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Blog - Best Practice Guide for Successful Software Implementation 2016

For the majority of organisations, FM software is implemented to improve both customer service and management information. An application with comprehensive reporting and planning capabilities makes it easier to formulate decisions and facilities management strategies, resulting in increased productivity, profitability and efficiency.

There is a lot to consider when choosing new facilities management software, and the importance of careful planning cannot be emphasised strongly enough.  Service Works Group has produced a comprehensive, impartial guide to provide advice and information on the whole process outlined below – from selection and implementation to post-sales support.  Click here to request the full guide.

Researching the marketplace

There are a number of recent technology innovations to be considered when deciding on the best facilities management software. New options for hosting and deploying software, as well as the adoption of mobile technology has opened up new possibilities for FM, so you should be informed of the options to decide which are relevant for your organisation, for example:

  • Mobile
    Most FM systems are web-based and accessible through the internet. Would your organisation benefit from access through mobile devices?  This can include receiving work order forms, uploading evidence of asset condition using the device’s camera, scanning QR codes to access information about asset history and service data, and more.
  • Hosting
    Consider traditional server-based hosting compared to cloud hosting. Benefits of online hosting include high scalability, data security and easier software updates for a low cost of entry.
  • Integration
    Some facilities management programs can work with other organisational systems such as Building Management Systems (BMS) and Building Information Modelling (BIM) to boost efficiency and support business decision making.

FM software implementation process

Implementing your chosen FM software requires appropriate planning to facilitate a smooth transition and ensure that your company rapidly reaps the benefits of the new system.  An implementation plan should be created to manage the process, which includes timescale, resource availability and the scope of requirements.  Building a multi-skilled project team is also an important factor, as these people will push the project forward to meet the deadlines, communicate requirements for resources across different business areas, and provide valuable support to ensure user buy-in of the chosen system.

A typical software implementation process includes the following:

  • Definition of requirements
  • IT infrastructure requirements
  • Client specific customisations and development
  • Data gathering and importing
  • System installation
  • User training
  • User acceptance testing (UAT)
  • Go-live and sign off

A sample project plan template is available on request from Service Works – please email info@swg.com.

Post-sales support

A fully operational system is not the end of the process for a reputable facilities management software supplier. Ensure you understand what is included in the price of your system, for example support and maintenance for your system, and how upgrades can be applied to ensure your implementation can take advantage of future technological developments. Provision for user training should also be agreed upon, as this will ensure that the system is being used to its full potential to bring the maximum return on investment to your business.


If you would like more detail on the process, request a copy of Service Works’ Best Practice Guide for Successful FM Software Implementation, or call 020 8877 4080 to speak to an adviser.