Increased Efficiency And Cost Savings - Can Facilities Maintenance Software Really Deliver On Its Promises?
Author: Brandon Vincent
Those responsible for facilities management in today's rapidly changing business environment have a difficult task. On the one hand, they are expected to maximise availability in order to optimise profitability. On the other, there's a constant demand to reduce overhead.
While not wishing to over-simplify the solution, in most cases a system that enables the tracking of multiple aspects, across numerous assets, from a single centralised point, has clear advantages over service and maintenance procedures which have traditionally been fragmented.
The question then becomes how to do it. Modern database-driven systems hold the key and in particular CMMS software. The term "Computer Maintenance Management System" might initially give the impression that it's used for computer hardware or software, but in fact these programmes have the ability to manage maintenance operations in industries as diverse as manufacturing and healthcare - and of course facilities and properties.
In the case of facilities maintenance, one approach that might be adopted is similar to that of a family tree. All assets (and the component parts thereof) are arranged in an easily accessible structure that enables both a quick overall overview and individual monitoring of things like service or maintenance requests. Furthermore, the maintenance software also provides all the information necessary for detailed cost analysis and, in many cases, can be customised to deliver functionality and reporting routines that mesh with a company's existing practices. The result is that rather than having to make adjustments to fit in with the way the software wants to work, a well-designed CMMS can be precisely tailored to suit your operation.
So why isn't everybody working this way?
A not inconsiderable hurdle has been the overall cost of these systems, which frequently demand on-premise server installation plus an ongoing investment in maintaining them. While this might work for large, multi-national concerns, in small to medium facilities management operations bringing in the required infrastructure and staff can be prohibitive.
Fortunately, there is now a viable alternative, provided under the general banner of SaaS (Software as a Service). In a nutshell, providers offer access to databases and supporting software which is managed on your behalf. There are numerous payment structures - a monthly fee being a common approach - enabling facilities management businesses to benefit from the expertise they need without massive initial investment. There's the additional advantage of being able to trial a services without huge up-front costs. Commitment terms vary, but generally allow for an easy out if things don't turn out to be suitable.
Of course working on what is effectively somebody else's infrastructure, over the internet or "in the cloud", inevitably brings up questions of security and availability. While system security is, quite rightly, something each organisation should investigate, in the majority of cases standards are extremely high. The threat, if such exists, is not from hackers breaching the encryption but more likely from someone in your offices writing their log-in information on a discarded post-it note!
As for availability, with 24/7/365 monitoring and so-called double redundant systems it could be argued you'll receive greater reliability from SaaS than you might from running your own server.
So returning to our original question: can facilities management software deliver the nirvana of increased efficiency while helping you reduce costs? It can certainly offer tremendous advantages over de-centralised practices. It has definitely become more affordable - certainly within the budget of most asset management organisations. The right provider can offer you flexibility and a vast array of customisation options. Perfect? Probably not, but if you're not currently using CMMS it could be a very big step in the right direction.
About the AuthorMaintenance management software is becoming more and more important in the business world today. Managers are finding it increasingly more useful as software and technology make preventive maintenance software more effective and efficient.
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