How to Implement Facility Management Software and Why?

Businesses face tough competition and complexity due to big projects and networks. They put a lot of effort into creating strong frameworks to guide the work. However, while focusing on bigger goals, they often neglect facility management, such as building HVAC systems, fire protection systems, corporate assets, etc. This leads to inefficiencies and maintenance issues in the company. This is where facility management software, aka FMS, comes in.

FMS is where everything from maintenance to organization comes together perfectly. It is much more than just spreadsheets or sticky notes. It is a specialized software for facility management that is considered the focal point in managing a company’s facilities, like infrastructure, plant and machinery, waste management, space planning, etc.

Today, we are going to discuss why companies are moving towards a facility management system and how you can implement it. Let’s get started…

What is Facility Management Software (FMS)?

Facility management software is a custom tool that helps companies maintain and manage their building, equipment, infrastructure, and other corporate physical assets. This advanced software enables planning, deployment, and control of all the workflows within the space. Some forms of this software also provide digital solutions that use building floor plans and data to efficiently execute, track, report, and communicate important facility maintenance activities. It helps employees manage tasks like communication, scheduling, repair, and maintenance from a web-based panel, further ensuring the safety, control, and efficiency of the people and assets. 

Moreover, facility management software solutions help companies minimize downtime, enhance operational efficiency, and simplify infrastructure management. 

As an outcome, software for facility management helps organizations simplify workflows and save considerable effort, money, and time. It’s also somewhat like a warehouse management system (WMS) but offers different features and functionalities.

Types of Facility Management Software

Every company may have different needs for FMS. Fortunately, these software offer different functionalities at different levels of business. So now let’s explore those types:

1) IWMS (Integrated workplace management system)

IWMS software integrates multiple facets of facility management, like space, resource, asset, and maintenance management. With IWMS, anything can be handled from a real estate portfolio to floor plan creation. It is used to optimize resource and property management procedures as well as to manage people and activities inside a facility.

Common features of IWMS software include: 

• Space and asset allocation
• Asset management
• Resource management
• Real estate and lease management
• Building performance analysis
• Energy performance reports
• Preventive maintenance management
• Capital project management

2) CAD/CAFM (Computer-aided facility management)

Computer-aided facility management software (aka CAFM) is an FMS that integrates CAD drawings into facilities and improves daily operations. It facilitates the planning, execution, and overseeing of all tasks related to workplace and space management. It lets managers enhance long-term planning of space, facilities, preventative maintenance, budgets, and customer service requests to fully match with company goals. CAFM software is often used by HOAs, universities, schools, and other organizations with public facilities. The main goal of this software is to increase operational efficiency by collaborating with groups and individuals.

Its common features include:

• Digital floor plans and space visualization
• Asset tracking linked to layouts
• Move management and space allocation
• Maintenance scheduling based on location mapping
• Building system documentation (HVAC, electrical, etc.)
• Occupancy tracking and reporting
• Integration with CAD drawings and BIM models

3) CMMS (Computerized maintenance management system)

Computerized maintenance management system (aka CMMS)offers a complete cloud-based solution for facility management systems. It is used in companies where physical infrastructure is crucial. It lets businesses centralize access to data, work orders, standard procedures, and other information while creating well-organized preventative maintenance plans.

CMMS software can also provide an easy approach to work request management. It is particularly helpful for businesses that have a lot of machinery to maintain. It includes features for effective communication between job requesters and maintenance personnel.

CMMS software for facility management has the following features:

• Asset maintenance management
• Preventive maintenance management
• Work order management (creation, tracking, closing)
• Work request management and automated communications
• Integrations with other business systems
• Inventory and spare parts management
• Centralized platform for information and task management
• Real-time maintenance reporting and KPIs
• Spare parts inventory management

4) EAM (Enterprise Asset Management)

Enterprise Asset Management, aka EAM, is a group of systems, software, and services required to manage and maintain operating machinery. Its main objectives are optimizing asset quality and usage, increasing productivity, and reducing operating expenses.

EAM software for facility management helps businesses monitor and manage physical assets from procurement to disposal. It includes asset maintenance, task management, EHS initiatives, and supply chain management.

Any custom software development service provider can help you design, develop, and deploy facility management software to meet your real-time business needs.

Here are the common features of EAM software:

• Asset acquisition, tracking, and disposal
• Predictive and preventive maintenance
• Spare parts and inventory optimization
• Asset performance monitoring and analytics
• Regulatory compliance and audit support
• Integration with financial and ERP systems
• Risk assessment and failure analysis

Step-by-Step Guide to Implement Facility Management Software

Implementing a faculty management software is not a one-day job; it is complex. It requires careful planning and execution of what activities your company wants this software to perform, how it can guide for better performance, etc.

Every company goes through multiple stages to implement facility management software. Here’s a detailed breakdown of those 8 steps:

Step 1: Define Your Goals and Requirements

Before even thinking about software, think:

• Why do you want to implement an FMS?
• What problems do you want to solve?

This involves pinpointing your pain points and setting clear objectives. In simple terms, what’s making your job harder right now, and what do you hope this software will help you achieve?

Here’s how to do that:

• Perform an in-depth research on asset management, maintenance management, space management, and work order management. 
• Identify current operational inefficiencies, resource allocation challenges, and areas for improvement in each of the management areas.

• Define SMART (specific, measurable, achievable, relevant, and time-bound) objectives, such as reducing maintenance costs by 15% within the 1st year or improving work order completion times by 20%.

Step 2: Get Stakeholder Buy-In

For a meaningful use of facility management software, it is important to explain the benefits of this software to the people who will be using or interacting with it. This could be anyone, like management as well as the end-users, who will actually use it.

For example: 

• Managers use and update the employee directory. 
• Executives use data dashboards for making decisions related to real estate and finance. 
• Facility managers use the data and collect insights to improve the workplace. 
• IT administrators use facility management software to connect office devices to the system.

So, first find out who requires what and why, then assess which features and functions will benefit them the most and improve productivity.

Here’s how to do that:

• Create a compelling value proposition that clarifies multiple things. For example, it should articulate the ROI (return on investment) to management, highlight benefits like cost saving, increased operational efficiency, and improved asset lifecycle management.
• For end-users, focus on the software’s ability to streamline workflows, reduce manual tasks, improve communication, and provide better access to information. In the end, this results in higher output and greater job satisfaction.

Step 3: Evaluate and Choose the Right Software

Now comes the important part: selecting the right software for facility management for your needs. This software development step is crucial because you need to ensure that the software you get meets the criteria of your business needs and expectations. For this, you need to consider several factors, for example:

• What can the software do? 
• Can it grow with you? 
• How much does it cost?
• The software development company that sells will help you if you have any problems?

Here’s how to do that:

• Evaluate the features of facility management software, such as
  • Functionalities of a computerized maintenance management system (CMMS)
  • Integrated workplace management system (IWMS) capabilities, if necessary
  • Building information modeling (BIM) integration
  • Mobile accessibility
  • Reporting and analytics dashboards
  • Automation features
• Consider the scalability of the software to accommodate future growth and different pricing models, for example, subscription-based, perpetual license.
• Also consider the quality of vendor support, including training, documentation, and technical help.

Bonus Tip: 

Pre-built, ready-to-use software may not have all the features and functionalities that your business needs. Rather, there may be some features that you don’t need at all, but you may still have to pay extra for them.

But when it comes to custom facility management software development, it is always a wise decision to contact reliable facility management software companies. This way, not only will you get what you want, but you won’t have to pay extra for features you don’t want.

Connect with Techugo, a reputed software development company that offers custom software development services and ready-to-use solutions. It will create custom software developed keeping in mind only your business requirements, as well as provide support services to ensure its smooth operation. Techugo guarantees software that meets the criteria of your business needs and expectations.

Step 4: Plan the Implementation

Once you’ve gotten your custom facility management software developed, it’s time to create a plan to get it set up, align the workforce, and integrate it into the company’s existing operations. 

This detailed plan will include:

• Timeline – figuring out how long it will take
• Budget – how much it will cost, and 
• Resource allocation – who will be responsible for what

Here’s how to do that:

• Create a detailed roadmap for the implementation.
• In the roadmap, include timelines for each phase (e.g., data migration, system configuration, user training). Add a complete budget that includes software costs, implementation services, training expenses, and potential customization fees.
• Create a list of tasks that can be automated through this software.
• Assign specific roles and responsibilities to team members, including a project manager to oversee the entire process.
• Set up communication and collaboration features for smoother communication and management within the software itself.

A reputed custom software development company like Techugo can guide you through the entire setup. Its expert team will help you build and streamline every unique part of the system for your business.

Step 5: Data Migration and System Integration

If you have existing information (like lists of equipment or past work orders), you’ll need to move it into the new software (data migration). You might also want the new software to work with other systems you already use (system integration).

In simple words, at this stage, you need to move the old information into the new system and make sure it talks to your other computer programs.

Here’s how to do that:

• Plan the data migration process, including data cleansing, formatting, and validation to ensure accuracy and consistency. 
• Identify necessary system integrations with existing enterprise resource planning (ERP) systems.
• Build automation systems (BAS), accounting software, and other relevant platforms using APIs (Application Programming Interfaces) or other integration methods.

Step 6: Train Your Team

Now, once done with data migration and system integration, it’s time to train your team. To effectively use FMS, a team must know how to use it. This means providing training that is tailored to their specific roles so that they can do their jobs smartly.

Here’s how to do that:

• Build different groups of people with similar roles and responsibilities under the facility management team. Then, create and deliver customized training programs to each group.
• Training may include hands-on workshops and online tutorials. Moreover, it can cover complete user documentation that includes all relevant modules and functionalities of the software.

Step 7: Test and Deploy

Now it is time to test the software with a small group first to test it out, and then deploy. This stage is often called ‘wash, wax, and polish.’ This is where the facility management system is finely tuned and ready to go live.

Here’s how to do that:

• Implement the software in a phased manner.
• Start with a pilot deployment (a small group) in a specific department or location to identify and resolve any initial problems.
• Establish key performance indicators (KPIs) so you can monitor system performance, user adoption rates, and achievement of the objectives defined in step 1.

However, testing may disturb work and frustrate employees. So it is important to test the software smoothly without any disruptions. This is why, set up employee credentials with the necessary access and permissions. Identify how different departments will connect to each other via the portal and workflow. Ensure that all workflows and processes work smoothly, the way you think.

This way, you can minimize disruptions and easily make a seamless transition to the new system.

Step 8: Monitor, Review, and Optimize

Implementation isn’t the end.

You need to check how the facility management software is working; is it still helping, or requires changes to get better over time?

Here’s how to do that:

• Conduct periodic system audits to assess the effectiveness of the software in meeting company goals. 
• Regularly obtain user feedback and identify areas for optimization and potential new features.
• Make changes for improvement and fine-tune the system configuration.
• Stay informed about software updates and implement relevant upgrades. So that new upgrades and functions can work, guaranteeing the system’s continuous security and performance.

By following the above steps, you can carefully implement a strong facility management system. However, it is necessary to know how it can benefit you in a facility management system.

Why You Should Implement Facility Management Software

Using old methods to manage multiple tasks and facility operations simultaneously can be challenging. But with an FMS, all operations are centralized, eliminating the need for manual or paper-based checklists or processes. 

Regardless of their size, organizations like schools, hospitals, manufacturing plants, and storage warehouses can benefit from FMS. Given below are the 6 reasons why implementing a facility management software is so important now:

1) Automate Repair and Maintenance

FMS automates and ensures a smooth workflow of repair and maintenance tasks. This way, property organizers and store owners can focus on tasks like sales and deliveries instead of wasting time on maintenance staff. They can use IWMS (integrated workplace management system) FMS to track and monitor the facility status in real-time. For example, setting repair schedules in advance and automating maintenance requests when specific conditions are not met. Such control and automation facilitate a smooth workflow.

2) Cost Control and Budget Accuracy

As mentioned, FMS streamlines processes for repairs and tasks. This leads to better budgeting and cost savings by giving you a clear financial overview. Plus, it helps you manage parts efficiently, which means less waste. It takes care of equipment and provides better reporting to predict potential problems, so it can prevent unexpected breakdowns and boost staff productivity. 

Basically, FMS removes the clutter from building management for more organized, cost-effective, and efficient operations.

3) Improved Compliance and Risk Management

It is too difficult to remember all the building safety rules and health codes. However, it’s so easy for a well-developed facility management software to remember all this. It not just remembers but stays updated with regulatory compliance so that your facility always follows the latest guidelines.

Moreover, it also helps you find out potential dangers before they cause problems. This means you can fix things and make changes so that everyone stays safe in your building. It’s all about following rules and preventing accidents.

4) Better Asset and Inventory Management

Suppose if you’re managing lots of machines and equipment, facility management software lets you see everything in one place. It makes maintenance tasks, reports, and check-ups super organized to help your team talk better and work faster. One of the greatest advantages of using facility management software is centralized asset management.

But it’s not just about being organized. This software also helps you get the most out of your equipment and keep track of it all. By staying on top of maintenance, you’ll make your assets last longer and perform better. Simple as that: one place for everything for better performance and longer-lasting equipment.

5) Optimized Layout and Installation of Critical Systems

The installation of critical systems can be costly. However, a facility management system allows engineers, architects, and managers to view the entire facility on a single dashboard. It has reports, audits, and analytics that all combine to help business stakeholders make the right decisions. These decisions further ensure the efficient operation of critical systems. To improve ROI, businesses can gather insights and improve system performance, and reduce energy consumption.

6) Data-Driven Decision Making

To make the right decision, it is important to have accurate data and insights on every aspect. A custom facility management software does exactly that. It provides valuable data insights on space utilization, energy consumption, occupant behavior, and maintenance needs. These insights help businesses make the right decisions about cost optimization and resource allocation. This way, companies can create a work environment that encourages high productivity and employee well-being.

Now, you know why businesses are moving towards facility management software. However, adopting future trends, FMS can help businesses make predictions, add flexibility, and become more sustainable in facility management. These future trends are emerging rapidly, so it is important to explore them.

The Future is Now: 4 Trends Revolutionizing Facility Management Software

The way we manage office buildings and workplaces is changing rapidly, and so is the technology that helps us do it. Here are 4 key trends that are going to enter facility management systems to modernize the way we manage our facilities:

#1 Trend: AI and Predictive Maintenance

Suppose your software tells you in advance that a piece of equipment is going to fail, before it breaks down. This is called the use of AI (artificial intelligence) in facility management software.

AI algorithms predict potential failures using data from sensors and past maintenance records. It warns about problems before they occur, so that the problem can be fixed before it causes any big issues. This helps the organization to be prepared with a backup plan. AI in facility management software also saves time and money and does not disrupt work.

#2 Trend: IoT Integration

The Internet of Things (aka IoT) means all objects within the workspace are connected to the internet. In facility management, this means sensors on everything from lights and thermostats to security systems and machinery. 

IoT integration with facility management software lets you check everything in real-time and control building systems. You can adjust things remotely and get alerts if something is off.

#3 Trend: Cloud-Based Solutions

Increasingly, FMS is going to the cloud. This implies that the software and your information are stored on remote servers. You can access it from any device with an internet connection – your laptop, tablet, or even your phone. This makes it easier for everyone to stay connected and manage things on the go.

Cloud-based software has many advantages, such as increased flexibility, anywhere access, simpler updates, and often reduced initial costs.

# 4 Trend: Sustainability Tracking

Organizations are now much concerned about sustainability, and facility management software is helping them in measuring and monitoring their environmental footprint. 

Sustainability tracking features can monitor carbon emissions, waste management, energy consumption, and water usage. This helps you find ways to be more eco-friendly and potentially save money.

In simple terms, FMS will help businesses keep an eye on how much energy and water their building uses, how much waste it produces, and its overall impact on the environment.

How Much Does Facility Management Software Development Cost?

The cost of developing facility management software depends on various factors like pre-built or custom-built, project timeline, the development team’s location, mobile or web, etc. 

To know the exact cost, it is better to connect with facility management software companies and explain your business goals and requirements. Given below is a breakdown of the software development cost for FMS to give you a better understanding:

Summing Up…

FMS is getting better day by day. New trends are emerging that are being incorporated in the facility management system, making it more sustainable, advanced, and innovative. This software meets the standard business requirements and brings exceptional results. Now, it is a valuable tool to improve operations and maintenance in the organization.

Creating such software requires technical expertise. Working with Techugo, a growing software development company in the UK, the US, and the Middle East, can help you design, develop, and deploy a custom facility management system smoothly.

Their expertise delivers interactive and customized solutions to each client to improve their business and maximize ROI. Get in touch with us for custom facility management software development tailored to meet your business needs.