Facilities management has evolved from being a task-heavy, manual operation to one that is streamlined and efficient, thanks to advancements in facilities management software. The right software can transform how organisations maintain their buildings, assets, and equipment. But with so many solutions on the market, how do you know which one is right for your organisation?

In this blog post, we’ll explore the top features to look out for in facilities management software to help you make an informed decision.

Work Order Management

Work order management is the backbone of any facilities management software. It directly impacts how tasks are created, assigned, executed, and tracked. A well-structured work order system not only ensures that maintenance activities are carried out in a timely manner but also optimises resource allocation and enhances communication across teams. 

Here are the key elements and benefits of an effective work order management system:

Automated Work Order Creation

An essential component of any work order management system is automation. When maintenance issues arise, they can be logged automatically through the software, whether it's via sensors detecting equipment malfunctions or manual inputs from facility staff.

Automating the creation of work orders reduces manual data entry errors and ensures that issues are addressed promptly, preventing small problems from escalating into major disruptions.

Prioritisation and Categorisation of Tasks

Facilities often juggle various maintenance tasks simultaneously - from routine inspections to emergency repairs. Effective work order systems should allow facility managers to categorise and prioritise tasks based on urgency, complexity, and available resources.

For example, critical issues that affect health and safety can be prioritised over routine maintenance or cosmetic fixes. Prioritisation ensures that high-risk issues are resolved first, minimising downtime and maintaining operational safety.

Detailed Task Instructions and Documentation

When a work order is generated, it should include all the necessary information to complete the task efficiently. This includes details such as:

• Task description: A clear explanation of the problem or task to be performed.

• Location: The specific area or equipment where work is needed.

• Required tools and materials: A list of any parts or tools required to complete the job.

• Assigned personnel: The technician or team responsible for completing the task.

• Estimated completion time: A time frame for when the work should be finished.

Providing comprehensive information ensures technicians have all the information they need before starting a task - reducing delays and unnecessary back-and-forth communication.

Preventive vs. Reactive Work Orders

A robust facilities management software should support both preventive maintenance work orders and reactive maintenance tasks. Preventive work orders are pre-scheduled based on regular maintenance intervals or equipment usage data, aimed at preventing breakdowns. Reactive work orders, on the other hand, are created when issues are reported in real-time - usually by staff who are operating within the facility when the fault is identified.

The ability to manage both types of work orders is crucial for maintaining equipment efficiency and reducing unplanned downtime. Facilities management software should allow facility managers to easily transition from reactive to preventive strategies by generating preventive work orders based on insights from historical maintenance data, and automating preventative maintenance work orders so that the facility manager can focus on other, less mundane, responsibilities.

Work Order Assignment and Role-Based Access

An important feature of any work order management system is the ability to assign tasks to the right personnel. With role-based access controls, facility managers can assign work orders to technicians based on their skill sets, availability, and proximity to the task location. This ensures that the most qualified staff handles each issue efficiently, while also balancing workloads among the maintenance team.

Additionally, role-based access ensures that team members only see work orders relevant to their responsibilities, which streamlines communication and minimises confusion across multiple facilities which the facility manager is currently responsible for.

Time and Cost Tracking

Effective work order management should also track the time and resources spent on each task. Technicians should be able to log their work hours, parts used, and any additional costs directly into the facility management software. This level of detail is essential for understanding the cost-effectiveness of maintenance activities and identifying areas where efficiencies can be improved.

Time tracking helps managers evaluate technician performance, adjust schedules, and better allocate resources. Cost tracking also provides insights into operational expenses which can be useful for budgeting and optimising the facility's overall maintenance strategy.

Work Order History and Auditing

Maintaining a detailed history of all work orders completed is vital for long-term facility management. An effective work order management system should automatically log all tasks performed, along with details such as completion dates, the personnel involved, and parts used. This historical data is invaluable for:

• Auditing: Demonstrating compliance with regulations and maintenance standards.

• Future planning: Using past data to inform maintenance schedules, predict future equipment failures, and improve resource planning.

• Performance evaluation: Tracking the efficiency and effectiveness of maintenance operations over time.

Customisation and Scalability

Flexibility is a key benefit of advanced work order management systems. Businesses of different sizes and industries have unique needs, so it’s important to have software that can be customised to fit specific workflows.

Whether it's adjusting priority levels, adding custom fields to work orders, scaling the system to manage multiple locations, or any other myriad of other functionalities that a facility manager might need - the software should be adaptable as your organisation grows or changes.

Asset Tracking and Management

Effective asset management is a critical function for any facilities management software. It ensures that all equipment, machinery, and physical infrastructure is properly maintained, monitored, and optimised throughout their life cycles.

From HVAC systems and lighting to fleet vehicles and IT equipment, the ability to track and manage assets efficiently can lead to significant cost savings, reduced waste, reduced downtime, and improved operational efficiency which saves time.

Here's a deeper look into the key elements of asset tracking and management that should be considered:

Real-Time Asset Tracking

One of the primary functions of asset management is to provide real-time visibility into the location and status of your assets. Facilities management software should use technologies such as barcodes, RFID, or GPS to track assets across multiple sites, ensuring that facility managers know exactly where each piece of equipment is at any given moment.

This feature is especially important for organisations with large campuses, multiple buildings, or mobile assets such as vehicles and tools that may be relocated frequently. Real-time tracking allows managers to respond quickly to any issues, such as misplaced equipment or asset malfunctions, minimising downtime and keeping operations running smoothly.

Comprehensive Asset Registers

An effective facilities management software should include a detailed asset register that serves as a centralised database for all assets owned by the organisation. This register should contain key information such as:

• Asset types: Categorisation of assets (e.g., HVAC, electrical systems, vehicles).

• Locations: Where the asset is installed or stored, which GPS provides major insight into.

• Manufacturer details: Brand, model, and any warranty information.

• Purchase information: Date of acquisition, cost, and vendor details.

• Usage data: Hours of operation or usage history.

A comprehensive asset register allows managers to have a clear overview of all equipment in their care - streamlining audits, inventory control, and maintenance planning.

Lifecycle Management

Tracking the entire life cycle of an asset - from acquisition and deployment to maintenance and eventual disposal - is a key feature of facilities management software for facility managers that are looking to manage assets.

By monitoring each stage of an asset's life cycle managers can make informed decisions about when equipment needs repairs, upgrades, or replacements. This helps prevent unexpected failures and costly downtime.

Lifecycle management features should provide alerts when an asset is nearing the end of its shelf life or when it requires significant repairs. This proactive approach allows managers to budget for replacements and avoid sudden capital expenditures which reduces waste, saves time and streamlines operations. 

Maintenance Schedules and Reminders

As previously stated, regular maintenance is crucial for keeping equipment in optimal working condition. Facilities management software should offer automated maintenance scheduling for each asset based on manufacturer recommendations, usage data, or facility-specific standards. These schedules can include routine inspections, repairs, or part replacements.

Automated reminders for upcoming or overdue maintenance tasks ensures that no asset is neglected. This reduces the risk of unexpected breakdowns and helps extend the life of critical equipment. Additionally, facilities management software should log all completed maintenance activities - creating a full maintenance history for each asset that can be reviewed during audits or performance evaluations.

Condition Monitoring and Predictive Maintenance

Advanced facilities management software should go beyond simple maintenance scheduling and integrate condition monitoring features - where assets are continuously tracked for performance metrics such as temperature, pressure, or energy usage. By setting predefined thresholds, facilities management software can automatically generate alerts if equipment operates outside its normal range thereby signaling potential issues before they become serious problems.

In addition to condition monitoring, predictive maintenance leverages data analytics and machine learning to forecast when an asset is likely to fail based on historical data. This allows facility managers to perform maintenance just before a failure occurs, reducing unplanned downtime and lowering repair costs.

Historical Data on Repairs and Replacements

Maintaining a detailed log of repairs, replacements, and upgrades for each asset is essential for long-term management. Facilities management software should store historical data on:

• Previous repairs: What was repaired, when it was completed, and which technician handled the task.

• Parts replaced: Any components that were swapped out, along with part numbers and costs.

• Downtime: How long the asset was out of service during repairs.

• Total cost of ownership: Cumulative costs associated with maintenance, repairs, and replacements over the asset’s lifetime.

This historical data allows facility managers to assess the performance and cost-effectiveness of each asset, making it easier to identify underperforming equipment that may need to be replaced or retired early.

Asset Utilisation Tracking

In addition to tracking asset locations and conditions, it’s important to monitor how assets are being utilised. Facilities management software should provide reports on asset usage patterns to help managers identify whether certain equipment is being overused, underused, or misallocated.

For example if one piece of machinery is used far more than others, it may require more frequent maintenance or the workload can be distributed more evenly across similar assets. This tracking and insight allows facility managers to make more informed decisions about assets and helps reduce waste from needlessly damaging equipment.

Utilisation tracking also helps with space management as it ensures that assets are being used efficiently within the available physical space, optimising both equipment performance and facility layout.

Asset Reporting and Analytics

Finally, robust reporting and analytics capabilities are essential for effective asset management. Facilities management software should generate customisable reports that provide insights into asset performance, maintenance costs, and life cycles. These reports help in making data-driven decisions about asset replacement, repairs, and allocation.

Analytics can also identify trends in asset failures or maintenance needs enabling facility managers to refine their maintenance strategies and reduce overall operational costs. For example if a certain type of equipment consistently experiences breakdowns after a specific number of hours in use, facility managers can plan for replacements before issues arise.

Preventive Maintenance Scheduling

Preventive maintenance (PM) is a proactive approach to facility management that focuses on regularly scheduled maintenance tasks designed to prevent equipment failure and extend the lifespan of assets. Rather than waiting for something to break down preventive maintenance involves routine inspections, cleaning, part replacements, and repairs based on a predetermined schedule to help reduce waste, reduce costs and improve operational efficiency.

Effective facilities management software should automate and streamline this process to ensure that preventive tasks are performed consistently and on time. Below are the essential components of preventive maintenance scheduling:

Automated Scheduling Based on Time, Usage, or Condition

As mentioned previously one of the most powerful aspects of preventive maintenance is automation. Facilities management software should allow you to schedule maintenance tasks based on various criteria, such as time intervals (e.g., monthly, quarterly, annually), usage data (e.g., after a machine has been used for a certain number of hours or cycles), or condition-based triggers (e.g., when a sensor detects wear or inefficiency).

This type of automated scheduling eliminates the need for manual tracking and ensures that maintenance is performed consistently, regardless of personnel changes or workload fluctuations. By automating these tasks facilities can avoid costly, unplanned downtime caused by neglected or overdue maintenance.

Customisable Maintenance Plans

Every facility has unique needs based on the types of equipment it uses, industry requirements, and the specific demands of its operations. Therefore facilities management software should offer customisable preventive maintenance plans that allow facility managers to tailor tasks to their specific assets. Facility managers should be able to:

• Define maintenance tasks for each asset, and have all assets available to inspect at a glance

• Set custom intervals for inspections, part replacements, or tune-ups

• Adjust maintenance schedules based on asset usage or changes in operational conditions

This flexibility allows for a tailored approach that fits the specific maintenance requirements of your facility rather than relying on generic, one-size-fits-all plans.

Maintenance Task Templates and Checklists

To ensure consistency and thoroughness preventive maintenance tasks should be detailed and easy for technicians to follow. The software should provide the ability to create task templates and checklists for each type of equipment, outlining all the steps required to complete the job effectively. For example a template for maintaining an HVAC system might include steps such as checking filters, cleaning coils, and inspecting electrical connections.

By using standardised templates and checklists technicians can ensure that nothing is overlooked - which helps maintain the quality and reliability of equipment over time.

Automatic Reminders and Notifications

Effective preventive maintenance systems keep everyone on the same page making sure that no tasks are missed or delayed. Facilities management software should include automatic reminders and notifications that alert technicians and managers when preventive maintenance tasks are due.

These notifications can be sent via email, SMS, or within the software’s mobile app - but above all else be effortless to access and manage so that maintenance teams stay aware of upcoming work and can plan accordingly.

Preventive vs. Reactive Maintenance Comparison

A key benefit of using preventive maintenance is the ability to shift from a reactive, emergency-driven approach to a proactive strategy that prevents problems before they happen. Facilities management software can help by tracking the performance and costs of both preventive and reactive maintenance activities.

This comparison allows facility managers to assess the effectiveness of their preventive maintenance program and see where it’s paying off in reduced downtime and repair expenses. Facility managers can optimise their maintenance strategies, potentially increasing preventive efforts in areas that show frequent reactive repairs.

Cost Savings and ROI of Preventive Maintenance

Preventive maintenance not only extends the lifespan of equipment but also offers significant cost savings by reducing the frequency of breakdowns and unplanned repairs. Facilities management software should track and report on the financial benefits of preventive maintenance by monitoring:

• Reduced emergency repair costs: Fewer sudden breakdowns mean lower repair costs

• Improved asset lifespan: Regular maintenance keeps equipment functioning longer, reducing capital expenditures on replacements

• Reduced downtime: Consistent preventive maintenance minimises unexpected equipment failures, keeping operations running smoothly and avoiding costly disruptions

Facility management software should generate reports that help facility managers calculate the return on investment (ROI) of their preventive maintenance strategy, demonstrating its value to stakeholders and making it easier to justify future investments.

Compliance with Industry Standards and Regulations

In many industries facilities are required to follow strict maintenance guidelines to comply with safety regulations, insurance policies, or industry certifications. Facilities management software should support compliance by allowing facility managers to create preventive maintenance schedules that align with industry standards - such as those set by OSHA, ISO, or specific manufacturers’ recommendations.

By keeping detailed maintenance logs and ensuring tasks are completed on time, facilities can easily demonstrate compliance during audits - reducing the risk of fines or penalties.

Mobile Access for On-Site Maintenance

For preventive maintenance to be effective, it needs to be easy for technicians to access and update information on the go. Facilities management software with mobile capabilities allows maintenance staff to view upcoming tasks, access detailed instructions, communicate with the facility manager directly and log completed work directly from their mobile devices.

This level of mobility improves technician productivity by enabling them to perform and document preventive maintenance activities without needing to return to a desktop or central office. It ensures that technicians have all the information they need at their fingertips  making it easier to perform timely and efficient maintenance without any bottlenecks in their workflow.

Real-Time Reporting and Analytics

As we’ve discussed in our previous points, real-time reporting and analytics are critical for optimising performance, reducing costs, and making informed, data-driven decisions. The ability to monitor key operational metrics as they unfold allows facility managers to stay ahead of potential issues and identify areas for improvement before they escalate into costly or wasteful problems.

When integrated into facilities management software these features provide a holistic view of a facility's operations, offering insight into everything from maintenance efficiency to energy consumption. Here’s a breakdown of what makes real-time reporting and analytics such a vital component of any facility management strategy:

Real-Time Data Collection and Monitoring

The core benefit of real-time reporting is the ability to collect and process data as events happen. Whether tracking equipment performance, maintenance activities, or energy consumption, the facility management software should pull in live data from sensors, work orders, and facility systems. This live feed of information allows managers to identify inefficiencies or potential problems immediately rather than waiting for end-of-day or weekly reports.

For example if energy consumption spikes suddenly in one section of a facility, real-time analytics can alert managers to the issue prompting them to investigate the cause Whether it’s malfunctioning equipment or an unanticipated change in operational demand they are able to respond appropriately. With instant access to performance data facility managers can respond quickly which minimises downtime and optimises resource usage.

Customisable Dashboards

Facilities management software should offer highly customisable dashboards that present key performance indicators (KPIs) and metrics in an intuitive and visual format. These dashboards should allow facility managers to display the data that is most relevant to their specific needs:

• Maintenance metrics: Number of completed work orders, overdue tasks, and average time to complete maintenance

• Asset performance: Uptime/downtime statistics, equipment efficiency, and asset health

• Energy consumption: Real-time electricity, water, and gas usage across various parts of the facility

• Cost tracking: Budget vs. actual expenses for maintenance, utilities, and repairs

Customisable dashboards enable facility managers to focus on the data that directly impacts their operations, rather than wading through irrelevant information.

Historical Data and Trend Analysis

While real-time data is essential for responding to immediate issues, long-term performance analysis requires access to historical data. The software should store and organise past records and allow facility managers to track long-term trends and compare current performance against historical benchmarks.

For example trend analysis might reveal that a specific asset requires more frequent repairs during certain months, signalling the need for preventive maintenance ahead of the anticipated busy season. Similarly energy consumption trends might show an upward trajectory during specific times of the year, which could lead to the implementation of energy-saving initiatives.

Actionable Insights for Maintenance and Asset Management

Facilities management software should provide actionable insights that help managers optimise their maintenance and asset management strategies. Real-time analytics can uncover inefficiencies in maintenance workflows, such as delayed work orders or inefficient task assignments, prompting teams to reevaluate their processes.

As mentioned previously, the facility management software should also flag assets that are consistently underperforming or incurring high repair costs which can guide decisions on whether to repair, upgrade, or replace them.

Cost Monitoring and Budgeting

A comprehensive real-time reporting system should offer robust cost tracking and monitoring capabilities. Facility managers need to know how much they are spending on maintenance, repairs, energy, and other operational expenses in real-time to stay within budget and avoid unnecessary expenditures. Facility management software should be able to generate reports that track:

• Total maintenance costs: Including parts, labour, and third-party services

• Utility costs: Real-time monitoring of energy, water, and gas usage

• Asset costs: Costs associated with equipment repairs, upgrades, and eventual replacement

With access to real-time cost data facility managers can make proactive decisions to reduce unnecessary spending.

For instance, if maintenance costs for a particular asset consistently exceed the planned budget managers can use the analytics to assess whether it’s more cost-effective to continue repairing the asset or to invest in a new one. Real-time financial insights also support more accurate budget forecasting and allocation of resources.

Energy Consumption and Sustainability Tracking

Energy consumption is one of the largest operational costs for many facilities making it a critical metric for facility managers to track. Real-time energy monitoring allows managers to see how much power, water, or gas is being used across different areas of a facility, helping to identify energy wastage, inefficiencies, or spikes in usage.

Facilities management software should offer tools for tracking energy consumption against set benchmarks or sustainability goals. For example if a facility is aiming to reduce its carbon footprint or meet certain sustainability standards, real-time tracking can show progress toward these targets. Additionally automated alerts can be set to notify facility teams when energy usage exceeds predefined thresholds which would enable immediate corrective action.

Sustainability is increasingly becoming a priority for organisations, and the ability to monitor and optimise energy usage in real-time not only helps reduce costs but also aligns with broader environmental goals.

Customisable Reporting for Different Stakeholders

Different stakeholders from facility managers to executives and financial teams, require different levels of detail and types of reports. Facilities management software should allow for the generation of customisable reports that cater to the specific needs of each audience. For example:

• Facility managers might need detailed reports on maintenance activities, asset performance, and energy usage

• Executives might prefer high-level reports that summarise overall facility efficiency, operational costs, and return on investment

• Finance teams might need detailed cost breakdowns for budgeting, including maintenance expenses, utility costs, and capital expenditures.

The ability to tailor reports means that each stakeholder gets the insights they need, without being overwhelmed by irrelevant data.

Facilities management software should also provide options for scheduled reporting where reports are automatically generated and sent to key stakeholders at regular intervals (e.g., weekly, monthly). Not only does this provide the reports that stakeholders require, but it also reduces the time spent for the facility manager in generating these reports themselves when they are needed.

Predictive Analytics for Future Planning

Advanced facilities management software goes beyond real-time monitoring by offering predictive analytics. Predictive analytics uses historical data, machine learning algorithms, and statistical models to forecast future maintenance needs, equipment failures, and energy consumption patterns. This feature allows facility managers to anticipate and plan for potential issues before they arise which improves overall operational efficiency and reduces downtime.

As an example - by analysing past maintenance and performance data the software could predict when a piece of equipment is likely to fail which enables the facility manager to schedule repairs or replacements before a breakdown occurs. Predictive analytics can also help optimise energy usage by forecasting peak demand periods, allowing managers to implement energy-saving measures proactively.

Mobile Accessibility

In today's fast-paced and increasingly digital environment, mobile accessibility is a game-changer for facilities management. The ability to access facilities management software via mobile devices empowers facility managers and technicians to perform their jobs more efficiently and with greater flexibility, no matter where they are.

Whether on-site, travelling between locations, or working remotely - mobile-friendly platforms allow critical tasks to be managed and updated in real-time which reduces delays and improves communication.

Seamless Communication Between Teams

Mobile-friendly facilities management software fosters seamless communication between on-site technicians, managers, and administrative staff. Technicians can instantly update the status of work orders, request additional resources, or communicate issues in real-time via their mobile devices. Managers, in turn, can assign tasks, prioritise work orders, and provide instructions without any delay.

This level of communication reduces bottlenecks in the workflow, especially in facilities that span large areas or multiple locations. By eliminating the need for technicians to return to a central location to receive updates, mobile accessibility ensures that the team remains agile and responsive to real-time facility needs.

Efficient Asset Management on the Go

Mobile access allows facility managers and technicians to perform asset tracking and management tasks while on the move. They can scan QR codes or use RFID technology to quickly identify assets, check maintenance histories, update current conditions, and log new data during inspections or repairs.

This feature is especially useful in large facilities where assets are dispersed across different locations. Instead of waiting to return to an office to update asset records, technicians can handle these tasks in the field, improving accuracy and saving time.

Mobile Preventive Maintenance Management

Mobile-friendly facilities management software also plays a critical role in preventive maintenance management. Technicians can access maintenance schedules, checklists, and instructions directly from their mobile devices which helps them to complete preventive tasks without the need for paper documents or manual input.

For example during an HVAC system inspection, a technician can pull up the maintenance checklist on their phone, mark off completed tasks, and log any findings immediately. This ensures consistency and thoroughness while reducing the risk of errors that might occur when information is recorded manually and then entered into the system later.

Moreover any changes to the preventive maintenance schedule can be updated in real-time, so that the entire team is aware of the latest requirements.

GPS Tracking and Navigation

Some facilities management software platforms include GPS integration, enabling technicians to locate assets and equipment faster particularly in larger facilities or across multiple sites. Mobile devices equipped with GPS can guide technicians directly to the location of the work order or asset, reducing any time spent searching for equipment or specific locations within the facility.

For multi-site operations GPS tracking allows facility managers to see where their technicians are in real-time, making it easier to assign tasks based on proximity to an issue. This enhances efficiency and improves response times to critical maintenance requests.

Instant Photo and Video Documentation

A mobile-friendly platform allows technicians to capture and upload photos or videos directly into the facilities management software while on-site. This feature is invaluable for documenting the condition of assets, recording completed repairs, or capturing the severity of damage for future reference or audits.

By attaching documentation to work orders or asset records, facility managers can better understand the situation even if they are not physically present at the site. This feature also helps with long-term tracking, as visual records of past maintenance can provide context for future repairs or replacements.

Push Notifications and Alerts

A key advantage of mobile-enabled software is the ability to receive push notifications and alerts. These notifications can keep both technicians and managers informed about critical updates, such as:

• New work orders being assigned

• Changes in task priority or schedule

• Completion of work orders

• Alerts about equipment failures or urgent maintenance needs

Push notifications ensure that nothing is missed and that facility teams can respond to emerging issues quickly. For example if an emergency repair request is generated, the technician closest to the location can receive an instant alert and head directly to the site which can drastically reduce response time.

User-Friendly Mobile Interface

The mobile version of facilities management software should offer a user-friendly interface designed specifically for use on smaller screens. Complex processes should be simplified for mobile users, with easy-to-navigate menus, quick access to key features, and responsive design that adjusts to different devices.

Whether accessing the software from a smartphone or tablet, technicians should be able to complete tasks quickly and without unnecessary steps. Intuitive mobile design ensures that even those who are not particularly tech-savvy can use the software with ease, reducing training time and promoting widespread adoption across the facility management team.

Customisable Workflows

Customisable workflows are a key feature for facilities management software which enables organisations to adapt the system to meet their specific operational requirements. Every organisation has unique processes, approval chains, and task management needs, so software that offers flexibility in workflow design will significantly boost efficiency.

Customisable workflows allow facility managers to streamline operations, improve communication, and ensure that all tasks and approvals follow a consistent process.

Tailoring Approval Chains

In many facilities certain tasks - like maintenance requests, purchasing approvals, or contract renewals - require multiple levels of authorisation. A customisable approval chain allows businesses to ensure that tasks follow the correct hierarchical structure, assigning specific individuals or departments the authority to approve or reject requests at various stages.

For example a maintenance request might need approval from both the facilities manager and the finance department before proceeding. Customisable workflows allow you to create an approval process that ensures each request is automatically routed to the right personnel, minimising bottlenecks and preventing delays.

Streamlining Task Management

Workflows that are customisable can be designed to match an organisation’s specific task management structure. This means that recurring tasks such as preventive maintenance or routine inspections can be automated and assigned according to a preset schedule. By customising task sequences and assigning roles within the workflow, facility managers can ensure that the right tasks are completed by the right people at the right times.

For example if a specific maintenance task involves multiple steps - like inspection, repair, and testing - the workflow can be customised to reflect the exact order of these steps and assign the appropriate personnel at each stage. This eliminates confusion and creates a logical flow of work.

Custom workflows can also improve how teams handle emergency repairs. If an urgent issue arises such as a water leak, a custom workflow can prioritise that task automatically reassigning resources from lower-priority jobs and sending immediate alerts to relevant teams.

Improving Operational Efficiency

Customisable workflows enhance operational efficiency by helping facilities eliminate unnecessary steps and streamline repetitive processes. Instead of using a one-size-fits-all approach, organisations can configure workflows to suit their specific needs which leads to more efficient use of time and resources. Flexibility can reduce redundancies, speed up approvals, and enable faster decision-making across the facility management process.

If a particular department requires multiple signatures for certain tasks custom workflows can automatically assign and track these approvals, reducing manual oversight and helping tasks move through the system as quickly as possible. They also help facilities identify bottlenecks, allowing them to tweak the process and eliminate delays that may be hindering overall performance.

The result is a more dynamic and responsive facilities management software system that adapts to changing needs - helping organisations stay agile and competitive.

Integrating with Other Systems

Many facilities management software platforms integrate with other business systems, such as financial software, HR platforms, or energy management tools. Customisable workflows allow you to configure how data flows between these systems allowing seamless communication and reducing the need for manual data entry.

If a work order requires parts to be ordered the workflow could for example automatically generate a purchase request and send it to the procurement team. Once approved the system could update both the inventory and financial systems so that everything is tracked and aligned with business processes. This level of integration improves accuracy and allows for real-time updates across departments.

By having workflows that connect different aspects of the business, facilities managers can help all departments to work together efficiently with minimal errors or delays.

Scalability for Growing Organisations

Customisable workflows are particularly valuable for organisations that are scaling or managing multiple facilities. As operations grow, so do the complexities of managing them. Custom workflows allow organisations to expand their facilities management operations without overhauling their entire system.

Whether an organisation is opening a new facility, expanding its workforce, or introducing new equipment - custom workflows can be adjusted to incorporate these changes. For example additional approval steps can be added as a facility grows, or new departments can be included in existing workflows without disrupting ongoing operations.

Customisable workflows also allow businesses to respond to changing industry regulations or internal policies. If new compliance requirements are introduced workflows can be updated to ensure that all necessary approvals, inspections, or documentation are included in the process.

Integration Capabilities

Integration capabilities are essential for ensuring that your facilities management software works in harmony with the rest of your organisation's tools and systems. Seamless integration with other business applications - such as enterprise resource planning (ERP) systems, human resources software, and accounting platforms - enables smooth data flow, enhances collaboration between departments, and reduces the need for duplicate data entry.

Connecting with ERP Systems

ERP systems are designed to manage core business processes like procurement, inventory, and finance. Integrating your facilities management software ensures that data such as maintenance costs, asset performance, and work orders flow seamlessly into these centralised systems.

When facilities management software is connected to an ERP system any purchase requests for maintenance supplies or equipment parts can be automatically generated, approved, and tracked within the ERP system. This reduces manual entry and means that all departments from procurement to finance have real-time access to relevant data. Additionally, tracking expenses related to facility maintenance directly within the ERP system helps in budgeting and forecasting giving financial teams clearer insights into how facility costs impact overall business performance.

Enhancing Data Consistency and Accuracy

One of the key advantages of integration is data consistency across platforms. Without proper integration teams often find themselves duplicating efforts, entering the same information into multiple systems. This not only wastes time but also increases the risk of errors. Integrated software ensures that data entered in one system is automatically reflected in others, reducing inconsistencies and keeping everyone on the same page.

If maintenance data - such as work order status or asset performance - is updated in the facilities management software that information should be reflected immediately in related systems like the ERP or accounting platform. This real-time data syncing prevents teams from relying on outdated or incomplete information, improving decision-making and operational efficiency.

Additionally, integration allows for centralised reporting across departments. Rather than pulling data from various sources manually integrated systems enable teams to generate comprehensive reports that include everything from maintenance costs and asset conditions to energy usage and personnel allocation - all in one place. This unified data view makes it easier to analyse trends, measure performance, and identify opportunities for improvement.

Improving Collaboration Across Departments

Through integrations departments that may not typically interact closely such as facilities management, finance, and HR, can collaborate more effectively. When systems are linked data can flow freely between them, meaning everyone has access to the information they need to make informed decisions all thanks to the facilities management software. This helps break down silos within the organisation fostering better communication and collaboration across teams.

If the facilities management team needs to make a large capital expenditure like replacing HVAC systems, finance and procurement teams can easily access the necessary data through the ERP or accounting system to approve the expenditure and monitor its impact on the overall budget. HR teams can collaborate similarly with facilities teams to coordinate office relocations ensuring both personnel and physical spaces are managed efficiently.

Moreover, automated task notifications can be triggered across integrated platforms. For example when a maintenance task is completed the facilities team could notify the finance department automatically which would prompt them to process payments or update the budget accordingly.

Custom API Integrations

In addition to pre-built integrations with popular business tools, the best facilities management software solutions offer custom API integrations which allows organisations to connect the software with any other platforms they use. This flexibility is especially useful for organisations with unique software ecosystems or those using specialised tools that may not have direct integrations.

Custom APIs allow organisations to create bespoke workflows that meet their specific needs. An organisation might integrate their facilities management software with a custom energy management system to track real-time energy consumption across multiple facilities. Or they might connect it with a fleet management tool to monitor the performance and maintenance of company vehicles alongside building assets.

APIs offer organisations the ability to scale and adapt their software over time, adding new integrations as their needs evolve. This ensures that the facilities management software grows with the business and remains compatible with future technologies.

Scalability and Future-Proofing

Strong integration capabilities ensure that your facilities management software is future-proof. As an organisation grows, the required functionality of the facilities management software will likely evolve - requiring new tools and platforms. Facilities management software with robust integration options ensures that you can easily add and integrate new systems as needed without overhauling your entire infrastructure.

Whether your organisation is expanding to new locations, incorporating new technologies like Internet of Things (IoT) devices, or adopting smart building systems - integration ensures that your facilities management software remains compatible with these developments. By choosing a system with strong integration capabilities, you’re investing in software that will continue to meet your needs as your organisation scales.

Boosting Operational Efficiency

Ultimately, integration capabilities help improve operational efficiency by reducing the amount of time spent on manual data entry, ensuring consistency across platforms, and enabling more effective collaboration between departments. By integrating with key business tools, facilities management software can streamline operations, enhance data accuracy, and provide valuable insights that drive smarter decision-making.

The right integration capabilities allow facilities teams to leverage the full power of their data, optimising maintenance schedules, managing resources, and controlling costs more effectively across the board.