What is Facility Management Software?

Facility Management (FM) software has evolved from being a system merely for registering buildings and asset data, to one that aims at increasing efficiency in the planning and execution of facility processes.

White Paper - 10 trends that will shape real estate and facility management by 2022

This white paper outlines how the Real Estate and Facility Management domain is expected to develop over the next three years.

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Facility management software includes:

  • Workflow management
  • Extensive reporting
  • Business analytics
  • Web/cloud based mobility.
  • Integration with other IT systems including

Some organizations move toward outsourcing FM services, modern facility management software has developed to include functionality for contracting services and monitoring agreed quality, budgets, and performances.

Click here to read more about facilities management software requirements for professional service providers

A successful Facility Management strategy

In addition to supporting space, maintenance and services management, the best facility management software also assists managers with valuable information and analytics that help them make the right decisions, implement the right measures, and track the results. But what do you really need to know before choosing your Facility Management software? OR What is most important to know about Facility Management software? OR What are the most important questions to ask about Facility Management software? OR What do you really need to know about Facility Management software?

1. Facility Management software costs and savings potential

It all starts with cost transparency. In many cases facility management software is connected with financial systems, which help to reduce manual data input and ensure data consistency. FM software can show costs in dashboards like costs per square foot per year, costs per workplace per month, costs per user, or any other relevant report. These reports allow you to identify potential savings based on trends, deviations, and internal or external benchmarking

2. Flexibility to adapt to changing business and operational requirements

Facility management supports the business to ensure a safe and productive working environment for employees. Throughout changing business needs, facilities management software supports managers by forecasting future needs, creating multiple scenarios, and analyzing the impact of real estate and facility services. This allows facility managers to consistently contribute to the core business and ensure a timely alignment of services and facilities with changing needs

3. Selecting the best sourcing strategy

Many organizations outsource operational facility or real estate services such as cleaning, catering, security, or maintenance to professional service providers. Large and international providers offer Integrated Facility Management Contracts, including support services and even management. Facility management software helps determine the best sourcing strategy for your organization by providing information about real estate, spaces, assets, services, processes, costs, and customer requirements. Once a strategy is determined, FM software helps to monitor the performance of providers and allows you to quickly implement changes or new contracts.

4. Demonstrating customer value

Due to its impact and business value, facility management has evolved into a customer-oriented service. Facility management software contributes to this customer-centric process by providing customers with easy access to services through web based Self-Service technology, as well as automated customer survey tools, which validate the perceived quality and value of FM services. Facilities management software also integrates FM, IT, and HR services in one single software solution. These tools help facility managers constantly improve their services to increase customer satisfaction and value to the core business.

5. Aligning workplace concepts with increasing workforce mobility

Due to aspects like globalization, environmental sustainability, innovative 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. Facility management software enables you to align your workplace and services offering with this new dynamic in workforce mobility.


Learn more about facility management software

Webinars | 06/19/2020
Webinar - How to leverage your IT strategy for real estate and facility management

Planon hosted a webinar with Verdantix to discuss four key real estate and facilities software strategies in the market today. It explores the added value of incorporating an integrated solution like an IWMS, and where this could enhance the use of point solutions. 44:17 English 

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Assessments | 05/07/2019
Interactive White Paper - Definitive Guide to AI in FM

Artificial intelligence is no longer just a science fiction concept—or a technology that can only be explored in the world of expensive academic R&D. In fact, we are at the end of a decades-long transition into incorporating AI into the world of buildings. Explore this interactive white paper to learn more about applications of AI for commercial service providers, and test your knowledge of the risks and benefits of this technology. 

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White papers | 04/26/2019
White Paper - The added value of the Internet of Things for Real Estate and Facility Management

The "Internet of Things" is probably one of the most discussed phenomena these days. What is the added value of IoT for Real Estate and Facility Management? 

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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 to improve the planning, delivery, and quality of services. Due to the nature of their business, service providers have specific requirements for FM software, some of which are listed below.

  • Functionality
    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.

  • Standardization
    For service providers, process standardization 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 standardize business processes and workflows for multiple customer contracts in one centralized software solution.

  • Financial integration
    Timely and accurate billing is a fundamental 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 significant billing-related data - like time-spent, travel costs and materials used - a seamless and bi-directional integration with any financial system is a key requirement for a successful implementation

  • Business continuity
    As facility management is their core business, the availability of facility management software is of extremely high importance to service providers. Both operational users and managers need easy, web-based access to the FM system, anytime and anyplace. International support and swift response times, safe and secure installation of new software updates, and professional data and system backups are important factors in maintaining business continuity.

Planon has developed a specific solution with unique functionalities for these service providers. Planon Universe for Service Providers is an integrated software platform that creates operating efficiency, increases customer value, and enables business innovation. Learn more about Facility Management for Service Providers in this video.

How technology disrupts Real Estate and Facility Management

Our global success stories

Case Study - Shell Real Estate

One of the largest IWMS rollouts globally started in several locations in the Netherlands and the United Kingdom – including the Shell Centre in London – where the Planon solutions were first put into action. Based on the success in those locations, a global blueprint and rollout was developed.

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Case Study - Bouygues Energies & Services

Bouygues needed a software tool to shift from single services to integrated services, from short contracts to long-term contracts, from operational support to strategic business partner, and from classic to high commitment contracts.

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California State University, Long Beach Improves Strategic Approach to Facilities Management with Planon

Planon announced today that California State University, Long Beach has gone live with Planon Universe, an integrated workplace management system to enhance its campus experience.

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