making the most of your facilities management system
TRANSCRIPT
MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM5tips to help you streamline your operations
Part 2
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
Facilities management software is only effective if it is used. You need to be careful that the system you choose to implement is not overly complicated. If it has too many moving parts, you will never get buy-in from the people who need and use it most.
There are a few guidelines to help you narrow down the field of software options and choose the one
that works best for you. There are also some efficient ways to implement a workflow system into your
organization that will streamline your operations and give you more bang for your buck.
READ ON TO FIND OUT MORE >>
1. LIMIT NUMBER OF REQUEST OPTIONS
5. OPTIMIZE YOUR BUSINESS WORKFLOW
4. ABILITY TO ACCESS ON ANY DEVICE
MAKE SURE YOUR FACILITIES MANAGEMENT SYSTEM CAN OFFER THE FOLLOWING...
2. EASY BUY-IN FROM USERS
3. ACCESS FOR EVERYONE
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
1. LIMIT NUMBER OF REQUEST OPTIONS
A lot of software packages have so many options to choose from that the learning curve gets quite steep. The
user has to figure out which options will address
his specific issue and ensure that the work gets
done, and which options can simply be ignored.
While fewer options is best, smaller tasks—like
changing a light bulb—should not be neglected. An
easily understood roster of options, in turn, helps
the maintenance staff organize requests so they can
be addressed quickly, and nothing falls through the
cracks.
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
2. EASY BUY-IN FROM USERS
In order to quickly get your users on board with a new system, you need one that will enable you to respond immediately to issues and requests, even if you can’t resolve them right away.
The ideal system should have:
Built-in capability for an immediate response, either through email or text
Interim, automatic updates as to the status of requests
Notification when tasks are completed and issues are resolved
This ensures users are always in the loop, and understand their issues
are important and being addressed.
CONSIDER THIS!…By 2025, 75% of the
workforce will be
millennials, born in
the 1980s or 1990s.
Millennials grew up
embracing technology.
Facility managers need
to use technology to
maintain an open line
of communication,
not only with their
team, but with other
employees, as well.
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
3. ACCESS FOR EVERYONE
The ideal system gives every building occupant access. The initial impression of most facilities teams may be that they will be
overwhelmed if everyone can put in requests. But in reality, the opposite is
true. The right system eliminates the need for a gatekeeper so bottlenecks
don’t happen. It also lets requestors quickly check on the status of their
requests, see where they are in the queue, and learn exactly when their
request will be fulfilled. Everyone is on the same page.
Problem: According to a recent TowersWatson report, “more than 60% of employees are unsupported, detached or
disengaged”.
Answer: Facility managers must provide the tools that keep employees informed and engaged.
Result: An integrated workplace management system (IWMS) not only gives facility managers a better way to manage their
facilities, it also creates a steady, reliable flow of back-and-forth information between the staff and the maintenance team.
This fosters better working relationships and a sense of ownership in the workflow process.
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
Not all employees are on site or in the office all of the time. They may be out in the field, on the road, or simply too busy to log into the facilities management system during regular working hours. Software that is web-based and can be accessed from any computer, tablet or smart phone will save you both time and money. Members of the maintenance staff do not have to return to the office to get the next assignment. Employees do not have to interrupt their regular activities to check the status of their requests. And managers can get a bird’s eye view of all activities in progress, scheduled, or completed, no matter where they are or what device they’re using.
4. ABILITY TO ACCESS ON ANY DEVICE
10% of the U.S. population is mobile. Facilities management software that is cloud-
based and offers mobile access will result in a
productive team that stays informed from anywhere
and from any device.
78% of professionals use their mobile device to check email.
From 2005 to 2011, the trend in telecommuting has risen by 73% in the U.S.
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
By embracing the concept of telecommuting,
U.S. businesses and telecommuters stand to save
over $700 BILLION ANNUALLY. The typical
business could save $11,000 PER PERSON
per year, while telecommuters themselves could
save between $2,000 AND $7,000. Not all
employees can telecommute; most teachers and
on-site maintenance workers must be present.
However, recent studies point towards higher
productivity for those employees who can
telecommute, at least some of the time.
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
5. OPTIMIZE YOUR BUSINESS WORKFLOW
Simple Work Order Workflow (For Small Organizations)
Maintenance staff responds and
resolves request.
Request is saved in database and available
for reporting.
Confirmation email sent to user.
Email notification sent to user.
Email sent to entire maintenance staff and other pertinent staff.
Email sent to entire maintenance staff and other pertinent staff.
User creates new work order or
re-opens completed work order.
!
FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
5. OPTIMIZE YOUR BUSINESS WORKFLOW
Advanced Work Order Workflow (For Large Organizations)
Approver accepts or declines request.
Facility Manager assigns work order to
appropriate technician.
Maintenance staff responds and
resolves request.
Request is saved in database and
available for reporting.Confirmation
email sent to user.
ACCEPTED: Email notification
sent to user.
DECLINED: Request dies and final email notification is
sent to user.
Email notification sent to user.
Email notification sent to user.
Email sent to personnel responsible for approval.
Email sent to Facility Manager.
Email sent to assigned technician.
Email sent to Facility Manager and Approver(s).
User creates new work order or
re-opens completed work order.
The approval process can have multiple steps. (ie. Request is submitted è Approval 1 è Approval 2 è Facility Manager)
!!
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FMX E-GUIDE: MAKING THE MOST OF YOUR FACILITIES MANAGEMENT SYSTEM +
About FMX: Facilities Management eXpress, LLC is a leading-edge provider of workflow management solutions that empower facilities managers and building tenants to manage resources and equipment easily and cost effectively.
Source: 1 Tiffany Bloodworth Rivers, April 3, 2014, iOffice website “12 Mind-Blowing Statistics Every Facilities Manager Should Know” http://www.iofficecorp.com/blog/12-mind-blowing-statistics-every-facilities-manager-should-know
Regardless of organization size, a facility manager has an impact on your
business. Arm your facilities management team with FM software that offers:
Real-Time Reporting
Accurate Info
Immediate Benefits1