Upgrading to a new CAFM provider might seem daunting, but it with the right plan and know-how it can be achieved smoothly. After outlining the necessity of leaving ‘so-so’ software in our previous blog, we now confront the next hurdle: executing a seamless transition and laying the groundwork for long-term success.
Preparing for Launch
With the decision to upgrade made, the next step is creating an implementation timeline, usually assisted by your new CAFM provider. This should include a testing phase with a select group of users, to make any necessary adjustments, followed by UAT (User Acceptance Testing) sign-off, to ensure the software is tailored to your business needs. It is also vitally important to ensure an adequate training period for all users to become familiar with the software.
Ensuring data security during the transition is crucial. Encrypting data, using secure transfer protocols and implementing strict access controls protect sensitive information. Additionally, selecting a vendor with robust security standards (such as ISO27001 accreditation) who conducts regular information security audits can safeguard your data throughout the transition process.
Mobile Apps
Integrating your CAFM software with mobile apps is an efficient, time-saving strategy that streamlines work orders and scheduling. It is therefore no surprise that adopting mobile devices boasts a 37% increase in productivity amongst users in the workplace.
A CAFM mobile app allows maintenance personnel to receive and update work orders on the go, without the need to return and log information in a centralised location. Access to accurate, real-time data ensures they receive critical information and can prioritise tasks accordingly. By choosing a CAFM provider whose app offers offline capability, work can continue uninterrupted even in areas of patchy or no signal. Overall, a mobile app enhances user experience and reduces the number of trips and overall time spent on tasks.
Deciding whether to pursue a BYOD policy or provide a company-issued mobile phone depends on the organisation’s size, nature, security concerns and budget. Company-issued mobile phones have higher upfront costs and a longer adaption period but offer higher security measures, when controlled by an organisation’s robust IT policies. Indeed, having standardised devices ensures that training and support are more effective for users. Conversely, a BYOD policy is more suitable for businesses with smaller budgets and fewer security concerns.
Ensuring Long-Term Success
Promoting the various benefits and providing training and continued support should be prioritised to ensure users adapt as soon as possible. A simple way to do this is leading by example, ensuring that buy-in has been achieved from all managers who can then demonstrate the benefits to their teams. Often organisations assign an internal Super User to help with adoption. This person is highly trained in the software, giving them the ability to resolve many questions and concerns as they arise on-site.
The CAFM vendor should continue to provide ongoing support that maximises the benefits that the new system provides. Open communication with your account manager post-implementation ensures timely resolution of any issues and ongoing support for your evolving organisational needs. Leading providers, such as SWG, provide regular free webinars to showcase examples of best practices and regularly update users on any new features. User polls can help gauge user experience, effectiveness and knowledge. Depending on the results, actions such as increased training can be implemented.
Using analytics and reporting to monitor the effectiveness of the new software is important as it highlights any issues that need addressing and provides insight for areas for improvement. For example, you may choose to use benchmarking to compare your performance against industry standards, identify areas where you can improve, and celebrate areas where you excel. Regularly reviewing these metrics ensures the software continues to meet your operational goals and drives ongoing efficiency gains.
Ready to make the leap to more efficient facilities management? Contact us today for a personalised consultation and see how our CAFM solutions can transform your operations.
