Almost two thirds of facilities managers have had their budgets cut by up to 25% in the past year, and a growing number are looking to leave the profession due to stress over increased workloads. FMs are constantly stretched with their breadth of duties – sustainability, space management, compliance, project management, procurement – all in addition to building operations work.
Computer aided facilities management (CAFM) software is becoming more invaluable than ever to help manage this large and varied workload but with so many on the market it can be a task in itself to find the one that meets all requirements. And with strict budgets, the free and low-priced software packages can look appealing but often the initial saving up front can lead to more costs and lower efficiency. We’ve put together a list of five things to consider when looking for software, and for more in depth information you can also download our Quick Guide to Buying CAFM Software.
1. How often does the software get updated?
The main point on everyone’s list – what can the software actually do, how user-friendly is it and how frequently are new features released? In addition to this, ask the vendor to verify that the advertised functionality is already developed and not ‘vapourware’: an idea with an unconfirmed release date. Some vendors will promise to work with you to develop functionality but unless they have strong resources from in-house developers, allocated budget and prior track record of successful collaboration, such works could take months or even years to come to fruition. Good CAFM should offer ROI in around 12 months, and start improving team efficiency immediately.
2. Can the software be used across the whole site(s)?
Check to see if there are any limitations on the core system. Is there a maximum number of assets and locations that can be added? How many maintenance schedules can be active at one time? Are there other modules like space management or BIM that can be seamlessly added at a later date, if and when the buyer requires? How scalable is it in terms of user numbers, and will system performance be impacted by high volumes of data being processed?
In addition to CAFM, several other software programs may be used to help manage the site such as BMS, purchasing systems, sensors or health and safety registers. Having the ability to securely integrate these with CAFM is essential, as it means the FM team can access and update data from within the CAFM, and automate processes to ease workloads. Download our guide on Integrating CAFM with Other Organisational Systems.
3. Is the CAFM tried and tested?
Established vendors with a global client base across multiple sectors have the benefit of deep insight into facilities management, long-term established relationships with FM teams and industry bodies and are able to develop their software to make it easy for FMs to deal with challenges as they arise. Nobody wants to start using software and find it full of bugs – especially when the software is supposed to save FMs time rather than add to their workload.
Look for customer case studies detailing how they have used the software and the challenges it has help them solve, and make sure those companies are from a range of industries which demonstrates the software’s flexibility.
4. How much support will you get from the CAFM vendor?
An easy way for a vendor to cut costs is by limiting support services such as their software help desk, training and account management. Even if the best software is implemented, if it isn’t being used properly due to lack of training and knowledge of best practice then the implementation will fail. CAFM that goes beyond the basic should offer a full implementation plan with comprehensive training before and after go-live, as well as regular client events, email communications and training videos to help all users get the best out of the system. Post-sale support should be readily accessible, and if your business operates outside the traditional 9-5 working day, the vendor should be able to offer support hours that meets those needs.
5. Is the software safe from cyber threats?
Any software hosted online is liable for cyberattack, and CAFM is unfortunately no different. However, responsible CAFM vendors invest significant resources into making their software safe from hackers. This includes regular penetration testing (which simulate cyberattacks against the software so potential weaknesses can be removed), regular software updates to protect against new threats, two-factor or multi-factor authentication (2FA or MFA) to add an extra layer of protection should a hacker get hold of a password, and an industry leading hosting partner like Microsoft Azure.
FMs should look to buy a CAFM solution from a vendor with cybersecurity credentials, such as ISO 27001 or Cyber Essentials. These prove vigorous checks have been undertaken by an independent awarding body to confirm strong information security processes are in place.
For more information about how Service Works Global can support your organisation though its CAFM software, QFM, contact us or request a personalised demo to see how QFM can save your team time and money.
