It isn’t easy to manage facilities without the necessary skill, experience, tools, and software. However, with the introduction of modern technology, such as facilities management software, it can be easier to handle and keep organized.
A facilities management software is a computer application that centralizes maintenance information and databases to help with maintenance operations. It is a valuable tool for leaders in charge of the repair and maintenance of a large facility. This can be used in medical, food production, correctional, corporate, construction, education, or many other industries. Facilities management software allows companies to manage their entire repair and maintenance needs from one platform.
These technologies are becoming crucial in assisting operations. They allow the entire management team to evaluate daily reports, work orders, timelines, information requests, and images and support your business. They also aid in the efficient use and availability of physical assets such as transportation, communications, machinery, infrastructure, and other operating assets.
There are several ways to effectively and efficiently use facilities management software, including:
1. Shop Around
Because facilities management software is a crucial tool in facility management, selecting the best one for the job is critical. Maintenance and operation costs consume 75 percent of a building’s total life-cycle cost. That alone is a compelling reason to get the best facilities management software.
To best use facilities management software, it’s important to understand what is available. There is software available for specific industries and particular types of projects. Shop around and consult with experts to find the software that fits your needs best. Establish stringent requirements, such as dependability, reliability, training, and overall cost.
2. Learn the Features
Before making a decision, it is critical to witness the software in action. Schedule demos and speak with the product specialists of each company you’re considering. Ask about the different features of the products and their advantages compared to other products.
Once you’ve decided on a facilities management software that fits your needs and budget, undergo sufficient training on how it works so you can take advantage of all of its capabilities. Once you’ve figured out how to use its features, teach your team members how to use it as well.
They should learn how to take advantage of the software and maximize its use. This is supposed to be an asset to your workflow, not a hindrance. So, take adequate time and patience in making sure everyone understands the facilities management software and the expectations of its use.
3. Customize It
The whole point of facilities management software is to fit your unique needs. A remarkable facilities management software should have extensive asset monitoring, work order requests, digital checklists, service requests, and resource management capabilities. Take the time to customize it and enable all the features you want to utilize.
Speak with the product specialist to adapt and adjust the computerized maintenance management system or CMMS to your specific requirements. Discuss the specifics and determine whether some features fail to live up to your expectations. Discuss ways that can improve these problems. Upload images, maps, and other assets that can help improve the design and utility of the facilities management software.
4. A Complete Switchover
Once the software is ready to use, implement a solid yet patient switchover to this new process. Expect some challenges because change comes with growing pains. There will, of course, be somewhat of a learning curve. However, be patient and confident in this new venture.
Anticipate that the first few weeks may need greater supervision. The facilities management software will not be effective if all necessary project elements are not transferred onto it. There are new workflows to follow, files to transfer, and profiles to configure, so be sure to embrace the facilities management software in its entirety.
5. Stay Up-to-Date
Software developers continuously work to improve the program, resolving bugs and fixing any security flaws. Regularly update the software so it can help you manage your facility more efficiently. If an update is available, the software itself will usually notify you.
Your business may be affected if you do not update your software. Therefore, continue to improve and monitor the facilities management software to ensure everything is being used properly. This also includes staying up-to-date on how your team is using the software.
6. Revise as Needed
Speak to your team regularly about their experience using the software and make adjustments as needed. Make it a point to resolve the concerns of each team member. Your facility and its projects are constantly evolving, so your facilities management software should also adapt to these changes.
Your Team is in This Together
It is not easy to transition to new software. The best action is to support and be patient with one another. The entire goal of facilities management software is to make the work faster, efficient, and encourage teamwork and collaboration.