The Ultimate Guide to Facilities Management Software

Overwhelmed by the sheer diversity of FM software solutions? Wish someone could explain it all to you in one simple to read and easy to digest guide?

As the industry standard for building maintenance, SFG20 has been creating guidance for maintenance professionals for over 30 years, we also work with FM software solutions and we provide FM software solutions ourselves - so if you've come for practical maintenance advice backed by real world expertise and decades of experience, you're in the right place!

Introducing SFG20's guide, your ultimate resource for taking back control. Our Ultimate Guide to Facilities Management Software is your comprehensive roadmap to navigating the world of facility management software solutions. This informative guide dives deep into the key features and functionalities that can optimise your daily operations as a facilities manager, including those critical for health and safety.

What problems does Facilities Management Software solve?

Managing a complex facility with a large amount of assets can feel overwhelming. As a facility manager or property owner, you face constant challenges, all vying for your attention.

Paper or spreadsheet-based methods of managing work orders, tracking assets and maintaining compliance such as PDFs can quickly become out of date, especially in large or multi-site facilities and if multiple parties are involved in the processes.

Inefficient use of Time and Resources

One of the biggest challenges faced by any FM is finding the time to identify, plan, do, check, and improve what you have done for the many tasks that require your attention.

Whilst there are numerous techniques to improve personal productivity, when it comes to operational productivity, it is about the most efficient and effective use of resources and that includes human, financial and material resource.

Understanding the most efficient use of resources requires the ability to plan and model the different options (or try and work it out empirically through trial and error).

Data Overload

Making the right decision in Facilities Management usually requires situational awareness. This requires FMs having access to timely and accurate information to coordinate the operational management of a facility.

Historically, key information was held within a building’s Operation and Maintenance (O&M) Manual and its Health & Safety (H&S) file.

That information was invariably not available at the time the FM took over responsibility for the operation of the building and when it did arrive, it was in either in paper form, or stored on some form of digital media which was never transferred to any form of digital record management system.

In this modern age, there is a lot of data, and it is available digitally. This overwhelming quantity of information is sometimes described as ‘big data’ and that can present a unique set of challenges commonly known as the 4Vs: Volume, Velocity, Variety and Veracity.

The more data you have access to, the harder it is to collate, sift, and analyse it in a timely manner manually. It can also be difficult to know when data is incorrect or just absent.

Human Error

Alexander Pope, in his 1711 treatise An Essay on Criticism to the US Institutes of Medicine’s report on patient safety: “To Err is Human, to forgive divine.” He highlighted that any system that is designed by humans will inevitably contain errors as long as humans are involved.

Pope stressed the many human factors that will give rise to variation, which inflames uncertainty, unpredictability and, inevitably, error. Those who made mistakes should neither be blamed nor punished, he argued, instead, to look at the system that allowed those errors.

It is always recommended that FMs consider the application of a Quality Management System (QMS) in their activities. In a good QMS, it’s about enhancing the entire system’s effectiveness, efficiency and flexibility through the application of continual improvement to ensure quality remains central to an organisation’s operations.

Evolving Compliance Environment

In the aftermath of Grenfell, the Government have sought to tighten up building safety, and brought out a raft of new primary and secondary legislation to ensure that happens.

These new requirements overlay many other existing areas that require statutory compliance, and at times place greater onus on FMs and the property owner to make sure appropriate decisions and actions are being carried out and there is evidence to demonstrate this.

Situational Awareness

Situational awareness allows for timely and effective decision making as long as the information used to make decisions is up to date and accurate.

Situational Awareness requires not only the ability to have identified the important relevant information from which a decision can be made, but also the ability to assess its meaning or significance and to project the most likely outcome from that decision. Achieving the highest level of Situational Awareness is critical for proactive decision making in demanding environments.

These challenges don't exist in isolation; they're interconnected, creating a domino effect that can significantly impact your organisation’s bottom line and occupant satisfaction. This is where facilities management software emerges as a tool to streamline maintenance workflows, optimise resources, provide greater situational awareness and enable data-driven decisions - all critically important factors in effective facilities management.

What is Facilities Management software?

FM Software can include any piece of software that aids a Facility Manager In addressing the challenges listed above.

FM software can be as simple as a spreadsheet, a homemade database, or a comprehensive digital solution designed to optimise facility management.

The level of investment in software will generally be directly related to the size of the properties/facility being managed and the level of challenge faced.

In small property portfolios with a low level of complexity, general workplace software may be sufficient.

If size and complexity of the portfolio present some or all the
challenges listed above, then it is worth considering the procurement of specialist FM Software.

Specialist software can serve as a central hub for all your facility management needs, offering a robust feature set tailored to meet the unique demands of property managers.

This powerful tool transcends traditional methods, such as spreadsheets and paper trails, modernising operations and ensuring compliance with local regulations and workflows.

However, whilst there may not be a single perfect software platform out there, through the use of careful selection it is possible to create a suite of software, that helps optimise delivery. This approach may require a level of compromise due to reduced interoperability between certain pieces of software and the inability to seamlessly move data between them.

Key features and benefits of Facilities Management Software

Asset management

The ability to maintain a detailed inventory of all your physical assets, from furniture and equipment to lighting systems and HVAC units.

The software can be integrated with other technology and tools, allowing assets to be labelled and tagged, which means trade staff and technicians can access information on each asset ‘on the ground’ through mobile devices. This information may even involve real time performance data, if the system uses sensors and is network enabled.

Good asset management requires robust information and records management to support it. This allows an organisation to track vital information like warranty details, service history, and location, ensuring productivity in building maintenance.

The software should simplify the storage and access of important information and reduce the multiple repositories of information storage regular found in the sector.

FM software gives you a clear view of all your assets, along with a view on their condition and expected remaining service life, ensuring they're well-maintained and operating at peak performance. This ultimately contributes to a safer and more health and safety compliant environment.

Proactive maintenance scheduling

FM software supports a proactive maintenance strategy through the automation of scheduling and resource planning.

You receive automatic alerts when preventive maintenance is due for a specific asset, ensuring your equipment remains in perfect condition, minimising downtime, reducing operational costs, and extending its lifespan.

Property managers schedule preventive maintenance tasks based on equipment specifications, manufacturer recommendations, and usage data, ensuring their assets remain in top condition and avoiding costly downtime.

Whilst Original Equipment Manufacturer (OEM) maintenance schedules should be included within a building’s Operation and Maintenance (O&M) Manual inputting them for each individual asset into an FM Software package can be time consuming and prone to human error.

The use of industry standard planned preventative maintenance (PPM) schedules for recognised asset types, that can be produced using standard templates makes the process of data input much more efficient and reliable. Once they are loaded into your FM software (e.g. CAFM) you have much greater confidence that all recorded assets are being properly managed and maintained.

Resource planning

Facility management software solutions can predict future resource requirements by analysing historical data on energy consumption, space utilisation, equipment usage patterns, and occupancy rates.

This supports proactive planning for peak periods, potential bottlenecks, and staffing needs, ensuring your facility operates smoothly.

Streamlined work order management

The management of work orders is the lifeblood of any facility's operations, but managing work orders can be challenging, as it can lead to loss of awareness in a sea of data.

FM software eliminates this dissonance with electronic work order management. You can easily submit, track, and manage work orders, assign tasks to technicians or vendors, prioritise requests based on urgency, and monitor progress in real time, allowing for a more focused use of time and resources.

This provides greater control, ensures accountability, promotes efficient task completion, reduces the risk of missed or overlooked issues, and maintains a balanced workflow. This eliminates the inefficiencies of paper-based work orders.

Mobile Platform accessibility

Managing work orders, accessing asset information, approving maintenance requests, or conducting facility inspections can be done from your smartphone or tablet. This allows you to stay connected and control your facility operations from anywhere.

Optimised space management

Space is a valuable commodity within any facility. It provides both opportunities to be more productive, but it also is a threat to the organisation’s bottom line/overhead due to the cost of owning and maintaining it. Space management tools allow you to analyse room occupancy patterns, manage room bookings and optimise workspace layouts.

Maximising space utilisation is crucial for creating a balanced, lean workplace in today's dynamic work environment. Traditional methods of measuring space utilisation offer limited visibility and is generally a snapshot metric rather than a continuous and real time measurement.

In a modern hybrid environment, it becomes even harder to collect an accurate picture of space demand. This makes it difficult to identify underutilised areas and plan for future needs.

FM software, potentially integrated with real time Internet of Things (IoT) sensors, can collect occupancy data 24/7 which provides valuable insights into space use and what features of the building are popular and which are not, enabling you to make informed decisions about space in terms of its design and management.

FM software empowers data-driven space management, allows you to optimise the use of your valuable space through the analysis of spatial and temporal data, ensuring you get the most value from your precious real estate.

Reporting & analytics

FM software captures and analyses data on various aspects of your facility operations, such as energy consumption, maintenance costs, space utilisation, and regulatory compliance. This empowers you to generate comprehensive reports and gain valuable insights.

You can identify trends, analyse resource allocation, benchmark performance against industry standards, and make data-driven decisions to optimise your facility's performance, guided by a clear vision.

Integration capabilities

Modern facilities are complex ecosystems with various software applications. FM software with strong integration capabilities allows you to connect these dots, creating a harmonious whole.

For instance, SFG20 serves a unique role by offering content in the form of technical guidance and, in addition, is a software integrator that allows maintenance guidance to flow into operational FM systems.

With a primary focus on compliance and strategic planning, SFG20 provides comprehensive and up-to-date content that addresses regulatory requirements and industry standards.

By integrating this content into existing software systems, SFG20 enhances their functionality and utility, enabling users to minimise non-compliance risk.

Improved customer service

Whilst FM software will not stop things breaking, when it happens, it can speed up the process of reporting it and creating a works order to get it fixed.

It can eliminate the chaos of competing demand or dealing with the individual who shouts loudest by streamlining work order management and allowing a much better user experience (UX) and possibly User Interface (UI), if it comes with a self-service helpdesk module.

This boosts customer satisfaction by managing the customer/end user’s expectations through the use of automated communications and standardised response time to aid scheduling of resources.

Data-driven reporting and analytics

FM software allows an organisation to acquire, filter and analyse data, transforming it into actionable insights. Once you have captured raw data, it can be used in multiple ways through different forms of analysis to provide information on various aspects of your facility operations, such as compliance, energy consumption, maintenance costs, and space utilisation.

The interpretation of data is the cornerstone of effective decision-making and strategic planning. Analytics and reporting should play a key role within Facilities Management, but it is worth highlighting each with its unique set of attributes and objectives.

Reporting chronicles historical data, presenting a structured narrative of past performances to stakeholders. Analytics, on the other hand, examines data to gain actionable insights, accurate benchmarking and potentially forecast trends, from reliability to customer requirements, empowering organisations to navigate the future based on a defensible body of evidence.

Sustainable Utilities Management 

Utilities bills are a major expense, and reducing consumption is a constant priority especially for those organisations who have Net Zero Carbon targets or are signed up to the wider UN Sustainable Development Goals (UN SDG).

Understanding demand requirements through granular real-time metered data, allows you to gain an insight into consumption, identify the baseline load requirement for a building (are things only turning on when they are required?), and identify areas of waste.

Sustainable Utilities Management allows the optimisation of utilities usage and the implementation of targeted conservation measures, if required.

Providing wider access to metering data can also help influence cultural change within the occupants of the building, as they may not understand how their action impacts consumption. Cultural change should be a core part of achieving Net Zero Carbon (NZC) targets or UN SDGs within any organisation.

Cost efficiency

Research has shown that on average for every pound spent on the capital cost of the building, 40p will be spent maintaining it over its lifetime.

Therefore, careful consideration should be given to the level of investment made into each asset and how lifecycle costs should play an important role in business cases and budgeting.

Inefficient maintenance spending is a huge challenge for FMs. FM Software allows for preventative maintenance schedules to optimise spend efficiently and maintain buildings in line with the latest regulations & requirements.

Where there is recording of historic maintenance costs across both proactive and reactive activities, it also provides a clear evidence-based way of budgeting a 5-year maintenance plan, including lifecycle replacements. If the forecast budget is not deemed affordable then it allows for an informed conversation about risk appetite and an organisation’s risk tolerance based on its Business Continuity Plans.

In essence, facility management software is a tool that helps facility managers oversee the day-to-day operations of a building. This can include things like scheduling maintenance, tracking inventory, and managing space.

In simpler terms, FM Software is like a big toolbox that helps facility managers keep everything running smoothly.

Types of Facilities Management Software

*FM software systems vary significantly in both depth and breadth of functionality, resulting in diverse capabilities and corresponding price differentials. Some software solutions offer extensive features and detailed mechanisms, enabling comprehensive facility operations management.

Conversely, simpler FM software may offer basic functionalities tailored to specific needs. Here's a thorough breakdown of some of the most common FM software options:

*Facility management software includes options for asset management, space optimisation, work order control, and maintenance scheduling. 

Computerised Maintenance Management System (CMMS)

CMMS software focuses primarily on maintenance management. It helps organisations schedule and track preventive maintenance tasks, manage work orders, and monitor equipment performance to ensure its functioning and longevity.

For more information on this type of FM software, make sure to read our detailed What Is A CMMS? article. 

Computer-Aided Facilities Management (CAFM)

CAFM excels at space management, offering features like room booking systems, space utilisation analysis tools, and CAD/BIM integration for creating detailed facility layouts.

CAFM is particularly valuable for organisations managing large or multi-site facilities with complex space allocation needs, such as office buildings, universities, or hospitals. Advanced CAFM solutions may also include features for move management, hoteling/hotdesking, and occupancy tracking.

For further information on this type of FM system, head on over to our What is CAFM? article.

Integrated Workplace Management System (IWMS)

IWMS is a comprehensive all-rounder. It combines the strengths of CMMS and CAFM, offering functionalities for asset management, maintenance scheduling, space management, and real estate portfolio management.

Additionally, IWMS often integrates with other building systems like security, energy management, or sustainability management. This holistic approach makes IWMS ideal for complex facilities with diverse needs, such as corporate headquarters, government buildings, or large commercial properties.

Interested in IWMS? We recommend reading our in-depth What Is An IWMS? article 

Energy Management System (EMS)

An EMS focuses on your building's resource consumption. It tracks energy usage in real-time, providing valuable data on electricity, water, and fuel use.

This empowers you to identify areas for conservation, optimise energy efficiency strategies, and reduce your facility's environmental footprint and utility bills. Advanced EMS solutions may also integrate with building automation systems (BAS) for centralised control.

Space Management Software

This software is a dedicated tool for optimising space utilisation. It goes beyond the basic functionalities offered by CAFM or IWMS, providing advanced features like space allocation forecasting, hoteling solutions for unassigned desks, and real-time occupancy tracking through sensor technology.

This granular level of detail makes space management software ideal for organisations with dynamic work environments, such as co-working spaces or activity-based working offices.

Sustainability Management Software

Similar to EMS software, sustainability management software focuses on environmental impact. However, it offers a broader approach, comprehensive energy and resource consumption, waste management, water usage, and occupant well-being considerations.

Features like indoor air quality monitoring, carbon footprint tracking, or employee surveys empower organisations to create a more sustainable and healthy work environment while adhering to environmental regulations and certifications.

Building Management System (BMS)

This software automates HVAC, lighting, and security systems. BMS allows for centralised control and monitoring of these systems, optimising energy usage and ensuring occupant comfort.

While not strictly FM software, BMS often integrates with broader IWMS, CAFM, or EMS solutions for a holistic view of facility operations and energy management.

Building Information Modelling (BIM)

Building Information Modelling (BIM) isn't software in the traditional sense; it's a process for creating a comprehensive digital representation of a building.

It is a 3D model packed with rich information about the building's geometry, components, materials, specifications, and even maintenance schedules.

This data-rich model becomes a central information hub for facility management throughout a building's lifecycle, enabling better coordination, clash detection, and informed decision-making.

Computer-Aided Design (CAD)

CAD focuses on creating 2D drawings and 3D models of a building's layout. Think of it as a digital drafting tool that allows for the precise and productive creation of floor plans, elevations, and sections.

While CAD doesn't offer the same level of data richness as BIM, it's a valuable tool for space planning, renovations, and integrating with CAFM or IWMS solutions.

Computer-Integrated Facility Management (CIFM):

CIFM doesn't refer to a specific software product but rather a concept within facility management. It describes a holistic approach where various FM software solutions are integrated to create a central hub for managing all aspects of your facility.

This integration could include CMMS, CAFM, IWMS, EMS, or other specialised solutions, fostering collaboration, eliminating data silos, and allowing for a more coordinated approach to facility management.

Understanding these different types of FM software equips you to make an informed decision. When choosing the right software solution. consider your facility's specific needs, the size and complexity of your operation, budget constraints, and long-term goals.

Remember, the ideal FM software should be a strategic partner, streamlining your operations, optimising resources, enhancing sustainability, and encouraging you to create a more efficient, cost-effective, and environmentally conscious facility.

How to select the right facilities management software

Choosing the right facilities management software is a crucial decision that can significantly impact your facility’s performance, sustainability, and efficiency.

With many options available, navigating the selection process can feel overwhelming.

Here's a breakdown of six key steps to enable you to select the FM software that perfectly aligns with your organisation's needs. 

1. Assess organisational capabilities, needs & goals

Before diving into software features, clearly define your organisation's needs and goals. Below are a few questions worth exploring:

• What size and type of facility do you manage? (For example, an office building, hospital, data centre, school, etc.)
• What are your primary challenges in facility management? (Maintenance inefficiencies, space underutilisation, regulatory compliance.)
• What is the FM Maturity of the Organisation? (An example of a model for this can be found through the Office of Government Property – Facilities Management Standards)
• What is Asset Data Maturity of the Organisation? (An example of a model for this can be found through the  Office of Government Property – Facilities Management Standards)
• What level of FM competence and capabilities does your Organisation hold? (Further information on this subject can be found within the Institute Institute of Workplace and Facilities Management (IWFM) Professional Standards Handbook.)
• What is the level of technical expertise and resources available within your organisation for software implementation and support? An example of assessing Digital Maturity of an organisation can be found can be found within PAS:2009.

Understanding your unique situation, desired. outcomes, and organisational capabilities can help you identify the functionalities and features that are most crucial for your success.

2. Research available software options

Once you fully grasp your needs, explore the FM software landscape. Industry publications, online review platforms, software comparison websites, and vendor websites offer valuable research resources.

Use this initial research phase to shortlist software options that align well with your requirements.

If your organisation has access to British Standards Institution standards, then a useful report to read is PD CEN ISO/TR 41016:2024 - Facility management. Overview of available technologies.

The document outlines various long-term benefits and enhanced value that can be derived progressively by the operators, occupants and owners of facilities, worldwide, via the effective application of technology.

This document includes, defines and categorises systems, equipment, methodologies and software applications that are available.

3. Evaluate features, functionality, and scalability

Explore further the shortlisted software options. Carefully evaluate the features, functionalities and scalability offered by each solution. Consider aspects like:

• Core functionalities: Does the software provide the essential tools you need, such as asset information, programmable maintenance schedules, work order management, Helpdesk module, space management capabilities, or sustainability tracking?
• Integration capabilities: Can the software seamlessly integrate with other systems you use, such as a data lake/warehouse, compliance software, accounting software, building automation systems, or enterprise resource planning (ERP) systems?
• Scalability: Can the software adapt and grow with your organisation's future needs, such as adding new facilities or expanding functionality?

The role of data and information management in building safety

The Building Safety Act has brought into focus the need for irrefutable proof of maintenance activities and decision making, underlining the significance of data in FM.

The concept of the Golden Thread of information, capturing and maintaining accurate data about building assets, maintenance activities and the competence of personnel, is central to ensuring safety and compliance.

However, challenges arise when legacy data is migrated to new FM software systems without addressing previous inaccuracies or inconsistencies.

The emphasis on ensuring data integrity is crucial for the effectiveness of these systems, highlighting the need for accurate, real-time data capture and the avoidance of practices that compromise data quality.

Digital-driven maintenance represents a paradigm shift in FM, leveraging digital tools and sensors to enhance maintenance strategies.

This approach allows for more precise and efficient maintenance activities, moving beyond traditional visual inspections to include data-driven insights that can inform maintenance decisions.

Remember, the most feature-rich software isn't always the best solution. Focus on functionalities that address your needs and avoid getting overwhelmed by unnecessary distractions and complexities.

4. Seek vendor demonstrations and customer references

Schedule demos with the shortlisted vendors. A well-structured demonstration allows you to ask questions, experience the software first-hand, and envision how it would integrate into your existing workflows.

Where possible get the vendor to utilise data from your own estate, as this will show you the challenges you will face with data extraction, cleansing and export and it will allow you to relate capabilities and benefits to you own estate.

Seek out case studies of the software you are interested in and/or, reach out to existing customers of the software you're considering. Their real-world experiences and insights can be invaluable in understanding the software's strengths, weaknesses, implementation challenges, and suitability for your organisation.

5. Consider budgetary constraints and total cost of ownership

FM software solutions have varying licensing fees, implementation, and ongoing maintenance charges. Be realistic about your budget and ensure your chosen software meets your financial constraints. However, don't just focus on upfront costs.

Consider the total cost of ownership, including factors like training expenses, potential hardware upgrades, and support fees. Additionally, evaluate the long-term return on investment that the software can deliver through improved efficiency, reduced maintenance costs, enhanced sustainability, and increased productivity.

6. Making an informed decision

Once you've completed your research, evaluations, and demos, it's time to make a decision. Revisit your initial needs and goals, and carefully weigh the pros and cons of each shortlisted option.

To ensure a comprehensive perspective, involve key stakeholders from various departments (facilities, IT, finance, etc.) in the decision-making process.

Choosing the right FM software isn't just about selecting a set of features; it's about finding a strategic partner that will help you optimise your facility operations, achieve your sustainability goals, enhance regulatory compliance, and create a more efficient, cost-effective, and comfortable environment for your occupants and stakeholders.

Do not be surprised if you cannot find one piece of software to undertake all your requirement. Consider what compromise is acceptable or how a suite of platforms would work for you.

How to implement Facilities Management Software in your organisation 

Selecting the right facilities management software is just the first step. A successful implementation is crucial to unlock the software's full potential and maximise its benefits for your organisation.

Here's a breakdown of the key steps involved in implementing FM software and strategies to ensure a smooth transition. 

1. Planning and preparation

Before installing software, dedicate time to thorough planning and preparation. Assemble an internal team comprising representatives from facilities management, IT, and other relevant departments.

• Data migration and integration: A critical implementation aspect is migrating existing facility data into the new software.

  This includes asset information, maintenance schedules, space allocation, and occupant details. Ensure the chosen software facilitates smooth data migration and consider partnering with the vendor for professional data cleansing and import services.

• System Integration: Modern FM software often integrates with existing systems to create a unified data ecosystem.

  Explore integration possibilities with your Enterprise Resource Planning (ERP) system, accounting software, building automation systems (BAS), and software integrators like SFG20 via the Digital Partner Programme.

  Seamless integration streamlines workflows, eliminates data silos and encourages data-driven decision-making.

  By U.S. Joint Chiefs of Staff JP2-0 http://www.dtic.mil/doctrine/new_pubs/jp2_0.pdf,
  Public Domain, https://commons.wikimedia.org/w/index.php?curid=47853614

2. User training and communication

The implementation of any transformation programme involves change, something many people will naturally resist.

Consider their point of view, you are asking them to learn a new way of working whilst still keeping on top of their regular duties - how can you make that journey easier for them? What incentives and assurance can you provide?

Disregarding the human element within this type of programme will likely diminish the benefits envisaged. A fully resourced change management plan is required to enable successful implementation.

Early communication is key, whether you are following either a Lewin or Kotter Change model. You need to communicate in a compelling way about why change has to occur and be prepared to address employee concerns with honesty and transparency.

Once you've sparked interest and motivation it’s time to go about training your teams.

Develop a comprehensive training program tailored to different user groups, such as facility managers, maintenance technicians, and department administrators

Combine online training modules, in-person workshops, and hands-on practice sessions to ensure all users feel comfortable navigating the software and maximising its functionalities.

Many software solutions offer training packages as part of the deal. This is an ideal scenario because it minimises the work you have to do and you are more likely to get a better outcome, as the company obviously know their software inside and out, and train people on it every day

3. Configuration and customisation

Most FM software offers a degree of customisation. Work with the vendor to configure the software to align with your workflows and facility requirements.

This may involve customising data fields, reports, dashboards, and user access levels. While customisation can be beneficial, avoid excessive modifications that could complicate future upgrades.

4. Go-live and ongoing support

Once the software is configured and users are trained, it's time to launch! The initial go-live phase may require close monitoring and support to address unforeseen challenges.

Leverage the vendor's support resources and consider establishing a dedicated internal help desk to assist users with any questions or technical difficulties.

5. Ensuring successful adoption

Beyond training, consider these strategies to promote user adoption:

• Equip users: Identify and empower "user champions" within each department who can provide ongoing peer-to-peer support and encourage software utilisation.
• Metrics and ROI tracking: Track key performance indicators relevant to your facility management goals. Quantifiable data showcases the software's positive impact and motivates continued adoption.
• User feedback: Actively solicit user feedback and address their concerns. Based on user input, continuously adapt and refine your training programs.

By following these steps and prioritising user experience, you can ensure a successful FM software implementation that uplifts your organisation, optimises facility operations, and drives long-term value.

How to Maximise the Value of Facilities Management Software

Investing in facilities management software is a significant step towards optimising your facility operations. However, unlocking its true potential requires a commitment to ongoing best practices and a strategic approach.

Here are six actionable tips to leverage your FM software effectively and maximise its value.

1. Establish standardised processes, workflows, and data governance

A cohesive approach is required to ensure consistency and data quality. Standardise your FM Management System and the processes, workflows, and the data governance practices within it to ensure everyone uses the software similarly and maintains accurate, up-to-date information

• Define clear guidelines for work order creation, preventive maintenance scheduling, space allocation requests, and other core facility management activities.
• Utilise the software's workflow automation features to automate repetitive tasks, minimising human error and improving efficiency.
• Establish a data governance plan outlining data ownership, quality control procedures, data entry and updates protocols, and regular data cleansing initiatives.

NOTE: Further guidance is available in BS 8210:2020 - Facilities maintenance management. Code of practice.

2. Encourage user adoption, training, and change management:

Even the most powerful software is only useful if users welcome it. To promote user adoption, you should provide ongoing training, change management initiatives, and a supportive organisational culture.

• Offer comprehensive onboarding training and regular refresher courses to reinforce user knowledge and familiarise employees with new features or software updates.
• Develop a user feedback mechanism to address concerns, gather insights, and identify areas where training or process improvements can be made.
  
  

3. Monitor key performance indicators (KPIs), metrics, and analytics:

FM software generates a wealth of data and analytics. Identify key performance indicators aligned with your facility management goals and regularly track relevant metrics.

• Consider work order completion times, preventive maintenance compliance rates, space utilisation ratios, energy consumption, and maintenance costs.
• Use the software's reporting and analytics capabilities to gain valuable insights into your facility operations’ effectiveness and identify areas for improvement.
• Establish benchmarks and targets for each KPI to measure progress and drive continuous improvement.

NOTE: Further guidance on the creation of metrics can be found within BS EN ISO 41012:2018 Facility management. Guidance on strategic sourcing and the development of agreements.

4. Leverage integration capabilities and automation:

Modern FM software offers integration capabilities with other systems, such as Building Management Systems (BMS), Enterprise Resource Planning (ERP), or accounting software. Leverage these integrations to streamline workflows, eliminate data silos, and automate processes.

• Integrate with BMS for centralised control and monitoring of building systems, optimising energy usage and occupant comfort.
• Use the software's automation capabilities to automate workflows and routine tasks like work order assignments, preventive maintenance notifications, or space booking approvals.
  
  

5. Seek feedback, continuous improvement, and vendor collaboration:

Continuously seek feedback from users and facility management stakeholders to identify opportunities for improvement and collaborate with your software vendor for ongoing optimisation.

• Conduct user surveys and analyse system usage data to understand user needs and identify underutilised functionalities.
• Schedule regular software reviews with the vendor to discuss new features, best practices, potential integrations, and optimisation strategies.
• Participate in user communities or forums to share experiences, learn from peers, and stay updated on industry trends and software updates.
  
  

6. Share success stories and foster a culture of continuous learning:

Highlighting success stories can inspire and motivate your team, reinforcing the value of FM software and fostering a culture of continuous learning.

• Encourage knowledge sharing among teams and departments, highlighting innovative use cases or process improvements enabled by the software.
• Celebrate milestones and achievements, recognising individuals or teams that have contributed to the successful adoption and optimisation of the FM software.

Following these tips and fostering a culture of continuous improvement, collaboration, and data-driven decision-making can transform your FM software from a simple tool to a strategic asset.

This will empower you to optimise facility operations, enhance occupant well-being, achieve sustainability goals, and drive long-term organisational success.

Future Trends and Innovations in Facilities Management Software

Facilities management software has undergone a notable evolution, transitioning from focusing solely on hard services, such as the maintenance of physical assets like boilers, to a more comprehensive approach that integrates soft services and addresses the well-being aspect within buildings. But what will happen next?

Here's a glimpse into some exciting emerging trends and innovations that will shape the future of FM software:

1. Artificial intelligence (AI) and machine learning:

AI and machine learning are poised to revolutionise facilities management by introducing automation, predictive capabilities, and intelligent decision-making. These technologies will empower FM software to:

• Automate repetitive tasks like work order creation, scheduling, and dispatching based on historical data and pre-defined protocols, improving efficiency and reducing human error.
• Analyse occupancy patterns, employee preferences, and space utilisation data to suggest space reconfigurations, hoteling strategies, or activity-based working models to improve space allocation and utilisation.
• Analyse various data points (energy consumption, maintenance costs, etc.) and provide intelligent recommendations for optimising facility operations, reducing costs, and improving sustainability.
• Predictive/prescriptive maintenance – is the future in this area, it looks to build on existing sensor and building controls technology and utilise the emerging trends in data analytics.
  Prescriptive Analytics will be able to optimise the operating parameters to either:
  • Ensure indoor environmental conditions are maintained to promote maximum productivity and identify the optimum time when maintenance activity should happen to minimise impact on productivity;
  • Or maximise asset life and minimise cost of maintenance by using technology to help predicting service intervals or optimise performance of the system against a set of parameters, as well as assist with or automate actions.
    
    

2. Internet of Things (IoT) integration and smart building technologies:

The Internet of Things (IoT) connects physical devices and sensors to the Internet, enabling real-time data collection, monitoring, and control. FM software that integrates with IoT sensors and smart building technologies can:

• Track temperature, humidity, air quality, and occupancy in real-time, optimising building automation systems for occupant comfort, energy efficiency, and space utilisation.
• Monitor equipment health and usage patterns through sensor data, enabling predictive and condition-based maintenance strategies.
• Utilise real-time occupancy data from IoT sensors to facilitate hot desking, desk hoteling, and efficient space allocation strategies.
  
  

3. Digital twins and condition-based maintenance, :

Creating a Digital twin provides a virtual representation of your facilities and their assets, allowing facility managers to model different scenarios, simulate maintenance procedures, and identify potential challenges before physically working on the equipment.

Overlaying that with real-time data from monitoring of equipment performance allows predictive models to be updated, informing future decisions and for maintenance to be scheduled based on actual use, rather than a set schedule.

4. Cloud-based solutions, mobile applications, and remote operations:

Cloud-based FM software offers several advantages, including scalability, accessibility from any device with an internet connection, and robust data security measures provided by cloud providers.

Mobile applications are an extension of cloud-based solutions, allowing facility staff to access work orders, complete tasks, and update data in real-time from the field, promoting flexible work styles and enhancing operational efficiency.

The rise of remote operations and virtual facility management has become increasingly important, with cloud-based FM software and mobile apps enabling facilities managers to monitor and manage operations from anywhere, ensuring business continuity and supporting distributed teams.

5. Sustainability, energy management, and green building initiatives:

Sustainability is a growing priority, and FM software plays a crucial role in supporting organisations' environmental goals and green building initiatives. New software features focus on:

• Energy management: Track energy consumption in real-time, identify areas for improvement, integrate with building automation systems to optimise energy usage, and explore renewable energy sources.
• Resource management: Monitor water usage, waste generation, and carbon emissions, identify opportunities for conservation and reduction, and promote sustainable practices within the facility.
• Green building certifications: Support the pursuit of green building certifications like BREEAM by streamlining data collection, reporting, and compliance processes.
  
  

6. Digital led maintenance and Augmented Reality (AR):

Digital-led maintenance leverages digital tools and technologies to streamline the maintenance process, improve accuracy, and enhance technician productivity. This could include:

• Augmented reality (AR) integration: Utilise AR technology to overlay maintenance instructions, asset information, and step-by-step guidance onto the real world, providing technicians with visual assistance during repairs and inspections.
• Remote assistance and collaboration: Enable remote experts to provide guidance and support to on-site technicians through video conferencing, AR annotations, and real-time data sharing.

As technology evolves, facilities management software will play an increasingly vital role in optimising operations, enhancing sustainability, improving occupant well-being, and driving business continuity.

Facilities managers can stay ahead of the curve by exploring these emerging trends, collaborating with software vendors, and continuously adapting their strategies to leverage the latest innovations.

The key question is whether the technology will provide a clear Return on Investment in terms of cost saving or increased productivity as to the level of its adoption.

How Facilities management Software can keep you legally compliant

Staying on top of ever-changing legislation that affects building maintenance practices is both time-consuming and complex. Facilities management software can help automate this process and enable you to remain legally compliant with ease.

For example, SFG20, which is the industry standard for building maintenance in the UK, has created standalone software, that can integrate with FM systems in order to allow for the seamless flow of both SFG20 maintenance schedule content and legal updates. 

SFG20 maintenance schedules tell you what to do and when as well as the skillset required, and are continually updated by our in-house team of highly qualified Technical Authors who monitor the latest legislative changes. 

This proactive approach to building maintenance helps organisations minimise risk, save money and enhance the value, effectiveness and reliability of the FM system they already use.

What to read next

Since you're at the end of this ultimate guide to FM software, you'll likely now know a lot more about the different software types and have a better idea of the direction that you would like you and your team to go in. 

Whether you just need a CMMS, CAFM or IWMS, SFG20 has plenty of other articles to help inform you about the solution that will suit you and your organisation best.

As the UK industry standard for building maintenance, it's been our mission to drive facilities excellence for more than 30 years. That's why you can expect plenty more insightful content just like this from the SFG20 team.

Below, you'll find a number of links to further content including our CMMS vs CAFM, CAFM vs IWMS and CMMS vs IWMS articles. You'll also find information about our own software solution Facilities-iQ, which reduces the hours of research you would normally do drafting up compliant maintenances plans down to just a couple of clicks. 

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