10 reasons why your company needs a facility management system

1. optimisation of operating costs

At a time when companies are constantly looking for ways to reduce their expenditure and work more efficiently, the CAFM Software a decisive role. The Optimisation of operating costs is a central aspect of this. But how exactly can a Computer-Aided Facility Management System help keep costs in check? Let's look at some approaches:

• Automated maintenance management: Through the use of Maintenance management software companies can automatically schedule regular maintenance work and thus avoid expensive emergency repairs.
• Energy efficiency increase: According to a study by the German Energy Agency (dena), the use of Energy management systems up to 20% of energy costs can be saved.
• Cost transparency: A comprehensive system for Cost recording and trackingoften known as cost tracking, provides a clear insight into all expenses incurred and thus enables well-founded decisions to reduce costs.

A practical example illustrates this: A medium-sized company was able to realise a significant reduction in costs through the use of CAFM software for SMEs reduce its annual operating costs by around 15%. This was achieved through a combination of more efficient space utilisation and improved maintenance processes.

"The Optimisation of our facility management processes has not only reduced our costs, but also increased the satisfaction of our employees."

In addition to the financial savings, an efficient CAFM system also contributes to Sustainability with. Less resource consumption means less environmental impact - not just for the budget, but also for our planet!

2. improved maintenance management

In the modern business world, an efficient maintenance management process is crucial for smooth operations and compliance with safety standards. One CAFM Software offers significant Advantagesthat can take your company to the next level.

Why is maintenance management important?

• Avoidance of unplanned downtime: System failures can cause high costs. Through proactive Maintenance expensive repairs can be avoided.
• Safety precautions: Regular Maintenance ensures that devices and systems comply with safety standards.
• Longer service life of the equipment: Continuous maintenance and monitoring ensures that your systems remain operational for longer.

According to a study by McKinsey & Company, companies can save up to 20% in operating costs through efficient maintenance management. This shows how crucial an effective infrastructure management system can be (source).

How can CAFM software provide support?

• Central database: All information is available in one place, making it easier to access important documents and maintenance histories.
• <strong Reminders for scheduled maintenance reduce the Risk from forgetfulness - even on stressful days.
• Status monitoring in real time: Devices equipped with sensors report their status directly to the system so that problems can be recognised at an early stage.

Let's take a medium-sized company with 50 buildings, for example. Implementation maintenance software led to a 30% reduction in unplanned downtime, which not only saved costs but also improved the reliability of services.

"Effective facility management is not just about cost savings, but also about improving customer service and risk management." - Facility Management Association of Australia

It is therefore no surprise that more and more companies are turning to digital solutions to optimise their processes. For more details on optimising maintenance processes with CAFM software, visit our article on Optimisation of maintenance processes with CAFM software.

3. efficient spatial planning and land utilisation

In the hectic world of building management, the efficient utilisation of space plays a crucial role. One CAFM Software can simplify and optimise this process considerably. Through the use of Spatial planning tools ensures that every square metre is used wisely, which not only reduces operating costs but also improves the overall working environment.

A good example of this is the ability to identify unnecessary vacancies through clear visualisations and data analyses. This allows Manage areas more efficientlyby clearly recognising used and unused areas. This not only leads to optimised use of space, but can also encourage restructuring where necessary in order to make better use of the available space.

Not just for number crunchers:

• Data-based decisions: Decision-making is facilitated by precise reports and analyses.
• Accessible visualisation: Graphical representations help to visualise room capacities at a glance.
• Cost savings: Significant savings can be achieved by reducing vacancies.

"Efficient spatial planning is like Tetris - you have to put the pieces together in the best possible way to get the most out of it."

According to a survey by the IFMA (International Facility Management Association), over 60% of companies already use digital systems for space management - and the trend is rising. This development clearly demonstrates the need for and effectiveness of Building management solutions.

With the help of modern CAFM systems facility managers can not only maintain an overview of their rooms, but also react flexibly to changes. The long-term Advantages are significant: better-utilised space not only means lower costs, but also promotes the well-being of employees through improved workplace design. This turns a "space problem" into a "space gain"!

4. sustainability and energy management

Sustainability is more than just a buzzword in the modern corporate world; it has become an integral part of facility management. A well-implemented Facility Management Systemin particular an efficient CAFM Softwarecan make a decisive contribution to achieving a company's sustainability goals.

Why is this important? According to a study by Deloitte, 79% of business leaders believe that sustainability is critical to the future success of their organisations.

Effective energy management

• Data-based decisions: CAFM software delivers precise Data on energy utilisation, which you can use to make informed decisions. You can recognise where energy is being wasted and take targeted measures.
• Automation: Automated systems can control energy consumption by adapting to usage patterns. This ensures that lights are switched off and heating or cooling only runs when necessary.
• Real-time monitoring: With real-time analyses, companies can react immediately to deviations and thus minimise energy losses.

Sustainability benefits

In addition to energy management, comprehensive CAFM software offers numerous other advantages in the area of sustainability:

• Reduction of the ecological footprint: Effective planning of space resources and workstations reduces the need for physical resources.
• Utilisation of renewable energies: The use of renewable energies can be better managed and optimised.
• Waste and waste reduction: Predictive maintenance strategies can prevent unnecessary waste caused by defective equipment. You can find out more about this in our article on optimising maintenance processes with CAFM software: Click here.

"Integrating sustainable practices into facility management is not only good for the environment, but also for the bottom line."

If your organisation has not yet taken steps to improve its sustainability practices, now could be the right time. Powerful CAFM software not only brings environmental benefits, but can also generate significant cost savings. So it's no longer a question of if, but when!

5. increase in employee productivity

In today's fast-paced working world, the Efficiency of a team is a decisive success factor. A CAFM system can help to significantly increase the productivity of your employees and thus have a positive impact on the overall performance of the organisation.

Streamlining processes: A comprehensive facility management system automates many time-consuming tasks, such as recording maintenance requests or managing room occupancy. This means less manual work for your employees and more time for strategic tasks. According to a study by Verdantix, by implementing Computer-Aided Facility Management-solutions cut their administrative costs by up to 15%.

Better communication: With a centralised communication system integrated into the facility management software, team members can work together more efficiently and exchange information more quickly. This helps you to avoid misunderstandings and unnecessary delays in the completion of tasks.

Access to real-timeData: Imagine not having to search for a needle in a haystack to find important building data. The Building management software provides immediate access to relevant data, making decision-making much easier and faster.

"The use of powerful CAFM software can dramatically improve the workflow in companies and reduce the stress level of employees at the same time."

Less stress through better planning: Through the use of Spatial planning tools and Asset management Software companies can optimise the use of their resources and avoid bottlenecks. If everyone Workplace is optimally utilised, the stress level in the office is reduced - and not only do the coffee cups stay full, but the creative potential of the employees is also exploited.

In addition to all these benefits, a CAFM system also enables better integration with other company processes. Take a look at our Further articles on the topic of cloud integration in CAFM systems to find out more about these options.

6. improvement of security in the building

In a world where security concerns are paramount, a CAFM system invaluable support in improving building security. A well-implemented Facility Management Software can make the decisive difference in minimising undesirable incidents and improving Security of employees and visitors.

Security through real-time monitoring

One of the remarkable functions of a Computer-Aided Facility Management Systems is the possibility to Real-time monitoring. Through integration with surveillance cameras and access controls, the security team receives immediate notifications of unauthorised access or suspicious activity. According to a study by Security Magazinereal-time monitoring improves security response times by up to 50%.

Centralised security protocols

The implementation of a Security management software for buildings also leads to the centralised storage and analysis of security data. All security logs are systematically recorded, which enables a thorough assessment of potential risks and at the same time reduces the administrative burden.

• Access management: Only authorised persons are granted access to sensitive areas.
• Event logging: Automatic recording of incidents for rapid analysis and rectification.
• Collaboration with emergency services: Direct interfaces enable rapid communication with the fire brigade and police.

"Security solutions that are integrated into a CAFM system offer a holistic approach to hazard defence in facility management." - IFSEC Global

In addition to these benefits, a centralised platform such as the CAFM system also reduces human error. Error through automated processes and thus ensures more reliable implementation of safety measures. This makes it clear why a facility management system is indispensable today for companies that not only want to ensure the comfort of their employees but also their safety. Security seriously.

7 Efficient asset management

In the world of the Facility Management efficient handling of corporate values is crucial. This is where the CAFM Software comes into play, acting like a virtual caretaker and ensuring that your assets not only exist, but are also optimally utilised. Because let's be honest: an unused asset is like a bicycle without pedals - hardly usable.

The role of CAFM software in asset management

A well-maintained asset inventory can make the difference between smooth operations and an unexpected fiasco. According to a study by Verdantix, over 50% of the world's leading organisations use CAFM systemsto manage their assets effectively. These systems provide a central platform for recording, monitoring and analysing data on all assets.

• Data management: CAFM software captures comprehensive information about each asset, including purchase date, maintenance logs and service life. This information is crucial for making informed decisions.
• Cost efficiency: Through precise data analysis, facility managers can identify potential savings, whether through optimised maintenance schedules or the sale of unused assets.
• Real-time access: Mobile solutions give you access to the latest information anytime, anywhere. So you can also take a look at your assets during your coffee break in Paris.

Case study: Sustainability through efficient management

Let's take the example of a company that monitors its energy consumption. By using an integrated energy management system within a CAFM solution, it was able to reduce its energy consumption by 15%. This not only makes economic sense, but also protects our environment - a win-win situation!

"Efficient Asset Management is no longer an option; it is a necessity for companies that want to remain competitive." - Facility Management Association

So put an end to the Chaos of Post-it notes and Excel spreadsheets! An efficient Asset Management with the help of a suitable Facility Management Software paves the way for an organised and economically advantageous operating environment.

8. facilitate the integration of different systems

In today's digitalised world, where every company relies on a variety of tools and software solutions, the Integration of different systems is a decisive challenge. A modern CAFM system offers indispensable support here. The ability to seamlessly connect existing technologies can not only optimise Efficiency but also save considerable costs.

Different systems under one roof

No matter whether Maintenance management software, Energy management systems or Safety management systems for buildingsThe modern CAFM software acts as a central platform that brings all these components together. This not only facilitates management, but also enables coherent data analysis across all areas.

• Data consistency: Integration ensures that all relevant information is synchronised and up-to-date.
• Cost benefits: Reduced duplication of processes saves resources and minimises Error.
• Faster decision making: Consolidated data provides a comprehensive view and facilitates well-founded decisions.

According to a study conducted by IDC in 2022, the seamless integration of IT systems increases operational efficiency by up to 30%.^[1]

Practical tip: Integration for SMEs

Small and medium-sized enterprises (SMEs) benefit in particular from these integration options. A customised CAFM software for SMEs can help to address specific requirements and still remain scalable.

"The possibility of system integration is a key parameter when selecting an FM system. It determines the degree of Automation and ultimately the success of facility management."

Ultimately, integrated systems are not just a trend; they are a must for companies of all sizes that want to survive in a competitive environment. If you are still undecided, take a look at our article on the switch to the cloud with CAFM software over - your IT department will thank you!

[1] Source: IDC Whitepaper - "Digital Transformation and the Role of Integrated Systems", 2022.

9. support with rental management processes

An effective Rental management is essential for any company that owns or manages property. This is where a CAFM systemespecially the right Facility Management Softwareplay a decisive role in optimising and smoothly handling these processes.

With the help of Computer-Aided Facility Management (CAFM) solutions, companies can easily organise their leases, keep track of deadlines and communicate efficiently with tenants. According to a study by IFMA (International Facility Management Association), 72 % of the companies surveyed reported that using technology to manage leases significantly increases their efficiency.

How CAFM systems support rental management:

• Central administration: All rental agreements and relevant Documents are stored centrally in a digital format. This significantly reduces paperwork and ensures that all information is easily accessible at all times.
• Automatic reminders: Never miss an important deadline again! Automated notifications remind you of upcoming contract renewals or cancellation deadlines.
• Customisable reports: With customisable reports, you can quickly carry out analyses and make well-founded decisions. This not only helps with planning, but also with optimising your property portfolios.
• Cost transparency: Thanks to precise cost tracking, the budget remains in the green zone and surprises at the end of the month are history!

Let's take the example of a medium-sized company that manages several office buildings. An integrated Rental management toolwhich is part of a comprehensive CAFM system, can ensure that all tenants are informed of changes in good time and that the management of contracts is organised more efficiently. This not only saves time and resources, but also minimises the Risk more human Error - After all, nobody wants unexpected rent increases or forgotten notice periods!

"The digital transformation of rental management is no longer just a trend - it is a necessity for successful companies."

To summarise: Integrating a robust CAFM system into your business processes not only gives you a better overview of your property management, but also allows you to maintain and strengthen tenant relationships - all without unnecessary effort.

10. making informed decisions by analysing data

In the dynamic world of facility management, the ability to make informed decisions is an indispensable component of success. Through the use of CAFM software companies gain access to a wide range of data that helps them to achieve their strategic and operational goals more efficiently.

The power of data analysis

Data is the new oil, and in a modern facility management system they fill out more than just tables and diagrams. They provide a solid basis for decision-making. Whether it's energy consumption patterns or the condition of equipment, the right information can make the difference between success and failure.

• Real-time analyses: With the help of building automation and sensors, the CAFM software Real-time data on all aspects of a property.
• Trend analyses: Identify changes in maintenance requirements at an early stage by analysing historical data and patterns.
• Cost efficiency: Precise cost tracking enables potential savings to be identified and optimum utilisation of resources to be achieved.

According to a study by Smart Building Magazine, companies can reduce their operating costs by up to % by using data-driven strategies in building management. This illustrates how crucial data-based decisions are - a point that is hard to ignore.

Data-driven example decisions

Take, for example, a medium-sized company with several office locations. Implementing an intelligent space planning tool can identify unused areas by analysing usage data, which in turn can lead to a redesign of the office space. The result? Lower rental costs and satisfied employees!

"Creating data Transparency and enable managers to face the future with confidence. The future to look."

Whether large corporations or small companies - the potential of data analysis through CAFM systems is enormous. The correct application of these technologies not only optimises facility management, but also supports a sustainable business strategy.