Effective facility management is crucial for maintaining operational efficiency and enhancing productivity. Facilities management software (FMS) has become an invaluable tool for Australian businesses looking to streamline their operations and maximise return on investment (ROI).

In this blog post, we’ll explore actionable tips for leveraging facilities management software to achieve optimal ROI, whether you’re a large organisation or an SMB based in Australia.

Table of Contents

• Choose the Right Software for Your Needs

• Implement Comprehensive Training Programs

• Utilise Data Analytics for Informed Decision-Making

• Automate Routine Tasks

• Regularly Review and Adjust Your Strategy

• Measure Your ROI

Choose the Right Software for Your Needs

The first step in maximising ROI is selecting the right facilities management software that aligns with your business goals. A well-chosen software solution can streamline operations, enhance productivity, and ultimately lead to significant cost savings. You can follow our guide below or use our free checklist to determine if the software solutions you are considering will perform the way you require.

Here are some critical factors to consider when evaluating your options:

Identify Essential Features

Begin by conducting a thorough assessment of your facility management needs. Key features to evaluate for your organisation will likely include:

• Maintenance Management: Look for software that allows you to create, track, and manage work orders efficiently. Predictive maintenance capabilities can help reduce downtime and extend asset life spans whilst also making facilities managers work lives more seamless.

• Reporting and Analytics: Robust reporting tools are vital for generating insights into operational efficiency. Look for software that offers customisable dashboards and detailed reports to help you make data-driven decisions.

• Mobile Accessibility: Ensure the software offers mobile compatibility that allows facility managers, maintenance officers and staff to access the system on-the-go. This will enable real-time updates, work order submissions, and asset tracking whilst they’re on the job - increasing flexibility and responsiveness in managing day-to-day tasks.

Consider Local Relevance

When selecting facilities management software, prioritise solutions tailored for your local market. Doing so will help you to comply with local regulations and industry standards, ensuring that your operations are both efficient and compliant.

Features like support for Australian-specific building codes, compliance reporting, and local currency can make a significant difference in usability for organisations that are based in Australia. Although international solutions can provide certain features that an Australian-based business might need, the assurance that an Australian based facilities management software provider brings to the table is essential.

Key Considerations:

• Scalability: You want to make sure that the software can grow with your business. As your operations expand, the software should accommodate increased user load, additional features, and more complex workflows without sacrificing performance.

• User Experience: A user-friendly interface is crucial for smooth adoption across your teams, especially maintenance officers. Intuitive navigation and accessible support resources can significantly reduce training time. 

• Integration Capabilities: Look for software that integrates seamlessly with existing systems, such as accounting or HR software. Strong integration capabilities can facilitate data sharing and streamline processes, resulting in enhanced efficiency. Assess whether the software supports APIs or has built-in connectors for popular platforms used in your organisation. If it isn’t exactly apparent, then consider reaching out to the team and asking if an integration can be built for your specific use case.

• Customisation Options: Choose software that allows for customisation to fit your workflows needs. This could include configurable workflows, tailored dashboards, and more.

• Vendor Support and Community: Investigate the level of support offered by the vendor, including training, troubleshooting, and updates.

Implement Comprehensive Training Programs

Investing in training for your team is essential to unlock the full potential of your facilities management software. A well-trained team can navigate the software efficiently and reduce errors, enhance productivity, and ultimately drive higher ROI.

Here are the kinds of effective training programs that your facilities management software provider should offer, to help make sure your team is fully equipped to leverage the software’s capabilities.

Tailored Training Sessions

Recognising that different roles within your organisation have unique needs is critical. Tailoring training sessions to specific job functions can enhance engagement and effectiveness.

• Role-Specific Modules: Developed training modules for various roles, such as maintenance staff, facility managers, and administrative personnel should be available. Each group can benefit from focused content that addresses their specific responsibilities and challenges within the software.

• Hands-On Learning: Hands-on learning can help users better understand how to apply the software in their day-to-day tasks.

• Onboarding New Employees: A structured onboarding process for new hires that includes training on the facilities management software helps them start with a solid understanding of how to use the tools effectively from day one.

Ongoing Support and Continuous Learning

Facilities management software is continuously evolving, with new features and updates regularly released. To maximise ROI, your facilities management software provider should offer ongoing support and learning opportunities.

• Regular Update Sessions: Periodic 1-on-1 training sessions to familiarise your team with new features and functionalities as they are rolled out are a fundamental offering. Keeping everyone updated can enhance user adoption and maintain operational efficiency.

• Resource Library: A centralised library of training resources, including video tutorials, user guides, and FAQs. This allows team members to access information at their convenience and reinforces learning.

• Announcements & Updates: Providing users with regular updates and announcements is a major part of ongoing support.

Encourage Feedback and Open Communication

Fostering an environment where users feel comfortable sharing their experiences can significantly enhance training programs and are a must from your facilities management software provider.

• Feedback Mechanisms: Featuring formal and informal channels for employees to provide feedback on the software and training process. Surveys, suggestion boxes, or regular check-ins help identify areas for improvement.

• Iterative Training Improvements: Use feedback to continuously refine and improve your training programs. Regularly assess the effectiveness of training materials and sessions to ensure they meet the evolving needs of your team.

Utilise Data Analytics for Informed Decision-Making

One of the most significant advantages of facilities management software is its ability to gather and analyse data. By leveraging these insights, you can make informed decisions that directly impact your ROI and enhance operational efficiency.

Here’s how to effectively utilise data analytics within your facility management processes:

Identify Trends and Patterns

Analysing historical data allows you to uncover trends that can inform proactive maintenance strategies and operational adjustments.

• Maintenance Requests: Regularly review maintenance request data to identify common issues, such as recurring equipment failures or frequent repairs in specific areas. By addressing these patterns, you can implement preventive measures that reduce downtime and extend the lifespan of your assets.

• Seasonal Trends: Use data to recognise seasonal fluctuations in maintenance needs. For instance, if certain facilities require more upkeep during peak usage times (like summer for air conditioning), you can schedule resources accordingly to avoid backlogs and service delays.

• Employee Feedback Integration: Combine maintenance data with feedback from staff about facility conditions. This holistic view can help you spot issues that may not be captured by data alone, leading to more comprehensive solutions.

Optimise Resource Allocation

Effective resource allocation is key to maximising efficiency and ROI. Data analytics can guide you in making strategic decisions about where to focus your team’s efforts.

• Workload Analysis: Use historical data to assess how much time is spent on various tasks, allowing you to identify areas where additional staffing or training might be needed. This ensures that your team is equipped to handle high-demand situations without compromising service quality.

• Asset Utilisation: Analyse data on asset usage to determine which resources are underutilised and which are overburdened. This insight can help you make informed decisions about resource redistribution or investments in new equipment.

• Cost-Benefit Analysis: Evaluate the costs associated with various maintenance activities versus their benefits. This can help prioritise high-impact projects that deliver the best returns, ensuring you allocate resources where they matter most.

Benchmarking Against Industry Standards

Benchmarking your performance metrics against industry standards can provide valuable insights into your facility management effectiveness.

• Performance Metrics: Track key performance indicators (KPIs) such as response time to maintenance requests, cost per square metre of managed space, and asset uptime. Comparing these metrics to industry averages can highlight strengths and reveal areas needing improvement.

• Best Practices: Research best practices within your industry to identify potential areas for growth. By understanding how top performers operate, you can adopt similar strategies to enhance your facility management approach.

• Continuous Improvement: Use benchmarking data to set realistic, measurable goals for your facility management operations. Regularly reassess these goals in light of new data, ensuring your strategies remain agile and responsive to changing circumstances.

Visualise Data for Better Insights

Data visualisation tools can enhance your ability to interpret and act on data insights.

• Dashboards: Utilise customisable dashboards to display key metrics in real-time. Visual representations of data make it easier for stakeholders to grasp complex information quickly and make informed decisions based on clear trends.

• Reports: Generate regular reports summarising key findings, trends, and areas for improvement. Sharing these reports with your team fosters transparency and encourages collaborative problem-solving.

• Interactive Tools: Consider interactive data analysis tools that allow team members to explore data dynamically. This can enhance engagement and lead to a deeper understanding of the factors impacting your operations.

Automate Routine Tasks

Automation is a game-changer in facility management. By automating routine tasks, you can save time, reduce human error, and focus on strategic initiatives that drive value. Embracing automation not only streamlines operations but also enhances decision-making and allows your team to concentrate on high-impact activities.

Here’s how to effectively implement automation in your facility management processes:

Streamline Work Orders

Automating work order processes can significantly enhance efficiency and accountability.

• Simplified Submission: Use software to create a user-friendly portal where employees can easily submit work requests. This reduces the time spent on manual entry and ensures that all requests are documented consistently.

• Real-Time Tracking: Implement automated notifications and updates that inform users of the status of their work orders. This transparency minimises frustration and enhances communication within the team.

• Prioritisation and Routing: Utilise automation to assess the urgency of work orders and route them to the appropriate personnel automatically. This ensures that critical tasks are addressed promptly and resources are allocated efficiently.

Implement Preventive Maintenance Scheduling

Preventive maintenance is vital for extending asset lifespan and minimising costly repairs.

• Automated Scheduling: Leverage automation to schedule routine maintenance tasks based on manufacturer recommendations and usage patterns. This proactive approach helps avoid unexpected breakdowns and enhances operational reliability.

• Alerts and Reminders: Set up automated alerts to remind maintenance staff of upcoming tasks. This ensures that scheduled maintenance is never overlooked, keeping your assets in optimal condition.

• Historical Data Analysis: Use historical maintenance data to refine your preventive maintenance schedules over time. Automation can analyse trends and suggest adjustments based on past performance, improving overall effectiveness.

Optimise Inventory Management

Effective inventory management is crucial for ensuring that your facility operates smoothly without interruptions.

• Automated Tracking: Use software to monitor inventory levels in real-time. Automated tracking can alert you when stock levels reach predefined thresholds, ensuring you have the necessary supplies on hand.

• Smart Reordering: Implement automated reordering systems that trigger orders based on inventory levels, usage rates, and lead times. This minimises the risk of stockouts while preventing overstock situations that tie up valuable resources.

• Supplier Integration: Consider integrating your inventory management system with suppliers for seamless ordering. Automation can streamline the procurement process, enabling faster turnaround times and potentially better pricing through bulk orders.

Enhance Reporting and Analytics

Automation can transform your reporting processes, providing insights that inform strategic decision-making.

• Automated Reports: Set up your facilities management software to generate automated reports on key metrics such as maintenance costs, work order completion rates, and inventory usage. Regularly updated reports enable quick assessments of operational performance.

• Data Visualisation: Use automated tools to visualise data trends through charts and graphs, making it easier for stakeholders to interpret complex information. Visual reports can facilitate discussions and drive informed decision-making.

• Performance Benchmarks: Establish automated benchmarks for performance metrics. This can help your team understand where they stand in relation to organisational goals and industry standards, driving accountability and improvement.

Foster a Culture of Continuous Improvement

Automation should be viewed as a pathway to continuous improvement rather than a one-time fix.

• Feedback Loops: Create automated feedback mechanisms where team members can share their experiences with automated processes. This feedback can guide further refinements and adjustments.

• Training and Adaptation: As new automated processes are implemented, ensure your team receives adequate training. Encourage them to adapt to these changes and share best practices for utilising automation effectively.

• Stay Updated on Technology: The field of facility management is continually evolving, with new automation technologies emerging. Stay informed about trends and advancements that could further enhance your operations.

Regularly Review and Adjust Your Strategy

Maximising ROI is an ongoing process that requires continuous assessment and adaptation. Regularly reviewing your facility management strategy and software performance not only helps identify areas for enhancement but also ensures that your operations remain aligned with evolving business goals and industry standards.

Here’s how to effectively conduct these reviews and make necessary adjustments.

Conduct Performance Reviews

Periodic evaluations of your facilities management software and processes are crucial for understanding their effectiveness and identifying opportunities for improvement.

• Establish Key Performance Indicators (KPIs): Define clear KPIs that reflect your facility management objectives. These could include metrics such as response time to work orders, maintenance costs, and asset utilisation rates. Regularly measuring these indicators will provide valuable insights into performance trends.

• Comprehensive Analysis: When conducting performance reviews, analyse both quantitative and qualitative data. Look at numerical metrics alongside user satisfaction scores and qualitative feedback to gain a holistic view of performance.

• Benchmark Against Industry Standards: Compare your performance against industry benchmarks to identify gaps and areas for improvement. This comparative analysis can guide your strategic adjustments and help you set more ambitious goals.

Solicit User Feedback

Engaging your team in the review process is essential for uncovering insights and improving user experience with the software.

• Regular Surveys: Implement regular surveys to gather feedback from users on their experiences with the software and facility management processes. Ask specific questions about usability, features, and any challenges they encounter.

• Focus Groups: Consider organising focus groups or workshops where employees can discuss their experiences in a collaborative environment. This can foster open communication and generate actionable ideas for improvement.

• Feedback Implementation: Establish a system for reviewing and acting on feedback. Ensure that employees see their suggestions being taken seriously, as this will encourage ongoing engagement and constructive input.

Stay Updated on Technology and Trends

The facility management landscape is constantly evolving, making it crucial to stay informed about software updates and industry trends.

• Software Updates: Regularly check for updates and new features released by your facilities management software vendor. Many updates come with enhanced functionalities that can streamline processes and improve user experience.

• Industry Research: Dedicate time to researching emerging trends in facility management. This could include advancements in automation, data analytics, and sustainability practices. Staying ahead of these trends can provide a competitive edge and help you adapt your strategy accordingly.

• Networking and Knowledge Sharing: Join industry associations or attend conferences to connect with peers and share insights. Engaging with other facility management professionals can expose you to innovative practices and technologies that you can adopt within your own organisation.

Develop a Continuous Improvement Culture

Fostering a culture of continuous improvement within your organisation encourages innovation and responsiveness to change.

• Empower Employees: Encourage your team to take ownership of their roles in facility management. Empower them to suggest changes or improvements based on their firsthand experiences, fostering a sense of accountability and engagement.

• Iterative Goal Setting: Regularly revisit and refine your facility management goals based on performance reviews and feedback. Ensure that these goals are adaptable to changes in the business environment or organisational priorities.

• Celebrate Successes: Recognise and celebrate achievements in facility management, whether they involve reaching performance targets, successfully implementing new features, or improving user satisfaction. Celebrating successes can boost morale and motivate your team to strive for continuous improvement.

Measure Your ROI

Finally, it’s crucial to define and measure your ROI metrics. Establishing clear KPIs that align with your business objectives allows you to assess the effectiveness of your facilities management software and make informed decisions about future investments. Here’s how to effectively measure ROI and gain deeper insights into your facility management performance.

Establish Clear ROI Metrics

To accurately measure ROI, it’s important to define specific metrics that reflect the outcomes you want to achieve. Here are some suggested metrics to consider:

• Cost Savings: Track reductions in operational costs resulting from improved maintenance practices, reduced downtime, and more efficient resource allocation. Break down cost savings by categories, such as maintenance expenses, energy usage, and labour costs, to gain a comprehensive view of where savings are being realised.

• Increased Productivity: Measure the time saved through automation and improved processes. Assess how much time employees spend on manual tasks versus automated ones. Additionally, evaluate the impact of streamlined workflows on overall project completion times and service delivery efficiency.

• User Satisfaction: Gauge employee satisfaction and engagement related to facility management practices. Conduct regular surveys to assess how well the software meets user needs, the ease of use, and the effectiveness of training programs. High user satisfaction can correlate with better performance and lower turnover rates.

Implement Comprehensive Tracking Systems

To effectively measure these metrics, it’s important to implement robust tracking systems that capture relevant data.

• Data Analytics Tools: Utilise data analytics tools within your facilities management software to automate data collection and reporting. This can help you continuously monitor your metrics without manual input, allowing for real-time insights.

• Centralised Dashboards: Create centralised dashboards that visualise key performance metrics in one place. This enables quick access to performance data for decision-makers and can facilitate discussions around strategy adjustments.

• Regular Reporting: Establish a routine for generating reports that summarise your ROI metrics. Monthly or quarterly reports can help identify trends over time and provide a basis for strategic decision-making.

Benchmark Against Industry Standards

Comparing your ROI metrics against industry standards can provide valuable context for your performance.

• Research Industry Averages: Conduct research to identify average ROI metrics in facility management for your industry. This can provide a benchmark to evaluate your performance and highlight areas where you may need to improve.

• Adjust Strategies Based on Comparisons: Use these benchmarks to adjust your strategies and set realistic performance goals. Understanding how you stack up against competitors can guide your investment decisions and operational changes.

Foster a Culture of Continuous Improvement

Measuring ROI should not be a one-time effort; it should foster a culture of continuous improvement within your organisation.

• Set Iterative Goals: Use the insights gained from measuring ROI to set iterative goals. As you achieve certain benchmarks, reassess your objectives to drive ongoing improvement and adapt to changing business needs.

• Share Results with Your Team: Communicate ROI findings with your team to reinforce the value of their contributions. Sharing successes can motivate employees to strive for higher performance and foster a sense of collective achievement.

• Act on Insights: Use the data collected to identify pain points and areas for improvement. Establish a process for reviewing and acting on these insights to continually enhance facility management practices.

Maximising ROI with facilities management software in Australia requires a thoughtful approach that includes the right software selection, comprehensive training, data-driven decision-making, automation, ongoing strategy review, and clear ROI measurement. By implementing these tips, Australian businesses can unlock the full potential of their facilities management software, leading to enhanced efficiency and significant cost savings.

Are you ready to take your facility management to the next level? Request a demo with FMClarity to get a 1-on-1 hands on walkthrough of how we can reduce your facilities management administrative work by up to 60-70%.