals of an organization.
Features and Modules of Facility Management Solutions
According to Gartner insights, in 2022, 25% of organizations spent between 16% and 30% more on property and facility management software than they did the previous year. This is because of the variety of features offered in facility software helping organizations manage their physical assets and infrastructure.
These features, often referred to as modules, cover different aspects of facility management, making the software versatile and comprehensive. Here are the main ones:
Maintenance management
Maintenance management is a core feature. This module allows facility managers to schedule and track maintenance activities.
It includes tools for creating work orders, assigning tasks to maintenance staff, and tracking the progress of each task. With this feature, managers can ensure that all equipment and facilities are properly maintained and functioning efficiently.
Asset management
This is another crucial module of FM software. This feature helps in keeping track of all the physical assets within an organization. It includes a detailed inventory of all equipment, furniture, and other assets.
Managers can record important information about each asset, such as purchase date, warranty details, and maintenance history. This helps in monitoring the lifecycle of assets and making informed decisions about repairs or replacements.
Space management
Space management is a feature that helps organizations optimize the use of their physical space. This module of facility asset management software provides tools for planning and managing space allocation within a facility. It includes floor plans, occupancy tracking, and space utilization reports.
With this feature, managers can ensure that the available space is used efficiently and can plan for future space requirements.
Work order management
The next feature that can be added to an FM solution is work order management. It simplifies the process of managing maintenance and repair tasks.
This module allows managers to create, assign, and track work orders. It includes tools for prioritizing tasks, setting deadlines, and tracking the progress of each work order.
This feature of facility software helps in ensuring that all maintenance and repair tasks are completed on time and efficiently.
Compliance management
Compliance management is a feature that helps organizations adhere to various regulations and standards.
This module includes tools for scheduling and tracking compliance-related activities, such as inspections and audits. It also provides documentation and reporting tools to ensure that all necessary compliance records are maintained.
Reporting and AI analytics
AI analytics and reporting provide valuable insights into facility operations.
This module of facility maintenance software typically includes tools for generating various reports, such as maintenance reports, asset utilization reports, and space management reports.
It also includes analytics tools that help in identifying trends and patterns in facility operations. With this feature, managers can make data-driven decisions and improve the overall efficiency of facility management.
Inventory management
Inventory management is another feature that helps in managing the inventory of maintenance supplies and spare parts.
This FM software module includes tools for tracking inventory levels, reordering supplies, and managing stock. It ensures that the necessary supplies are always available for maintenance activities, reducing downtime and improving efficiency.
Vendor management
With the help of this module, facility employees manage relationships with external vendors and contractors.
The module includes tools for tracking vendor performance, managing contracts, and coordinating with vendors for maintenance and repair tasks. With this feature, managers can ensure that all external services are provided efficiently and cost-effectively.
Energy management
This feature of facility management systems helps organizations monitor and manage their energy consumption.
This module is usually added to hotel management systems and includes tools for tracking energy usage, identifying energy-saving opportunities, and managing energy-related projects. When having this feature, organizations can reduce energy costs and improve sustainability.
In summary, facility management software offers a wide range of features that cover different aspects of facility management. By utilizing these features, organizations can streamline their facility management processes and improve overall efficiency.
Benefits of Having Facility Asset Management Software
Such software offers numerous benefits that can significantly improve the operations of any organization. These benefits make it a valuable tool for businesses operating in various industries that go far beyond property management.
In particular, facility management in the healthcare, education, and government sectors. Here’s the breakdown of the global facility management market share by industry according to Fortune Business Insights:
But what makes facility management solutions so popular across domains? Let’s look at the key benefits it can bring to businesses.
Improved efficiency
One of the main benefits of using a facility management system is improved efficiency. By automating routine tasks and centralizing information, the software reduces the time and effort needed to manage facilities.
Facility managers can quickly access necessary data, schedule maintenance, and monitor tasks without juggling multiple systems or manual records. This leads to smoother operations and faster response times.
Cost savings
A facility management solution helps organizations save money. By optimizing maintenance schedules and tracking asset conditions, the software helps prevent unexpected breakdowns and expensive repairs.
Regular, planned maintenance is more cost-effective than dealing with emergencies. Additionally, the reporting and analytics capabilities can identify areas where costs can be reduced, such as energy consumption or space utilization.
Enhanced asset lifespan
Proper maintenance is key to extending the life of assets, and FM software excels in this area. By keeping track of maintenance schedules and ensuring tasks are performed on time, the software helps keep equipment and facilities in good condition.
This reduces wear and tear, prolongs the lifespan of assets, and delays the need for replacements, ultimately saving money.
Better space utilization
Effective space management is another significant benefit. Facility management systems provide tools to track and optimize the use of available space.
Organizations can ensure that every area is used efficiently. This is particularly useful for growing organizations or those looking to downsize.
Improved compliance
Compliance with regulations and standards is crucial in many industries. Facility management solutions help ensure that all compliance-related tasks, such as inspections and audits, are completed on time.
This reduces the risk of non-compliance penalties and helps maintain a safe and compliant work environment. The software also provides documentation and reporting tools to keep all compliance records organized and easily accessible.
Enhanced communication
Effective communication is vital for smooth facility operations. Facility asset management software facilitates better communication among facility managers, maintenance staff, and other stakeholders.
It provides tools for coordinating tasks, sharing information, and tracking progress. This improved communication helps ensure that everyone is on the same page and can quickly address any issues that arise.
Data-driven decision making
The software’s reporting and analytics capabilities provide valuable insights into facility operations. By analyzing data on maintenance activities, asset conditions, and space utilization, facility managers can make informed decisions to improve efficiency and reduce costs.
Data-driven decision-making, in turn, leads to more strategic planning and better resource allocation.
Ready to enjoy all the benefits of implementing facility management software?
Contact us for a free consultation where we will explore your challenges and needs and prepare an effective tech strategy for your facility management.
Reduced downtime
By ensuring that maintenance tasks are performed regularly and efficiently, facility maintenance software helps minimize downtime. Equipment and facilities are less likely to break down unexpectedly, which means fewer disruptions to operations. This leads to higher productivity and a more reliable work environment.
Sustainability and energy savings
Such software can also contribute to sustainability efforts. By tracking energy usage and identifying opportunities for energy savings, the software helps organizations reduce their environmental impact.
Implementing energy-saving measures can lead to significant cost savings and support corporate sustainability goals.
In summary, facility management software provides a wide range of benefits. These benefits make it an essential tool for any organization looking to streamline facility management processes and achieve greater operational efficiency.
Custom vs. Off-the-Shelf Facility Management Systems: Choosing the Right
Facility management software can come in two main forms: custom-developed solutions tailored to your needs and off-the-shelf software with pre-built features. So, which one is right for you? Here’s the breakdown prepared by our specialists that may help you decide.
Off-the-shelf software: Off-the-shelf systems are pre-built with a range of common features, like work order management and space booking. They’re typically more affordable upfront and can be up and running quickly.
Pros:
- Cost-effective: Generally less expensive than custom development.
- Quicker implementation: Ready-to-use with minimal setup time.
- Regular updates: Providers frequently update features and security patches.
- Proven functionality: Features are well-tested and reliable.
Cons:
- Limited customization: May not perfectly match your specific workflows.
- Scalability limitations: Might not adapt well to significant growth or changes.
- Integration challenges: Integrating with existing systems can be challenging.
Custom software: A custom property management solution is built from scratch to address your unique needs and workflows. It offers the ultimate flexibility and can integrate seamlessly with your existing systems.
Pros:
- Perfect fit: Tailored features that match your specific processes.
- Scalability: Can grow and adapt alongside your business needs.
- Integration ease: Seamless integration with existing software and hardware.
Cons:
- Higher cost: Custom development requires a significant investment upfront.
- Development time: Can take longer to design, build, and implement.
- Ongoing maintenance: Requires ongoing software maintenance and support from developers.
So, which one should you choose? Here’s a quick tip:
- Choose off-the-shelf if: You have a standard facility layout and workflows, budget is a major concern, and you need a quick solution.
- Choose custom development if: Your facility has unique needs, you anticipate significant growth, and secure integration with existing systems is crucial.
Ultimately, the best choice depends on your specific requirements and resources.
Don’t hesitate to consult with our specialists to discuss your needs and explore which option would be the most beneficial for your situation.
Forbytes: Your Partner in Facility Management Software Success
Choosing the right facility maintenance software is just the first step. Whether you decide on a custom solution or an off-the-shelf product, implementation is key.
Forbytes can be your trusted advisor throughout this process, here’s how we can help:
For off-the-shelf solutions:
- Selection assistance: Our team of experts can help you navigate the wide range of off-the-shelf facility software options. We’ll assess your needs and recommend solutions that best fit your requirements and budget.
- Implementation & configuration: Don’t worry about the technical side of implementation. Forbytes can handle the process entirely, ensuring the system is configured and tailored to your specific workflows.
- Integration services: Need to connect your new facility asset management software with existing systems like accounting or HR? Our team can handle those integrations seamlessly.
For custom facility management software:
- Needs assessment & planning: We start by working closely with you to understand your unique facility needs and processes. Together, we’ll define the functionalities and features that will be most beneficial for your day-to-day operations.
- Software development: Our team of experienced software developers will design and build your custom facility management solution, ensuring it meets the highest quality standards.
- Training & support: Once the software is up and running, Forbytes will provide comprehensive training for your team. We’ll also be there for ongoing support to answer any questions and ensure you get the most out of your new system.
No matter which path you choose, Forbytes is here to help you get the most value out of your facility management software.
Contact us today to schedule a free consultation and discuss how our expertise can take your facility operations to the next level.
