Facilities managers who have already completed a successful software implementation look back and wonder: why didn’t they choose a CMMS (or computerized maintenance management system) sooner?
With a shudder, they remember what their workday was like before having facilities management software in place: desks littered with maintenance requests, voicemails full of disgruntled calls about incomplete repairs, and equipment breakdowns that meant someone had to dig through file drawers to find the right manual.
After implementation, these same managers enjoy streamlined processes that allow them to stay one step ahead rather than play catch up all day long. With data at their fingertips, they’re empowered to make better informed decisions and take pride in running an organized, efficient and insightful department.
In a nutshell, they consider the decision to transform their operations with a facilities management solution the key to improving their work day exponentially.
7 Ways Facilities Management Software Improves Your Workday
1. Managing work orders is no work at all
Unfortunately, many businesses find themselves repeating the same ineffective cycle for handling work orders. Someone jots down a maintenance request, hands it off to someone else who reviews it and assigns the job to a technician. The tech, already swamped with other work orders from multiple departments, reads it and quickly realizes some critical information is missing. They put the request aside for later and forget about it.
Comprehensive facility management software includes a work order tool that streamlines communication, ensuring that each maintenance request is addressed and includes all the necessary information for timely completion of the job.
Authorized users log into a secure portal to submit requests. To write up an order, they follow a template with pull-down menus and check boxes so all the necessary details are organized and easy to find. Then, in minutes — from a computer, tablet or smartphone — they can approve, assign and prioritize the workflow.
No longer will you have to constantly check the inbox on your desk, phone or email for maintenance requests. You can check on the status of a work order from wherever you happen to be.
2. Guesswork is replaced by data-driven decision making
Choosing to repair or replace an asset is a tough decision, and one that should be made based on your experience and a thorough analysis of historical data and trends. But if you’re still depending on traditional methods of record keeping like folders in a filing cabinet or spreadsheets on one computer, it takes too much time and energy to pull together and analyze the information. You need to be able to quickly identify where your budget should be allocated.
With facilities management solutions, the data you need is readily accessible. You can run reports to show exactly what an asset costs in terms of parts, labor and materials. You’re also better equipped to set up a preventive maintenance schedule when you know how often an asset breaks down and what types of repairs have been needed in the past.
3. Compliance becomes uncomplicated
When it comes to something as important as compliance, you want to know that you can meet it and verify that you did so. Typically, many items on your compliance list require periodic visual checks that are completed internally, as well as semi-annual or annual inspections carried out by an independent licensed professional.
A CMMS facilitates both requirements. You can schedule a preventive maintenance work order ahead of time in your CMMS. This order can include step-by-step instructions, checklists, images of the inspection tags and even interactive floor maps–which helps immensely when a new tech has been assigned the job.
Then, you can set up your system to send email reminders to third-party vendors who will be informed of what you need inspected and when. Every compliance requirement will be taken care of on time — and you’ll have the records to prove it.
4. Preventive maintenance stays on schedule like clockwork
The days of retroactively managing your buildings and assets are over. On-demand work orders, unexpected production halts, and wasted time and money can be avoided.
With a facilities management solution in place, you’ll have insight from historical data to create a preventive maintenance schedule that will keep your facilities and equipment running like a well-oiled machine. By setting up both time- and meter-based preventive maintenance orders, you’ll prolong the performance of your assets and reduce the total cost of ownership.
5. Out of office but in touch
If you’re like most facility managers who are still dependent on manual processes and spreadsheets, you’re caught between having to be in the office (where you can get your hands on the information) and being out in your facility (where you’re closer to the action).
One of the prime benefits of facilities management software is how much easier it makes a manager’s life. Cloud-based solutions give you the freedom to work remotely and away from your desk. You can oversee operations from anywhere (communicating and collaborating with your team from any device with an internet connection).
6. Productivity stays on track
Whether it’s a malfunctioning engine that completely shuts down a production line or an out of order bathroom that dampens the mood of personnel, any aspect of your facilities that isn’t working at full capacity impacts productivity and the bottom line.
With efficient work order management, a comprehensive preventive maintenance program in place, and the strategies you’ve developed from data analysis, you’re poised to be proactive and reduce the risk of equipment failures and shutdowns. In the event of an accident or human error — which are bound to happen occasionally — you’ll be better prepared to respond effectively.
7. Attracting new skilled workers looks better than ever
As a forward-thinking manager, you’re concerned with cultivating a healthy, motivated team. Yes, when you shift to automated facilities management there may be grumbles from some of your longstanding employees who dislike change, but with encouragement and training they’ll soon see the benefits of a CMMS.
More importantly, facilities management software enhances the way a prospective employee views your company. The next generation of workers have grown up with technology and generally seek inspiring work environments that operate with automated solutions and employers who recognize the value of change.
Conclusion: Every day works better with facilities management software.
The job of a facilities manager is fast-paced and hectic. It often doesn’t receive the esteem it deserves. Whether you manage one manufacturing plant, a multi-site healthcare organization or a sprawling university campus, your days are full of challenges, workarounds and unexpected issues.
But there is a step you can take to make your workday flow better. The right facilities management software can optimize your processes, increase productivity and reduce costs.
If you’d like to learn more about how NETfacilities’ suite of solutions can transform your facilities management, reach out today. Or better yet, take a look at what we can do for you with a no-obligation, free demonstration.