Choosing the right facilities management (fm) software is a critical decision that can significantly impact the efficiency, cost-effectiveness, and overall success of your facility management operations. With the increasing complexity of managing modern facilities, fm software has become an indispensable tool for streamlining tasks, optimizing resources, and ensuring compliance. However, the wide range of available options can make it challenging to select the right solution for your specific needs. This blog post will guide you through the process of choosing the right facilities management software, highlighting key considerations that are often overlooked but crucial for making an informed decision.
1. Understand your facility’s specific needs
Why it matters:
The first step in selecting the right fm software is to have a clear understanding of your facility’s unique requirements. Different facilities have different needs based on their size, industry, and the specific assets they manage.
Key considerations:
Facility type and size: consider the type and size of your facility. For example, the needs of a healthcare facility will differ significantly from those of a manufacturing plant or an office building. Larger facilities may require more robust software with the ability to manage multiple sites, while smaller facilities might benefit from a simpler, more cost-effective solution.
Scope of management: determine the scope of what you need the software to manage—whether it’s just maintenance tasks, or if you need a comprehensive solution that includes asset management, energy management, space planning, and more.
Regulatory requirements: consider any specific regulatory requirements that your facility must adhere to, such as health and safety regulations, environmental compliance, or data protection laws. Your fm software should help you maintain compliance by providing tools for tracking, reporting, and auditing.
Overlooked consideration: don’t forget to consider the needs of your facility’s occupants. Fm software that includes features like work order requests, occupancy tracking, and visitor management can improve the overall experience for tenants, employees, and visitors, leading to higher satisfaction and retention rates.
2. Evaluate key features and functionality
Why it matters:
Not all fm software is created equal, and the features offered can vary widely between different solutions. Evaluating the key features and functionality of each option is crucial to ensuring that the software meets your operational needs.
Key features to consider:
Maintenance management: look for software that includes robust maintenance management features, such as preventive maintenance scheduling, work order management, and equipment tracking. According to the international facility management association (ifma), organizations that implement preventive maintenance strategies can reduce maintenance costs by up to 18%.
Asset management: effective asset management is essential for tracking the lifecycle of your facility’s assets. The software should provide tools for asset tracking, condition monitoring, depreciation calculations, and end-of-life management.
Space and move management: if your facility involves significant space planning or frequent moves, look for software that includes space and move management features. This can help optimize space utilization, manage relocations efficiently, and provide real-time insights into how space is being used.
Energy management: with sustainability becoming increasingly important, energy management features are a valuable addition to fm software. These features allow you to monitor energy consumption, identify inefficiencies, and implement energy-saving measures. The u.S. Department of energy estimates that energy management software can reduce energy consumption by up to 20%.
Reporting and analytics: the ability to generate detailed reports and analyze data is crucial for making informed decisions. Look for software that offers customizable reporting tools, dashboards, and analytics capabilities to track performance metrics, identify trends, and forecast future needs.
Overlooked consideration: consider the software’s ability to integrate with other systems you may already be using, such as building management systems (bms), enterprise resource planning (erp) software, or human resource management systems (hrms). Integration can streamline operations and improve data accuracy by eliminating the need for manual data entry.
3. Assess usability and user experience
Why it matters:
The usability of the fm software is a critical factor in its effectiveness. If the software is difficult to use or has a steep learning curve, it can lead to low adoption rates, errors, and inefficiencies.
Key considerations:
User interface (ui): the software should have an intuitive and user-friendly interface that makes it easy for users to navigate and perform tasks. A cluttered or overly complex ui can hinder productivity and increase the likelihood of mistakes.
Customization: the ability to customize the software to fit your specific workflows and preferences is important. This includes the ability to create custom fields, workflows, and reports that align with your facility’s unique processes.
Mobile access: with the increasing need for remote work and mobile accessibility, consider software that offers a mobile app or mobile-friendly interface. This allows facility managers and maintenance staff to access information, submit work orders, and track tasks from anywhere, improving responsiveness and efficiency.
Training and support: ensure that the software provider offers comprehensive training and support resources, including tutorials, user guides, and customer support. According to a study by software advice, 74% of fm software users reported that adequate training was essential for successful implementation.
Overlooked consideration: don’t overlook the importance of getting input from the end users who will be interacting with the software daily. Involve your maintenance staff, facility managers, and other stakeholders in the evaluation process to ensure that the software meets their needs and is easy for them to use.
4. Consider scalability and future-proofing
Why it matters:
Your facility’s needs may evolve over time, and it’s important to choose fm software that can scale with your operations and adapt to future changes. Investing in scalable, future-proof software ensures that you won’t need to switch to a new solution as your needs grow.
Key considerations:
Scalability: the software should be able to handle an increasing number of assets, users, and locations as your facility expands. This includes the ability to add new modules or features as needed without requiring a complete overhaul of the system.
Cloud vs. On-premises: decide whether you prefer a cloud-based or on-premises solution. Cloud-based fm software offers greater flexibility and scalability, as it can be accessed from anywhere and typically requires less it infrastructure. However, on-premises solutions may offer greater control and customization options.
Regular updates: choose a software provider that regularly updates the software with new features, security patches, and improvements. This ensures that your software remains up-to-date with the latest technology and industry standards.
Vendor stability: consider the stability and reputation of the software vendor. A vendor with a strong track record and a commitment to ongoing development is more likely to provide a reliable, future-proof solution. According to gartner, the fm software market is expected to grow significantly over the next few years, making it important to choose a vendor that will be around for the long term.
Overlooked consideration: consider how the software will adapt to emerging trends such as the internet of things (iot), artificial intelligence (ai), and sustainability initiatives. Fm software that can integrate with iot devices, leverage ai for predictive maintenance, or support sustainability reporting will be better positioned to meet future demands.
5. Evaluate total cost of ownership
Why it matters:
The cost of fm software goes beyond the initial purchase price. It’s important to evaluate the total cost of ownership (tco), including implementation, training, maintenance, and potential upgrades.
Key considerations:
Upfront costs: consider the initial cost of the software, including any licensing fees, setup costs, and customization expenses. Ensure that the pricing structure aligns with your budget and provides good value for the features offered.
Ongoing costs: factor in ongoing costs such as subscription fees (for cloud-based solutions), maintenance fees, and costs for support and updates. It’s important to understand the long-term financial commitment involved in using the software.
Implementation costs: implementation can be a significant expense, especially if the software requires extensive customization or integration with other systems. Make sure to get a clear understanding of the implementation timeline and associated costs before making a decision.
Return on investment (roi): calculate the expected roi based on the software’s ability to reduce operational costs, improve efficiency, and extend asset lifespans. According to deloitte, organizations that effectively use fm software can achieve an roi of up to 20% within the first year of implementation.
Overlooked consideration: consider the cost implications of potential software upgrades or expansions. Some vendors may charge additional fees for adding new features or increasing the number of users, so it’s important to understand the full cost structure before committing to a solution.
6. Prioritize data security and compliance
Why it matters:
Data security is a critical concern, especially if your fm software will store sensitive information such as building access data, tenant details, or financial records. Ensuring that the software meets security and compliance standards is essential to protecting your facility and its occupants.
Key considerations:
Data encryption: ensure that the software uses strong encryption protocols to protect data both in transit and at rest. This is especially important for cloud-based solutions, where data is transmitted over the internet.
Access controls: the software should offer robust access control features, allowing you to define user roles and permissions to limit access to sensitive information. This helps prevent unauthorized access and data breaches.
Compliance with regulations: depending on your industry and location, your facility may be subject to specific regulations such as gdpr (general data protection regulation) in europe or hipaa (health insurance portability and accountability act) in the united states. Ensure that the software complies with relevant regulations and provides the necessary tools for data management and reporting.
Disaster recovery: check whether the software provider offers disaster recovery options, such as regular backups and data redundancy. This ensures that your data is protected in the event of a hardware failure, cyberattack, or other disaster.
Overlooked consideration: consider the vendor’s track record with data security. Research their history for any past security breaches or issues and assess their commitment to maintaining high security standards.
7. Test the software with a pilot program
Why it matters:
Before committing to a full-scale implementation, it’s a good idea to test the software in a real-world environment. A pilot program allows you to assess how well the software meets your needs and identify any potential issues before they become major problems.
Key considerations:
Define objectives: clearly define the objectives of the pilot program, including which features you want to test and what success looks like. This will help you evaluate the software’s performance and suitability.
Choose a representative sample: select a representative sample of users, assets, and processes to include in the pilot program. This should reflect the diversity of your facility’s operations and provide a comprehensive test of the software’s capabilities.
Gather feedback: collect feedback from all participants in the pilot program, including maintenance staff, facility managers, and other stakeholders. Use this feedback to identify any issues, assess usability, and determine whether the software meets your requirements.
Evaluate results: after the pilot program, evaluate the results against your objectives. If the software meets your needs and performs well in the test environment, you can proceed with a full-scale implementation. If not, consider exploring other options or requesting further customization from the vendor.
Overlooked consideration: consider running the pilot program during a period of high activity or demand, such as during peak occupancy or a major maintenance project. This will give you a better understanding of how the software performs under pressure and whether it can handle your facility’s busiest times.
Conclusion: making an informed decision for your facilities management software
Choosing the right facilities management software is a complex but crucial decision that can have a significant impact on the efficiency, sustainability, and overall success of your facility operations. By thoroughly understanding your facility’s needs, evaluating key features, assessing usability, considering scalability, and prioritizing data security, you can make an informed decision that will benefit your organization for years to come.
Remember that the goal of fm software is not just to streamline operations but to provide valuable insights that can help you make better decisions, improve asset management, and enhance the overall experience for occupants. By taking the time to carefully evaluate your options and test the software in a real-world environment, you can ensure that you choose a solution that truly meets your needs and supports your long-term goals.