The debate over the usefulness of facility management software is already concluded with recognizing its effectiveness in providing greater accuracy and better record keeping abilities than a paper-based system.
A whole bunch of articles and blog posts can be found on the internet listing the essential features of facility management software (FMS) that help an organization to work effectively, efficiently, and integrally. To know better about the effectiveness of FMS, we are listing here the features that actually help a facility manager in better solving their issues and managing their tasks.
Here are 6 effective features of facility management software:
Ability to Generate, Assess, and Prioritize Work Request:
A Singular and Integrated System:
Track Work Orders and Data History:
Helps in Tracking Consumable Inventories:
Preventive and Scheduled Tracking of Maintenance:
Facility managers are loaded with so many tasks that it becomes very tedious for them to organize each and every task according to their nature, priority, and relevance. Facility management software allows generating work request with complete details and notifying other personnel on what type of service is in need. It helps in proper delegation of the task.
An associated feature is the ability to put ‘priority’ on important work requests. This way it helps the recipients such as contractors, sub-contractors, and suppliers to prioritize and complete the high-importance task first.
Being a single and fully integrated system, it helps in reducing time and effort applied for getting a job done. With proper categorization of tasks, it saves the facility managers from wandering and keeping away the redundancy.
The integrated system comes with single support network where you have one point of support for all facility management software needs: a single point of contact for all software issues, relationship with your support team, multiple problems can be solved with one phone call. It also helps in maintaining internal and external consistency at all levels by allowing easier establishment of best practices, and smooth and efficient workflow.
The main goal of tracking work orders is to keep a check on the trends of work orders as a future reference. It gives options to track work orders on a monthly, quarterly, half-yearly or yearly basis. This helps the facility managers in evaluating the areas that need greater focus and attention.
It also allows tracking the equipment’s data like their history of issues, errors, and problems to prevent experiencing redundant issues. This way it minimizes the repair cost of equipment that is getting the same issues or defects.
Facility managers have a huge pile of work to complete on a daily basis. Meanwhile, they forget about identifying the though-tiny-but-important consumable inventories like tissues and light bulbs that require scheduled orders. The absence of the stock of these essential items can annoy your tenants.
Facility management software helps keep a check on the stocks of all the consumable as well as non-consumable items by setting a stock updating alarm-like system in place. This keeps the facility from being short on any essential reserve.
Facility managers also have to take care of the maintenance of the building and its components. The task involves disciplines such as painting, decorating, carpentry, plumbing, etc. These tasks come without warning but facility management software keeps a data of history of every maintenance work and their next probable date of maintenance. Not just that, it keeps a record of the contractors and sub-contractors who supplied the parts or provided the maintenance service.
The facility manager is also responsible for maintaining the building at its best and complies with all safety standards. The facility manager needs to take care of all legal processes of the building and those important schedules will not be missed through the help of facility management software.
Facility managers being the agents of delivery of support and services for an organization take great help from cloud-based or web-based facility management software in managing every aspect of the infrastructure and personnel management from their mobile, computer or personal laptops. This feature helps facility managers address urgent matters and access important files without the burden of rushing back to your office.
Because the data is stored on the server outside the office building, it provides an added level of security to them in case any disaster hits the office building such as a fire caused by a short circuit or the collapse of the building due to earthquake.
Good facility management software with the above mentioned features eases facility manager’s tasks at different levels to attain greater efficiency and effectiveness of the job being done.
Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.