10 Key Features to Look for in Facility Management Software

Facility management is a critical aspect of any organization, and the use of software to manage facilities has become increasingly popular in recent years. Facility management software can help organizations streamline their operations, reduce costs, and improve efficiency. 

But as the awareness about its importance grows, so do the number of options available in the market. Choosing the right one for your organization becomes a challenge, because each solution offers a variety of useful functions.

Let’s take a look at 10 of the key features you should look out for in facility management software.

Maintenance Management

Maintenance management is a necessary feature of any facility management solution. The software you choose should be able to automate maintenance scheduling, track orders and manage inventory without you having to supervise at each level. 

This feature helps make sure that all maintenance tasks are completed on time, which reduces the risk of unexpected equipment failure or downtime. Ideally, the software should also be able to generate reports and data on the maintenance activities, such as the time taken, or the total cost.

Asset Management

Another important feature is asset management. A good facility management software should allow you to track your assets’ lifecycles, which includes procurement, maintenance and disposal. It should also have alerts set in place for scheduled maintenance, and retirement.

This feature helps facility managers optimize the way they use the assets and increase their lifespan as much as possible. As a result, replacement and repair costs go down.

Space Management

Effective space management is crucial for efficient facility management. Facility management software should be able to manage occupancy data, floor plans, and space utilization.

A good software would also provide information on how the space is being allocated, and whether there is any room for optimization

Optimizing space utilization can help with reducing costs and improving productivity, so this feature can be very useful for managers.

Security Management

Facility management software should have robust security management features to ensure the safety of the facility and its occupants. 

The software should have control over who can access the facility and manage information on any visitors. Integration with surveillance systems like cameras and sensors is also useful in making sure the facility remains secure, and that only authorized users have access.

Energy Management

Energy management is becoming increasingly important in facility management, particularly as energy costs keep rising and more and more energy is needed to run heavy duty machinery.

Facility management software should be able to monitor energy consumption, identify energy waste, and track energy efficiency improvements. 

The software would ideally also provide insights on energy cost savings and carbon footprint reduction. This feature helps facility managers reduce unnecessary costs and the negative impact on the environment.

Compliance Management

Compliance management is a critical aspect of facility management, particularly in highly regulated industries like healthcare or finance. A simple slip up could lead to heavy fines and penalties.

Facility management software should be able to help with compliance management by providing tools to automate compliance workflows, track compliance requirements, and generate compliance reports. 

The software should also have features to help facility managers ensure that employees are trained on compliance requirements and that compliance audits are conducted regularly.

Mobile Access

Facility management software should be accessible from mobile devices. With mobile access, facility managers and technicians can perform various tasks, such as viewing work orders, tracking inventory, and communicating with team members, from anywhere and at any time.

Mobile access is particularly beneficial for facility managers and technicians who work remotely or in the field, as it enables them to stay connected and access critical information on the go. It can also improve efficiency by reducing the need for paper-based processes and increasing the speed at which information is transmitted between team members, thereby improving communication.

Reporting and Analytics

Facility management software should also have decent reporting and analytics capabilities. The software should be able to generate custom reports, track key performance indicators, and provide insights on operational efficiency and cost savings. 

This feature helps facility managers make data-driven decisions and continuously improve facility management processes.

Work Order Management:

Work order management is an important feature for facility management software. It allows facility managers to efficiently create and manage work orders for maintenance, repairs, and other tasks. The software should provide tools to create work orders, assign them to technicians, and track their progress. 

It should also allow technicians to update work orders in real-time and provide feedback. This feature helps facility managers streamline the work order process, reduce downtime, and improve response time.

Vendor Management:

Vendor management is a crucial function for facility management software. The software should provide tools to manage vendor relationships, track vendor performance, and monitor vendor compliance. It should also provide insights on vendor costs and enable facility managers to negotiate better deals. 

This feature helps facility managers strengthen vendor relationships, reduce costs, and ensure compliance with regulations and standards.

Facility management software has become an essential component of managing all the complex operations of a facility. By carefully evaluating and selecting software that meets your organization’s needs, you can streamline your facility management processes and improve the overall performance of your facility.

Interesting Related Article: “Key Components of Facility Management