4 Benefits of Facilities Management Software

Facilities Management Software

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Apr 28, 202306:21:01am

4 Benefits of Facilities Management Software

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Imagine a large real estate operator that does not use Facilities Management Software. With more than a thousand units, keeping track of assets becomes an impossible task. Different properties in multiple locations will have assets scattered across them.

Now assume, they have more than 200 vendors they contact of which let’s say 50 contractors are their regulars.  

At the moment, they are manually calling or emailing every contractor to get updates on work orders. Back-and-forth calls, resulting in a loss of valuable employee time.  

Is there a better way to do this?

Yes. We have figured it out.  

Property-xRM Facilities Management Software:

  • Lets users keep track of all the assets and notify them when replacements are due.  
  • Automate all work order creations and Service Level Agreements (SLA).  
  • Technician app to receive work orders and location maps on their mobile phones and Tablets.  
  • A bird’s eye view of the preventive and reactive maintenance operations of all the units.  
  • AI-powered insights transform data on maintenance operations to make better decisions. 

What is a Facilities Management Software?

Facilities Management Software is a Proptech product that makes facilities management easier and more efficient by implementing functions like asset management and work order automation. It simplifies and streamlines the reactive and planned preventive maintenance processes. Property-xRM is designed as a facilities management software specifically for real estate companies.  

Let us discuss some of the main challenges faced by facilities management companies. Usually, these firms have no systems in place or are using legacy systems to do their facilities management grunt work.  

Top Challenges of Facilities Management Companies

We have listed out some of the challenges faced by facilities management companies from our experience and the respective solutions we offered with Property-xRM.  

1Can’t keep track of assets and their maintenance.Defined Asset and Location Plan
2Reactive maintenance is time-consuming. Individually calling up or e-mailing every vendor.Work Order Automation
3Finding it tough to keep track of all the information in the organization, thus creating data silos.Central Repository of Data
4Irregular maintenance with no system in place.Planned Preventive Maintenance Agreements
5Assets are managed in Excel sheets without ‘Asset history’.360-degree view of Assets

4 Benefits of a Facilities Management Software

The solutions that Property-xRM offer are based upon these key challenges faced by facilities management companies and we see them daily.  

Let us see the solutions offered by facilities management software:

1. Central Repository of Data

One of the main benefits of having cloud-based facilities management software is the central location that holds all asset-related data. Data can be viewed across departments like the FM (asset management), or finance team meaning that the service teams can view the history of work orders generated, the asset management team can gauge the condition of the assets, and the finance team can view expenses incurred.

Avoid data silos in the organization and store all information about asset maintenance history. This helps with easier analysis and insight-driven actions, driving better facilities management operations for an organization. 

2. Keep track of all your assets  

An asset is tracked using two main data points: Location and Date of Purchase. A good facility management software will let you know exactly where an asset is located, pinning down the property and unit under which that asset is situated.  

Keep track of assets systematically by gathering all the details about an asset – everything from the property and unit under which it falls, to which tenant the asset is associated. More importantly, it applies across all the assets of a real estate company, so as an FM supervisor, you know the place, operating duration, and maintenance record of every one of your assets.

For example, not knowing when the roof of a property was replaced, the HVAC system was last serviced, or when the plumbing assets were last repaired may result in delays during move-in. Systematic tracking of assets and spare parts helps FM teams to gauge the health of the property at all times, ensuring higher levels of service efficiency.

3. Automated work order creation  

To ensure periodic assessment of facilities, a Real Estate company can create a Planned Preventive Maintenance (PPM) Agreement with the service provider using Facility Management Software. For example, lift maintenance can take place in a systematic manner in all the properties, without the interference of a facility manager to issue work orders for such repetitive works. Likewise, for reactive maintenance, the appropriate technicians can be assigned through a work order scheduler when an issue is raised.

Usually, real estate firms manually call up or email their contractors to get updates on the status of work. This means that there is always a risk of maintenance due dates getting missed. As a result, firms don’t realize there is a problem unless one pops up, leaving the loose ends uncovered.

Automation of Work Orders

With systematic Planned Preventive Maintenance (PPM) and Reactive Maintenance (RM) agreements, processes are streamlined right from the time an issue arises at a unit.

  • A complaint gets registered by the resident through the mobile app or the online portal.
  • Accordingly, a work order gets automatically generated and a technician with the right skillset gets assigned.
  • Further, a job card is created, SLAs are triggered based on priorities, and the resolution gets underway.
  • Finally, the work order gets closed once the resident approves of the work, and then the technician completes the necessary procedures.
  • The FM supervisor gets notified and thus, the maintenance cycle gets completed.

This seamless process ensures a hassle-free maintenance experience for the residents and the real estate firm. 

4. Technician Mobile App

A mobile app empowers technicians, contractors, and the FM supervisor to be in sync during issue resolution and promotes efficiency by reducing manual intervention. Through the app, the technician can access the location, work type, SLA, and the necessary information he needs to get going on the job.

Mobile Capabilities - Maintenance Management

It starts with a push notification or (and) an email to get the resolution process started. Upon completion of the job, technicians can seek single or multi-level approvals before closing a work order. ‘Before and after images’ can also be captured through the app which helps to keep parties notified. This way, there is a streamlined process that guides the technician, every step of the way.

What is CRM in Facilities Management?

Using the Property-xRM Facilities Management Software, companies can proactively keep properties in perfect condition. CRM in facilities management (FM) views the Facilities management function as a customer-intensive business function rather than a cost center for facilities services.  

And the management element suggests that Facilities Management will play an active rather than passive role in shaping the customer’s impression of service success. CRM in the Facilities Management business is based on identifying and addressing gaps between consumer expectations and service delivery reality. 

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