Is Facility Management Software the Solution for Managing Your Workspace?

Author : Priyanka | September 11, 2023

In today's complicated work settings, facility managers play a crucial role in organizations. They are in charge of offering the required services and tools, particularly when returning to work. Despite being difficult to reach due to their busy schedules, facility managers handle plenty of tasks, such as maintenance, workstation modifications, and meeting room coordination to maintain efficient corporate operations.

Utilizing management software for facilities is the most effective method for these experts to streamline daily tasks, oversee workspaces, enhance communication, track equipment, handle payments, and manage budgets & crucial data. According to a study by Kings Research, the facility management software sector will be worth $3.59 billion by the year 2030. Crazy, right?

Interested in learning more about this tool? Let's learn about facility management software and how it enhances managerial efficiency and organizational productivity.

What is Facility Management Software?

Before we jump into the world of this amazing tool, you need to know what facility management is all about.

Through the integration of people, places, processes, and technology, facility management is a multidisciplinary profession that aims to improve and optimize the functionality of built settings. The most well-known professional organization for facility managers in the world, the International Facility Management Association (IFMA), describes it as "the practice of coordinating the physical workplace with the people and work of the organization."

Facility management is described by the International Standards Organization (ISO) as the integration of people, places, and processes within the built environment to enhance people's quality of life and business efficiency.  Its standard, ISO 41011:2017, reflects this definition.

That being said, facility managers can manage the use and upkeep of buildings, resources, and assets more effectively with the help of facility management software, a specialized computer program.

Facility Management Software: Major Benefits

The software provides numerous advantages to businesses and organizations, with some major ones highlighted below:

  • Streamlined Operations:

By combining several activities and procedures into a single system for simpler management and collaboration, the software centralizes tasks like asset tracking, space optimization, and maintenance.

  • Improved Efficiency:

Through automation, real-time data, and insights, facility management software improves operational efficiency. It enhances scheduling, reduces manual labor, increases the precision of decision-making, and saves time and money.

  • Better Maintenance:

This software facilitates proactive planning, service request tracking, and scheduling preventative maintenance, which streamlines repair and maintenance operations. This strategy decreases downtime, increases equipment lifespan, and avoids costly repairs.

  • Cost Savings:

Businesses can track and evaluate facility management costs with the help of cost analysis features offered by facility management software. Organizations can identify areas for savings and decide on resource optimization by looking at maintenance, repair, energy, and space expenditures.

  • Enhanced Asset Management:

A thorough record system provided by this software makes it easier to track and manage assets effectively. Businesses may keep track of the location, state, history of maintenance, and other important data regarding their assets, which improves asset utilization, reduces losses, and helps with prompt replacements or upgrades.

  • Compliance and Risk Management:

Businesses can ensure compliance with rules and standards relating to safety, security, and environmental sustainability by using facility management software. Organizations can use it to do risk assessments, track and manage compliance obligations, and put mitigation strategies into place. This aids in keeping a secure and compliant workplace.

  • Data-Driven Decision Making:

Data on facility operations, maintenance, and resource usage are gathered and analyzed by facility management software. Reports, dashboards, and insights that help data-driven decision-making can be produced using this information. Businesses may make wise judgments and improve their facility management tactics by having access to accurate and current information.

Elevate Your Facilities Management with Best Practices

Facility managers can consult with and use industry-leading approaches to make sure that efficiency is maximized throughout the organization. Some facility management best practices are listed below:

1. Effective Space Management

Effective management of space in facilities is essential for a number of reasons, including cost savings, enhanced productivity, revenue production, and better employee retention. Facility managers should use cutting-edge strategies like measuring in cubic feet and concentrating on the number of workstations rather than the number of rooms to maximize space.

Understanding square feet per person's impact on productivity and projecting future headcounts aids in strategic planning. This becomes particularly crucial for the return to work, ensuring safe and efficient space utilization.

2. Follow ISO Standards

The International Standards Organization released ISO 41001:2018 in 2018, outlining global standards and best practices for facility management software. This paper is crucial for organizations looking to highlight efficient facility management services that are in line with customer demands. It covers leadership, planning, support, operations, performance evaluation, and continual improvement. All facilities management experts should be familiar with this standard. Notably, the latest ISO 41018:2022 outlines the development of a facility management policy.

3. Prioritize Preventive Maintenance

Preventive maintenance is a highly valuable practice. It helps businesses avoid unforeseen costs, improve staff retention, and avert disruptions to operations through strategic planning. The impact of cutting janitorial staff from five to three days per week emphasizes the importance of maintenance. In addition, this software is becoming a practical way to plan, coordinate, and monitor the expenses of routine maintenance and the effects they have on budgets.

4. Streamline Customer Communications

While some facility managers still use phone conversations and emails to communicate with customers, this practice is rapidly evolving with facility management software. This software streamlines processes by allowing customers to self-serve, keeping track of communications, assuring business continuity during personnel changes, and improving accountability and transparency in incident management. Additionally, it monitors indicators for bettering facility operations, customer service, and employee satisfaction.


Utilizing facility management software optimizes the effectiveness of your organization's facility managers. User portals foster direct communication between facility managers and colleagues, ensuring swift resolution of work orders and requests. The software also streamlines recurring tasks such as cleaning and maintenance, enhances asset management accuracy, and maintains secure records of payments, invoices, and budgets. This not only ensures operational efficiency but is crucial for a seamless return to the workplace.

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