Building management and maintenance is the most challenging task as you have to manage maintenance requests from employees, maintain a regular preventative maintenance schedule of equipment, track labor and equipment costs for each maintenance task, keep a track of work order completion and their history, prepare reports on spending and work schedules. As a building maintenance manager, your responsibility is to avoid downtime, reduce maintenance costs and ensure an efficient building operation.
Organizing the maintenance activities for each building, apartment or floor where your company is located can be quite overwhelming. Planning the tasks manually is not only time-consuming but also inefficient. Manual management has various risks such as incorrect data entries, missed scheduling, chaotic asset management, among others. There is no simple and effective way of manually tracking building maintenance activities such as routine checkups of structures, foundations and unplanned tenant issues like leaky faucets.
Whether you are running a small or large organization, there are multiple activities you will have to coordinate to keep your building operating properly and encourage a clean and safe working environment. However, there is one efficient way of planning for the maintenance activities of a building: using a building maintenance software. You can use building maintenance software to uphold the maintenance standards of your factory, plant or other types of buildings. The software is more efficient, saves on costs and improves your staff’s and customers’ happiness.
Efficient coordination of activities at the workplace is crucial to improving employee productivity. Moreover, an excellent physical environment enhances the quality of life of your staff and customers that visit the building.
Read on for an overview of the uses and benefits of building maintenance software:
Features of Building Maintenance Software
The features of a building maintenance software are important in the coordination of activities at your organization. Among the primary features of the software are:
- Asset management
- Space management
- Safety protocols
- Maintenance management
- Inventory database
- Staff attendance
- Process scheduling
Let’s look at how some of these features work and the impact they can have in your company:
Building maintenance software applications may have a maintenance feature, which is sometimes referred to as a work order application. Building maintenance is an important feature of facilities management software given that your employees spend most of their working time inside the buildings.
The maintenance management module allows automation of communication and processes status updates for requesters. Requests for assignment or approval can also be routed through the application. Automation improves the efficiency of the work order process by reducing the time required to receive, process and complete tasks. Staff members can submit their tasks directly to their supervisors online through the application. As a result, the time spent on meetings, emails or phone calls will significantly reduce.
Improve Communication among Teams
Using building maintenance software can improve communication between the maintenance team and your staff. This can be done through different ways, including instant online status updates and automatic email updates.
The reporting feature of the software provides the senior management with accurate visibility of the various processes of the company. Managers can request reports of the tasks their teams may be in charge of and immediately flag up problems made. Moreover, through the reports, managers can determine the workload and budget of the maintenance department through an analysis of costs and work hours.
Better Organization Planning
Building maintenance software applications also have a planning module. External challenges such as new tax regimens and compliance requirements may mean restructuring the budgets of various departments, leading to limited resources. To ensure your company stays on course to reaching its objects, it is essential to plan properly. Proper planning will enable you to come up with more accurate budgets that are based on the primary needs of your departments.
You can also use the application to schedule regular preventative maintenance, be it daily, weekly, monthly or annually. Scheduling is important to ensure your building systems are in excellent condition and work effectively. Regular preventative maintenance reduces the frequency and severity of breakdowns and increases the lifespan of the facility systems. In turn, the business will end up saving money on repairs.
Some building maintenance software programs also have features that allow assessment of the physical condition of the buildings.
All assets of your business, from furniture to gym equipment, computer systems to vehicles, should be tracked. Among the asset information that should be available include the departments where they are used, their location, how frequently they are used, and when they are scheduled to be repaired, maintained or replaced. Building maintenance software has asset management features that can help to ensure optimal use of the items in your business.
Through asset tracking and management, you can uncover the most efficient use of assets and deploy them in the departments where they will be most valuable. Your business can incur costs if there is no effective and accurate way of tracking assets. For example, you may end up buying new equipment for use because you did not know the business already had them. This could have been avoided through asset tracking and management.
Tracking the exact locations of the assets is also important during annual audits. Through the asset management application, you can quickly see all the assets of your business. This could be helpful in various cases, for example, you can make accurate insurance claims fast in the event of a theft or large-scale fire.
Choosing a Building Maintenance Software
The needs of your organization should guide you in determining the best building maintenance software to choose. Ideally, the software you select should offer a fully-integrated system that includes important features such as purchases, work order planning and scheduling, inventory, preventative maintenance with building task libraries, and full report systems. These are the primary features you would need to effectively manage the challenges of your operation.
The building maintenance software should also be user-friendly and fit in your form of management. The software should have powerful tools and features for automating maintenance management, create effective routines and help you to resolve issues revolving around control of your equipment.
By using the right building maintenance software, you will never miss repairing your furnace, elevator, roof or other facets of your maintenance. The software will ensure you are always on top of your building maintenance plan.
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.