SELECTING A FACILITIES MANAGEMENT SYSTEM5 tips to help you evaluate the most effective system

Part 1

Organizations using facilities

management technology

realize the following benefits:

-5% -3.5%

Reduction in total cost of occupancy.1

Average reduction in maintenance costs.1

FMX E-GUIDE: SELECTING A FACILITIES MANAGEMENT SYSTEM +

$394.69B$1.7B

By 2017, the facilities management industry is expected to grow to

2 2

By 2018, Integrated Workplace Management System (WMS)

software sales worldwide are expected to reach

It wasn’t that long ago that facilities managers had trouble finding software to help them manage

their operations effectively and efficiently. Today, however, the opposite is true. The market is flooded

with compelling options. Selecting one that best suits your needs and will be a real return on your

investment can be daunting.

But it needn’t be. You can narrow the field down by digging into the details of each package and

ultimately selecting the option that is right for your organization. Don’t fall into the trap of spending

tens of thousands of dollars on software that is overly complicated and, eventually, discarded.

BE SELECTIVE.

FMX E-GUIDE: SELECTING A FACILITIES MANAGEMENT SYSTEM +

CHOOSE A SYSTEM THAT:

Adds visibility into your operations

Provides information for decision making

Saves your users time

Reduces operating costs

Runs your facilities more efficiently

Educates users on best practices

Continues to innovate operations and procedures

READ ON TO FIND OUT HOW >>

1. EASY TO INSTALL AND USE

5. EXTENSIVE RECORD-KEEPING CAPABILITIES 2. FLEXIBLE AND CUSTOMIZABLE

4. BUILT-IN ACCOUNTABILITY 3. MAJOR UPGRADES NEVER REQUIRED

A FACILITIES MANAGEMENT SYSTEM SHOULD OFFER THE FOLLOWING...

FMX E-GUIDE: SELECTING A FACILITIES MANAGEMENT SYSTEM +

1. EASY TO INSTALL AND USE

Step-by-step installation and a system that is ready to go, is the best software option. An easy-to-follow, straightforward interface sets the tone. A calendar works

well as the primary interface because it is familiar to most users. Some requestors may only use the

software once a month—or even once a quarter—so the system needs to be simple enough so that

a refresher course is not required every time a new request is submitted. A process that incorporates

text and/or email is preferable, since this is common to most users.

vs.

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2. FLEXIBLE AND CUSTOMIZABLE

You should be confident that the system has everything you need, and nothing you don’t need. Start with a list of tasks that includes 85% of the requests your

users typically make. Once you have that list, you can add more items as necessary.

Don’t start out complex and then pare your list down.

Start simple, and build it up

so that you can customize to your particular needs.

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3. MAJOR UPGRADES NEVER REQUIRED

People are busy. When new versions of a software

package come out, they don’t have the time to

figure out what things have changed, and

where the things they need have been moved.

Major adjustments every time there is an

upgrade are discouraging.

Changes to the routine

should be subtle, quickly

grasped, and easily incorporated.

FMX E-GUIDE: SELECTING A FACILITIES MANAGEMENT SYSTEM +

4. BUILT-IN ACCOUNTABILITY

It is important for a requestor to know which maintenance technician has been assigned to take care of his request. This provides a point of contact should changes need to be

made, and also eliminates any question about who is responsible for seeing

that the issue is resolved. Regular emails to the requestor, built in to the system, will ensure

that he is always kept in the loop and never has to wonder whether his problem is being

addressed. He knows the status, every step of the way.

FMX E-GUIDE: SELECTING A FACILITIES MANAGEMENT SYSTEM +

5. EXTENSIVE RECORD-KEEPING CAPABILITIES

The system you choose should maintain a history of all requests. This is essential when it comes time to prepare new budgets.

Comprehensive records provide data to help the

maintenance team justify any requests for

additional staff or equipment based on the number

and type of requests they received, issues they

resolved, and tasks they completed during the previous

budget cycle. It also comes in handy when the

leadership team needs documentation about the

maintenance department’s accomplishments within a

given time frame.

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About FMX: Facilities Management eXpress, LLC is a leading-edge provider of workflow management solutions that empower facilities managers and building tenants to manage resources and equipment easily and cost effectively.

Source: 1 Tiffany Bloodworth Rivers, April 3, 2014, iOffice website “12 Mind-Blowing Statistics Every Facilities Manager Should Know” http://www.iofficecorp.com/blog/12-mind-blowing-statistics-every-facilities-manager-should-know2 http://www.strategyr.com/Facilities_Management_Market_Report.asp

Regardless of organization size, a facility manager has an impact on your

business. Arm your facilities management team with FM software that offers:

Real-Time Reporting

Accurate Info

Immediate Benefits1