Thu, May 21, 2020
Read in 7 minutes
The facility is the heart of every business. Every organization wants to manage its facility effectively to ensure seamless operations, right? This is where a Facility Management System comes in.
So many questions arise in your mind:
• What is a facility management system?
• Why do we need this system?
• What are the features of a Facility Management System?
Let’s explore the answers to these questions.
The Facility Management (FM) System is a maintenance management system that focuses on the maintenance of an organization’s facility rather than its assets. The goal of this system is to help you manage your space, building, and occupants more efficiently.
Facility management platforms offer a wide range of options with features to match various requirements. While you may not need every facility management software feature, understanding your needs helps you select the right solution. These tools are becoming smarter, more integrated, and advanced, offering beat features that save time, optimize resources, and boost productivity.
Asset management features are dedicated to making sure you’re getting the best ROI out of each physical asset of the company.
They measure things like asset operating costs and productivity. They may track assets’ locations within a facility, report on how and when each asset is used, and suggest scheduling of maintenance and upgrades. They may also allow managers to set priorities for asset maintenance so property managers understand what’s important.
Data from asset management features can help managers make strategic decisions, such as how to spend the facility budget and plan the facility layout.
We know the importance of maintenance management in a company. When a company poorly maintains resources so they can bring operations to a halt, and could cause the company to lose money. Maintenance management is maintaining the resources for the production proceeds effectively and there is no money wasted on inefficacy.
There are many software programs that help the maintenance process, and there are some few objectives that the company should seek to accomplish. These objectives are to control efficiency, cost, work schedule and to ensure that the company complies with all regulations.
Maintenance management software usually handles the following:
• Maintenance Planning and scheduling
• Maintaining and creating a Work Order Properly
• Regulatory Compliance
• Organizing Material Management
• Maintain the Cost Calculation
When the work order is created, then the work order management begins to process. Work order management to get things done properly. This can be done through a number of channels, like a mobile system. With these systems, some types of work orders, such as preventative maintenance and fixed tasks, are triggered automatically
The work order management process is then controlled by the workflow, which is based on the type of work to be performed. Like using workflow options, additions such as planning, actions are taken.
Preventive maintenance is maintenance that is regularly performed on a piece of equipment. It does not break down unexpectedly until the equipment is working. Scheduled PM tracking automates scheduling, email alerts, and other tracking features to keep your preventive maintenance on task.
• Work Order Creation, Evaluation, priority, automation
• User-friendly Portal and Dashboards
• Automatic Notifications
• Automated PM Tracking and scheduling
• Automated PM Scheduling
• Drag and Drop Interface with attached file and upload photos
• Upload Photos and File Attachments
• Automatic Email, Alerts and Reminders Notifications
Keeping track of all the spaces and equipment in your facility is very important. Being able to overlay standard operating procedures, spatial data, and asset data on the respective floors keeps everything easily accessible. Think of asset mapping software - you’d pin a specific location (in this instance, on a floor plan) and instead of a pin is a place on a geographical map, on a floor plan. Your facilities with pins that show where virtually everything is located and documented and saving tons of time. Space management is the management of spaces – control and supervision of the physical spaces a business or organization occupies. Space management is simple in concept yet far more complicated in practice. If your asset is your space, you need ways to manage it efficiently.
• Space Planning and scheduling
• Facility Scheduling Management
• Space and site Utilization Dashboards
• GPS Location Interface
• Interactive Floor Plans and site management
In the digital world, every person carries a smartphone around regularly. So it should come as no surprise when we say that facility management software should be mobile friendly. But beyond playing good with phones, when maintaining your facility, minimize unnecessary trips to the maintenance office because you can be accessed and updating your data right where you stand. All you have to do is a point and click, and your phone scans the QR code placed on the building asset, bringing up that asset’s full profile details within this software.
This is very frustrating that not knowing about where most of your time, money, and resources have been spent day in and day out. With facility management software, having total documentation of work orders completed, assets fixed or replaced, and preventative maintenance hours waiting to be completed, facility managers can accurately paint a picture to leadership to explain what future funds they will need and whether they will need any additional headcount to get the job done.
Visitor management system provides a few features of facility management programs. Visitor management software manages and controls the visitors and employees in your workplace in a digital way. This system provides a digital check-in process, issuing ID badges,pre-registration for visitors. These programs offer many features to the visitors and facilities of the company.
• Customizable Check-in
• Visitor dashboar
• Badge printing
• Host Notifications
• Pre-registration
• Security and Compliance
• Multi-device management
Movement Management allows companies to track what assets it owns, where they are located when it is checked out, when it is due for return, when it is scheduled for maintenance, and the cost of each asset. Move management systems identify the best moving schedules and routes, and track things like cost, documents, and assets with the move.
• Movement Tracking
• Movement Scheduling
• Automated Notifications
• Automated Workflows
• Mobile Access
There are also many features of facility management software that have been designed for property managers. These programs handle multiple properties.
Facility management software is more than just tools; it’s a complete solution to optimize operations. Some key benefits include:
Improved Efficiency: Automating processes reduces delays and ensures smooth workflows.
Enhanced Productivity: Employees can focus on critical tasks while routine maintenance is automated.
Cost Savings: Optimized resources and reduced downtime lead to lower operational costs.
Better Security: Visitor management and automated tracking enhance workplace safety.
Space Optimization: Interactive floor plans and space utilization dashboards help businesses make the most of their facilities.
Every business has unique needs, and facility management tools help address them. From features and facilities that improve productivity to beat features like mobile access and QR code scanning, these tools offer scalable solutions.
Key Takeaways:
• Use maintenance management systems to avoid operational disruptions.
• Leverage asset and space management to plan layouts and optimize resources.
• Invest in visitor management systems for enhanced security and a professional guest experience.
Before investing in a facility management system, take advantage of free trials to understand the features that suit your needs. Solutions like Vizitor provide digital check-ins, badge printing, and robust reporting, ensuring a streamlined and secure workplace.
Additionally, platforms focusing on work orders, space optimization, and maintenance tracking offer high productivity at low costs. With the right tools, businesses can achieve operational excellence and stay competitive.
Facility management software is no longer optional—it’s a necessity for businesses aiming to streamline operations, save costs, and enhance productivity. With the right facility management software features, your organization can optimize spaces, manage assets effectively, and stay ahead of the curve.
Whether you’re exploring advanced platforms or lighter SaaS options, facility management tools can revolutionize how you manage your business. Start your journey today and unlock the potential of your facilities.
