Facility & Maintenance Management

Why You Need Facilities Management Software and How to Choose the Best One

January 31, 2023

Facility management is a crucial aspect of running a successful business. Whether it's managing a single building or multiple properties, the tasks involved can be overwhelming and time-consuming. From maintenance and repair to safety and security, there's always something that needs attention. That's where the facility management software comes in.

In this article, we'll take a closer look at the benefits of using a facility management software and what you should look for when choosing one.

What is Facility Management Software?

A facility management software is a tool that helps organizations manage the day-to-day operations of their facilities. It automates many of the manual tasks that are typically associated with facility management, freeing up time and resources for other important tasks.

FM systems offer a wide range of features, including maintenance and repair scheduling, asset management, vendor management, energy management, and more.

Where is the Facility Management System Used?

Facility management software is used in a variety of industries, including commercial real estate like office buildings, shopping centers, retail chains, but it can be implemented in other facilities like schools, hospitals, government, or manufacturing facilities. The software is designed to help facility managers and maintenance staff to easily and efficiently manage the day-to-day operations of their buildings and equipment.

What are the Types of Facility Management Systems?

There are several different types of facility management systems available, including:

  • Computerized Maintenance Management Systems (CMMS),
  • Computer-aided Facility Management Software (CAFM),
  • Enterprise Asset Management (EAM) systems,
  • Integrated Workplace Management Systems (IWMS). 


Each type of system offers different features and is designed for different types of facilities and organizational needs.

What are the Benefits of Using a Facility Management System?

The benefits of using a facility management system are numerous. Let’s cover some of the most important ones.

1. Increased Efficiency and Productivity

One of the biggest benefits of using a facility management software is increased efficiency and productivity. By automating many of the manual tasks involved in facility management, organizations can save time and resources that can be redirected towards more important tasks. This increased efficiency and productivity results in a more streamlined operation, allowing organizations to get more done in less time.

2. Streamlined Building Operations

With a facility management software, you can manage all aspects of your facilities from one central location. This includes tasks such as maintenance, cleaning, and repairs. Having all of this information in one place makes it easier for you to keep track of everything and ensure that your facilities are operating smoothly.

3. Improved Communication and Collaboration

Another benefit of using a facility management software is improved communication and collaboration. With all the information stored in one place, it's easier for teams to stay informed and up-to-date on important tasks and projects. This can include sending alerts and notifications, creating task lists, and sharing important information. Improved communication can help to ensure that everyone is on the same page and working towards the same goals.

4. Better Decision Making

Facility management software provides organizations with access to real-time data and insights, enabling them to make better-informed decisions. With access to up-to-date information, organizations can quickly identify trends and issues, and make data-driven decisions that can improve their operations. For example, you can see which areas of your facilities are in need of repairs and prioritize those tasks accordingly. It is also possible to find out which areas are consuming the most energy and improve their efficiency.

5. Increased Safety and Security

Facility management software can also help organizations improve safety and security. By tracking maintenance and repair tasks, organizations can ensure that their facilities are in good condition and free from potential hazards. This can help to reduce the risk of accidents and injuries, and create a safer environment for employees and visitors.

6. Cost Savings

Finally, using a facility management software can also result in cost savings. By streamlining operations and reducing manual tasks, organizations can save money on labor and resources. Additionally, by tracking maintenance and repair tasks, organizations can proactively address issues before they become major problems, reducing the need for costly repairs and replacements.  

Facility Management App - Singu FM

How to Choose the Best Facility Management System?

When choosing a facility management software, there are a few key factors to consider. These include:

1. Features

Make sure that the software you choose has all the features you need to manage your facilities effectively. Some of the most important features to look for include maintenance management, energy management, and communication tools.

2. User Experience

The software should be easy to use and navigate, even for people who are not tech-savvy. Make sure that the software has a user-friendly interface and that you can access all the information you need with just a few clicks.

3. Integrations

Look for a facility management software that integrates with other tools you are already using or technologies such as integration with Internet of Things (IoT). This will help to streamline your operations and save you time.

4. Implementation and Support

Make sure that the software comes with comprehensive FM software implementation and support and that you can get help when you need it. This can include things like online support, training materials, and online resources such as free webinars or video tutorials.

5. Price

Consider the cost of the software and make sure it fits within your budget. Keep in mind that while a higher-priced software may have more features, it may not be necessary for your needs. You should check if the license price depends on the number of users or the size of your property. Find out if you need to pay additional fees for additional features.

What are the Best Features of Facility Management Software?

The best features of a facility management software include:

  • Work Order Management: It allows you to create, assign, track and manage work orders, keeping maintenance on schedule and organized.
  • Planned and Preventive Maintenance: It allows you to schedule and manage preventive maintenance tasks, helping to prolong the life of your assets and reduce downtime.
  • Asset Management: It allows you to keep track of your assets and maintain them in an easier way.
  • Reporting and Analytics: It allows you to generate reports and analyze data, providing insight into the performance of your facility and helping to identify areas for improvement. It is useful if the FM tool you choose can also assist you with real estate ESG reporting.
  • Tenant experience: Software for facility management should also include tenant management functionality. Using the tool, you can streamline your tenant relationships by providing them with a user-friendly tool to interact with them.
  • Contractors Management: Managing a property requires the use of third party contractors for a variety of tasks. Managing external vendors, monitoring expenses, and nurturing positive relationships with technical partners can be easier with FM systems.

The list of features of facility management software could be longer – all to meet you and your buildings needs.

Final Thoughts

A facility management software can help you manage and maintain your facilities effectively, saving you time and money in the long run. When choosing a software solution, make sure that it has all the features you need, a user-friendly interface, and comprehensive support. By investing in a quality facility management software, you can ensure that your facilities are running smoothly and that you are making informed decisions that will help you achieve your goals.

Unlock the full potential of your facilities with Singu FM – the leading facility management software. Say goodbye to manual efforts, improve communication, and save time and money with our user-friendly platform. 

Try Singu FM today and experience the difference for yourself.

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Written by:
Velis Team

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