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Successful Facility Management Strategy
Facilities management (FM) software has evolved from being a system merely for registering buildings and asset data, to a system that aims at increasing efficiency in planning and execution of facility processes. Facility management software includes workflow management, extensive reporting and business analytics, and is fully web based. The best FM software is typically integrated with many other IT systems like ERP software, building technology, GIS solutions, BIM models, or CAD software. As organisations tend to outsource facility management services to professional service providers, modern facility management software includes functionality for contracting services and monitoring agreed quality, budgets and performances. Facilities management software is sometimes available via the cloud and delivered in a SaaS model (Software as a Service), increasing your flexibility of use and reducing your internal maintenance and investment effort. Cloud based facility management software is becoming more common.
Five key questions for a successful Facility Management strategy
There are numerous benefits to FM software. Next to operational support in facility management processes like space, maintenance and services management, facility management software supports managers with valuable information and analytics that help them making the right decisions, implementing the right measures, and tracking the results. But what do you really need to know?
What are the FM software costs and where are saving potentials?
It all starts with cost transparency and solid costs registration and allocation. In many cases facility management software is connected with financial systems to reduce manual data input and ensure data consistency. FM software can show costs in dashboards like costs per m2 per year, costs per workplace per month, costs per user, or any other relevant report. These reports allow you to identify saving potentials based on trends, deviations, and internal or external benchmarking.
How to align real estate and facility services with changing needs?
Facility management supports the core business with services and facilities that ensure a safe and productive working environment for employees. Dynamics in this core business continuously impact both type and size of services and facilities. Facilities management software supports managers to forecast future needs, create multiple scenarios, and analyse the impact on type and size of real estate and facility services. This allows Facility Managers to increase their contribution to the core business and ensures a timely alignment of services and facilities with changing needs.
What’s the best sourcing strategy?
Many organisations outsource operational facility or real estate services like cleaning, catering, security or maintenance to professional service providers. Large and international providers offer ‘Integrated Facility Management Contracts’, including all support services and even management. Facility management software helps determine the best sourcing strategy with information about real estate, spaces, assets, services, processes, costs and customer requirements. And once a strategy is determined, FM software helps to monitor the performance of providers and allows you to implement changes or new contracts fast.
How does my customer value my service?
Due to its impact and business value, facility management has evolved to a customer oriented service. Facilities management software strongly contributes to this customer centric process by integrating FM, IT and HR services in one single software solution and by offering anytime and anyplace access to services with web based Self-Service technology. The best FM software even includes automated customer survey tools to validate the perceived quality and value of any type of service. This information helps Facility Managers to constantly improve their services to increase customer satisfaction and value to the core business.
How to align workplace concepts with the increasing workforce mobility?
Due to aspects like globalisation, environmental sustainability, internet technology and corporate social responsibility, employees are getting more and more flexible in when, where and how they work. The workforce is getting more mobile than ever before; people work from home, on the train, in public areas or in flexible offices. Enterprise facility management software enables you to align your workplace and services offering with this new dynamic in workforce mobility.
Join Planon's free webinar 'How technology enables flexible working' for more information on proven best practices that enable workforce mobility.
Learn more about Facilities management software
Webinars & videos | 25/03/2015
Webinar - How self-service provides easy access to your FM and Real Estate processes
Articles & White Papers | 19/02/2016
FAQ - How can you benefit from BIM as a Facility Manager?
Facility and property managers are more and more interested in BIM. This is not surprising, BIM models contain a lot of information relevant to them. For example, information about the structure of the building and the properties of each component. However, BIM is also raising many questions. For instance, “How can a BIM help me as a facility or property manager?”Learn more
Articles & White Papers | 28/11/2018
Article - Balancing Priorities
There are many business factors disrupting the FM industry. For the FMJ’s issue on 'Evolution of FM,' Planon authored an article on three of the more recently developing market trends impacting service providers, and therefore their clients.Learn more
Facilities management software requirements for professional Service Providers
Commercial providers of professional facility, maintenance or real estate services have adopted facilities management software as a part of their core business as it helps them to improve the planning, delivery and quality of services. Due to the nature of their business, service providers have some specific requirements regarding FM software.
From a functional perspective, service providers have extensive requirements in planning, dispatching, execution, and monitoring of any contracted work. Modern FM software offers mobile solutions to execute field- and maintenance services, ensures compliance with health and safety regulations, supports stock- and purchase management and allows operational controlling and monitoring.
For service providers, process standardisation is business critical. It increases efficiency and flexibility, improves output and quality, and helps providers to work both profitably and competitively. Facility management software allows them to standardise business processes and workflows for multiple customer contracts in one centralised software solution.
Fast and correct billing is an elementary part of every service provider’s business model. In most cases billing is handled by a financial system or ERP software. As the FM software includes many billing relevant data - like time-spent, travel costs and used materials - a seamless and bi directional integration with any financial system is a key requirement for a successful implementation.
As facility management is the providers’ core business, the availability of facility management software is of extremely high importance. Both operational users and managers need easy and web based access to the FM system, anytime and anyplace. International support and fast response time in case of questions, safe and secure installation of new software updates, and professional data and system backups determine the continuity of business.
Global success stories
“Cloud is indeed a cost efficient, good performing, secure and future proof Karlo Porter-Price, IT & Information Manager at the Open University: “Cloud is indeed a cost efficient, good performing, secure and future proof alternative to an in-house installation.”Learn more