The functions of facilities management

Posted on by MRI

Behind the growth and development of many businesses are a variety of facilities management functions. These activities ensure companies stay up-and-running, key processes are established and maintained, and that staff are always working in an optimal environment.

Go further with the right FM solution

The definition and scope of facilities management can be boiled down to organising the people, places and processes within a building environment, with the overriding goal to create the most welcoming environment for employees and boost the productivity and efficiency of the business as a whole.

This broadly covers the functions of FM and the responsibilities that FM professionals bear. However, it’s impossible to do justice to the scale of the duties that this diverse industry covers in a single sentence, or its power to change workplaces in ways that directly impact productivity.

That’s why in this article, we will explore in greater detail the various functions of facilities management, the organisational objectives that these fulfil and the roles and responsibilities that FMs fulfil on a day-to-day basis.

Understanding the functions of facilities management

The universal nature of facilities management can make it hard to truly nail down the scope of work it is responsible for. To make this more digestible, we’ve divided it up into 5 overarching categories:

  1. Maintaining & optimising facilities
  2. Streamlining processes
  3. Supporting people
  4. Managing projects
  5. Integrating technology

1. Maintaining & optimising facilities

First, as the name would suggest, a core function of facilities is ensuring these facilities remain in an optimal condition at all times.

This will encompass everything from regular cleaning and decoration of the workplace to provide the best possible environment to staff, occupants, customers and more, to carrying out both routine maintenance and reactive repairs throughout the facilities.

This requires up-to-date and accurate classifications of the various assets throughout the facilities. Without a robust CAFM system to collect and store this information, it becomes increasingly difficult to keep track of when they need to be serviced or replaced, preventing businesses from unlocking the benefits of proactive maintenance.

As well as this, FMs will also be responsible for understanding the layout of a property and how to best utilise the space. This is critical in optimising the usage of the building as a means to manage costs and to ensure that certain areas are not oversaturated with activity (which is particularly relevant in a post-Covid-19 environment).

Furthermore, the upkeep and improvement of facilities will also incorporate the need to find and maintain relationships with relevant vendors and future planning for the development of the business over time.

Effective facilities maintenance helps to ensure that:

  • Assets are serviced on a frequent basis, minimising the occurrence of breakdowns and extending their lifecycles
  • Any spills, blockages and similar incidents can be immediately reported, prioritised and responded to in order to protect health and safety and present a welcoming environment
  • Any inefficiencies with assets are quickly identified and responded to, in order to reduce any drain on costs this would cause

2. Establishing & streamlining processes

By introducing processes into a day-to-day working environment, FMs help make days more efficient and more predictable for everyone involved. This FM function is built around adding order in a potentially chaotic workplace environment, and setting expectations for employees about what they are meant to do in certain situations.

Processes that FM professionals can introduce and uphold in the workplace may include:

  • Work order requests
  • Employee sign-in/sign-out of work
  • Task management
  • Meeting reservations
  • Checking in guests/visitors
  • Portering management
  • Stock control
  • Mailroom practices

It is also the responsibility of FM professionals to adapt and evolve processes in-line with the changing nature of the business or workplace environment. If a new unforeseen situation arises, they should analyse what occurred and implement a framework for managing that scenario in the future.

3. Supporting people

The core role and responsibilities of a facilities manager is to create an accommodating work environment for all employees. When people are comfortable while they work, they are happier, will develop stronger bonds to their company, and will typically be more productive.

Conversely, a poor workplace environment will frustrate employees and inhibit their performance, as well as potentially negatively your ability to recruit and retain staff long-term.

More and more FMs are recognising this responsibility and are looking at innovative ways to differentiate their environment and simultaneously contribute to the culture of the company. It is about improving the whole ‘customer experience’, from when an employee walks through the door in the morning to their departure at night.

As well as making employees happy, FM services should also work to empower employees and help them take control of their own daily objectives. This could involve a streamlined system to track their tasks throughout the day, or a communal system for employees to flag any issues they identify to the FM team, such as our own Adhoc Tasks app.

It is not simply about the here-and-now as well, as facilities managers will also provide key strategic data to company executives and assess the workplace frequently for any opportunities to make the environment more comfortable and appealing for staff, visitors, customers and more.

From coordinating desk and seating arrangements, to effective climate control solutions and water management throughout the building, maintaining staff wellbeing and happiness is a vital responsibility for any FM professional.

4. Managing projects

Overseeing budgets and making sure deliverables are achieved by deadlines is a critical function for FMs to keep a handle on. Be it a one-off, short-term development or a project that will extend for many years, FM professionals will be responsible for ensuring that these stay within budget and that every task is completed and noted.

Another key aspect of project management is overseeing the work of contractors and subcontractors brought in to support the project through to completion. Ensuring that these groups are on-site, have the correct permits and certifications, and are accurately tracking their times is vital for overall cost management.

Through a tool like MRI’s Contractor Portal, this helps FM professionals fulfil responsibilities such as:

  • Giving contractors all the information they need to do their job effectively
  • Keeping a contractor database up-to-date and well-administered
  • Ensuring that security and safety protocols are consistently met
  • Receiving product updates and checking that tasks have been signed-off once fulfilled

5. Integrating technology

Finally, the fifth function of facilities management for this article is the implementation of technology within the organisation and how it is integrated into established infrastructures.

This has become an increasingly important aspect of an FM professional’s role in recent years, especially through the evolution of CAFM/IWMS solutions like MRI Evolution, with the capacity to influence all objectives of facilities management. While it will typically be an IT responsibility to implement any new technology itself, FMs will often have the first and last word on how it is selected and employed.

A modern example of this is the rising involvement of the Internet of Things (IoT) into everyday facilities processes. The IoT is imbuing objects with wireless network connectivity, allowing them to send and receive data, as well as interact with each other like never before.

Devices communicating across a global network, such as automatic monitoring of water temperature fluctuations or real-time climate control adjustments, can greatly enhance the workplace and make life more comfortable for employees. It is the responsibility of FM managers to therefore:

  • Understand technology such as this and how it operates in the workplace
  • Assess the costs required and whether this aligns with the benefits that the company will gain in return
  • Embrace the potential for change rather than overlook opportunities for innovation

As the role of technology in FM becomes increasingly paramount in this digital age, harnessing this technology has become a central function for the facilities management industry worldwide.

Enhancing your facilities management functions

We hope this has increased your understanding of the various functions of facilities management and the role that each performs in overseeing facilities and making workplaces as comfortable as possible for the people within them.

Of course, considering the universal nature of facilities management and how it applies to all environments, be it a hotel, hospital or factory, the precise responsibilities that an FM is likely to undertake will be shaped significantly by the type of organisation they represent. Nevertheless, here we have provided an introduction to the core facets that typically underline an FM professional’s critical role.

At MRI, our support for FM functions goes far beyond software. What sets us apart is that we offer benefits from a value-added perspective, not just a product perspective. We work closely with our clients to understand how our system can be specifically configured to meet the exact needs of their organisation.

If you’d like to know more about MRI Evolution, our all-encompassing CAFM/IWMS solution, and our range of FM-driven solutions, get in touch with our team today or arrange a dedicated demo.

Posted in FSI

Rockend is now officially MRI Software

Posted on by pschuppe

Rockend is now officially MRI Software

We’re excited to announce that the Rockend website now has a new home on mrisoftware.com/au. As of 22 July, when you visit the Rockend website rockend.com, you will be automatically redirected to MRI Software mrisoftware.com/au.

While the name might be changing, it is still business as usual. Our commitment to maintaining the history, legacy, local services and support of all your Rockend products will not waiver. Indeed, with a greater pool of resources and enhanced capabilities, the products that you know and rely on can and will only get better. Over the coming months, you may see some product names change slightly, as well as brand colours and logos.

To help with this transition here are a few answers to questions you may have:

Will there be any changes to my products and services?
All products and services will continue functioning to the same high standard. You will see the logo and identity change to reflect our new brand. And you can continue to expect regular upgrades and improvements as per usual.

Can I still access customer lounge via the new web site?
Yes. Desktop customers can continue to access the customer lounge via the new mrisoftware.com/au web site. From the top navigation menu, go to Service > Support > Rockend Customer Lounge

Has Support contact details changed?
No, you can contact support via phone 1300 657 700, Live Chat or email.

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Run your commercial property business smoothly with integrated solutions

Posted on by Chris Vroman

The time of being an absentee landlord or manager in the commercial real estate industry is over. The experience that your property provides for tenants influences retention, occupancy levels and business performance. A reliable, top-of-the-line tenant experience is shaped by how efficiently your back office is operating, how your business responds to challenges, and how you position the organization for future growth.

The best way to stay ahead of your competition is to run your commercial property well, ensuring that your tenants have a superior experience and that the business is prepared for the future.

Live up to the lease agreement

Adhering to the lease agreement is a process that goes both ways – while commercial properties need the right tenants to fill the space, property and facilities managers are responsible for maintaining an experience that meets the needs of their tenants. Providing a well-maintained space, timely responses to work orders and limiting the need for additional services is all part of running your property smoothly. Empowering tenants with self-service tools such as online payment options and an easy-to-use maintenance request system can also help set the standard for good landlord/tenant interactions.

Streamline back office operations

By providing you with full visibility into your data, MRI @Work enables you to easily access information and leverage key data points that make managing day-to-day property operations easier. Whether you manage a commercial retail, mixed-use, office, or industrial property, this central hub of data can be the resource you need to access the necessary information that will enable you to operate efficiently across your entire portfolio.

With the right commercial solutions, you can easily process billing and deposits with the confidence that the payment is being logged to both your company’s accounting system and the tenant’s record. With solutions from MRI @Work, you can better protect your company from both a financial and legal standpoint by evaluating risk from bad debt and collections, easily tracking and managing disputes, and utilizing accurate and timely CAM calculations.

Taking proactive steps to provide for your tenants and ensure a quality experience for them also means engaging in good maintenance practices. Manage tenant maintenance requests through MRI @Work’s dashboards and enact preventative maintenance measures that can help decrease the frequency of work orders. Gain visibility into task status and portfolio performance, helping you to stay ahead of the curve.

Align budget, financials, and long-term strategy

Managing your property operations goes beyond the surface-level tasks that can be accomplished and checked off a list, however. Stepping back to examine your property operations and financials at a high level is more important than ever when it comes to understanding where money may be slipping through the cracks.

In many areas, automating your organization’s revenue-generating tasks, such as your lease clauses, break points, and recoveries can tighten up the way your properties run and capture more profit. This kind of automation can enable your staff to work more efficiently and effectively, and it allows you to easily accommodate variable lease types and drive tenant renewals.

Taking it one step further, any conversation about streamlining workflow and property operations has to address your organization’s budget. The solutions in MRI @Work can assist you in structuring a budget that looks out into the future and prepares you for both the best case and worst case scenarios. With the ability to extract data from a set time period and apply market assumptions, you can make more informed decisions around costs and investments, and then measure performance against those assumptions. All of this leaves you better prepared to adapt to whatever challenges the future may hold and, as a result, operate more efficiently.

Simplifying day-to-day property operations with the powerful tools found in MRI @Work’s suite of solutions lets you manage complex lease terms, facilitate tenant billing, and streamline facilities management so that your property can run smoother than ever. Learn more about MRI @Work and the commercial solutions that can help you streamline your workflow.

An introduction to CAFM systems

Posted on by cmarson

As the responsibilities of FM professionals become far more exhaustive and challenging, CAFM has become an integral support in their ability to perform their duties efficiently and effectively.

A new world of opportunity

This technology has opened up a new world of opportunity for organisations in all industries, enabling them to reduce costs, oversee assets, manage space, support employee wellbeing and much, much more. It has taken what was once a mountain of paperwork riddled with out-of-date or inaccurate data and made it reliable, digitised, accessible and useful to companies.

In this guide to CAFM systems, we will break down what this technology accomplishes, list its wide range of features and benefits, and outline what steps businesses need to take to incorporate this powerful software into their infrastructure.

If you would like to learn more about our specific approach to CAFM and the all-encompassing solutions we’ve developed over the past 30+ years, get in touch with our team today.

What is CAFM?

CAFM, or Computer Aided Facilities Management, is the term for technology designed to help users manage the various assets, tools and processes that affect business continuity. CAFM was developed to streamline facilities management and maintenance, driving greater efficiency, boosting business performance and generally making life easier for FMs, employees and wider building users.

But what does this mean practically? Well, before CAFM systems became available, facilities managers were forced to compile the huge volumes of information they had about their buildings in lengthy paper trails. Spreadsheets, blueprints, layout documents, folders – all of which needed to be kept up-to-date with the latest details relating to asset maintenance, space management, property information and much, much more.

This approach was time-consuming, resource-demanding and more open to human error. The introduction of CAFM was to alleviate these problems and provide much-needed support to FM professionals, as well as support data-driven decision-making across the facilities the system is responsible for.

Among the various types of facilities management software, CAFM is primarily focused on the physical workplace and everything within it. As we’ll discuss in further detail in this article, this can cover everything from tracking asset lifecycles and scheduling maintenance tasks, to managing room reservations and use of space throughout the office.

In addition, CAFM tools are recognised for their incorporation of CAD (Computer Aided Design) and BIM (Building Information Modelling) functionality. This visual realisation can offer significant benefits in understanding the layout of a building, plotting maintenance routes and optimising the use of space in a structure.

The origins of CAFM

The history of CAFM programmes stretches way back to the 1960s, when space forecasting technology was used on mainframe computers. At this stage, it was specifically focused on making the space within a building as cost-efficient as possible – now it has evolved to a mixture of this and supporting people’s wellbeing.

In the decades that followed, these applications evolved and their capacities became even more powerful, moving beyond space management into asset management, lease management, and building cost accounting. It then started to incorporate systems for maintenance planning, workflow management, portfolio management and more, becoming a more and more universal tool for the FM industry.

At this point, CAFM solutions gained popularity among large complexes and similar facilities, to today where they lend their benefits to organisations in practically any industry and to any scale. Since 1990, our team has been working hard to support the evolution of this essential technology, with the aim of empowering businesses to control their environment and streamline the duties of FM professionals.

CAFM vs IWMS

It isn’t uncommon for CAFM to be referred to simply as “facilities management systems”, or to be lost in the alphabet soup of acronyms that denote other types of this technology.

IWMS (Integrated Workplace Management System) is an example of this. While it bears resemblance to CAFM and both can work together to provide significant benefits to FM users (as you can see in our own MRI Evolution), we feel it is important to distinguish the differences between the two to cut out any confusion and settle any “CAFM or IWMS” debate.

While CAFM systems primarily focus on the physical space of the building and the people and assets that operate in it, an IWMS is considered an all-inclusive tool for facilities management. It encapsulates the five fundamental domains of FM.

While CAFM solutions can touch all of these aspects in some form, comparatively speaking it is a more singularly focused technology. However, that does mean that an IWMS is typically a larger investment, so it is important to distinguish the needs of your organisation before making an investment.

If you’re interested in managing your physical space, a CAFM service is an ideal fit. For more complete system management an IWMS is a more complete solution.

CAFM vs CMMS

Another acronym that can often be confused with CAFM is CMMS (Computerised Maintenance Management System). As the name suggests, a CMMS is focused solely on handling maintenance requests throughout a facility, coordinating everything from request ticketing to task delegation and dispatching the appropriate engineer.

As we will explore in the article, a CAFM system in itself can lend itself to help manage planned preventative maintenance (PPM) by collating critical information about your asset and their life cycles. Therefore in a similar way to how an IWMS is considered a more comprehensive CAFM solution, CAFM is more extensive than a CMMS.

However, if your sole interest is on a system to manage maintenance throughout your facilities, a CMMS may offer a more cost-efficient fit.

The core functions of CAFM software

While the capabilities of one CAFM system can notably vary from another and there is no universal template to follow, there are some functions and features that users should expect from their solution.

Before we break these down, an effective CAFM solution should offer an intelligent, helpful user interface. With a core objective of CAFM packages being to streamline the responsibilities for FMs and to support strategic decisions over the management of their facilities, it needs to be easy to interact with and present data in an accessible, engaging way.

This can come in the form of:

  • Interactive databases
  • Interactive graphics (CAD or BIM)
  • Data management displays
  • Projections and forecasts

Without the ability to present meaningful information in a digestible way, FMs will not enjoy the full benefits of their CAFM software. With that established, below we have identified some of the fundamental functions that a CAFM solution can provide:

Asset Management

CAFM programmes can be employed to keep track of the locations of physical assets across a building to a granular level, even covering individual chairs or desks. Beyond that, it can house accurate and up-to-date asset registers, containing critical data relating to where they were procured from, what maintenance they require, and other essential details.

This is important as the more gaps there are in your asset knowledge, the less in control you will be of employee wellbeing, costs and resources. CAFM helps teams consolidate their understanding of the assets throughout their facilities, and what must be done to keep them performing optimally to support overall business continuity.

Planned preventative maintenance (PPM)

With a greater understanding of assets and their specific requirements, CAFM can lend itself to organising PPM tasks. Having the knowledge to analyse the status of assets and prioritise maintenance based on accurate data saves time and protects the operational efficiency of a business.

Through a CAFM system, FMs can organise their maintenance work more effectively, and in accordance with the specific needs of each asset, rather than by estimations. This will make their work more efficient and more proactive.

Stock control

CAFM can help in giving teams a clear understanding of their stock levels in real-time. This allows them to plan in advance if a particular resource is running low, and automate the restocking of this if it reaches a certain trigger point. Consequently, this also reduces the risk of overspending on a particular item, which will have a positive impact on an organisation’s budget.

Help desk assistance

While it is beneficial to be proactive when it comes to maintenance, these issues can’t always be predicted. The help desk feature of most CAFM systems provides an effective balance between the proactive and reactive aspects of facilities management, with access to real-time updates on the status of the building and its assets, and providing a location for people to log issues when they are identified.

Space management

By incorporating floor plans and layouts of a building or set of structures, CAFM can optimise how these spaces are managed and occupied. Through this teams can track which spaces are most frequently occupied or vacated, and this data can be used to determine what can be done about spaces that aren’t being employed effectively.

Inefficient space usage can be a significant drain on resources. By highlighting vacant, occupied, part times and hot desks, a CAFM solution can empower employees to make better use of their available space and, in instances like the COVID-19 pandemic, organise people to reduce the risk of overcrowding.

Room reservations

In a similar vein, CAFM systems can also assist in organising room bookings, eliminating the risk of double-booking a space and again enabling employees to arrange meetings and other sessions independently, knowing an area will be free when they require it.

This can also help manage both preparations that need to be made prior to a meeting, such as setting up projectors or ensuring the right number of seats are available, and cleaning up of the area after the meeting has taken place.

Building operations

CAFM has made life significantly easier for FMs in how they manage the infrastructure of their buildings. This can include remote management, where facility managers can turn on air conditioning or lock and unlock windows and doors from their desk, or this can be accomplished automatically in response to various triggers.

This can improve efficiency, save energy and reduce the burden on FMs in their day-to-day.

Property/estates management

CAFM solutions can provide a true picture of the state of estate assets and the degree of efficiency, or otherwise, of their operation at any point in time. By presenting an up-to-date record of trends and outcomes, this allows operators to optimise their use of this data to improve the efficient performance across numerous aspects of estates management.

This technology can also maintain accurate records of leases, rents and tenures, and set alerts to these to ensure that no renewals are missed.

Employee and user support

While its core focus is on a building’s infrastructure, CAFM can be just as effective at supporting the employees and personnel within it. Whether that is through self-service functionalities that empower them to take control and look after their working environment, to providing team members with dedicated workflows and risk reports for their various tasks, CAFM’s technology is firmly people-focused.

Contractor management

CAFM tools can play a big factor in ensuring that the contractors and subcontractors you employ are compliant, well-managed and recompensed for their work in a streamline, straightforward way. By providing check-in tasks and other fail-safe measures to help guarantee that work is going according to schedule, organisations can have a firmer grasp on any third parties involved in their operations.

Payment processing

A CAFM solution can be a valuable asset to the financial department in any organisation. From presenting accurate information to manage budgets, purchases, invoices and other project costs, to providing automatic alerts for contract renewals and track spending against KPIs, CAFM can play a key role in improving cost efficiencies within a company.

Furthermore, by displaying repair, maintenance, and upkeep service records, FMs gain visibility into where funds are being spent, which can present potential opportunities for savings.

This is just an overview of the potential that a CAFM system can offer an organisation in controlling their facilities. Beyond this, it should have the capacity to be tailored to meet the exact needs of the client in question, ensuring they receive the full benefits for their precise circumstances.

The benefits of CAFM solutions

As the prior section demonstrates, the capabilities of a CAFM system are far-reaching, and can provide universal benefits to the maintenance, strategy and overall performance of an organisation.

These range of benefits include:

Reduced costs

The initial investment into CAFM packages is one of the biggest barriers in the widespread adoption of this technology. However, this delivers effective returns in a variety of ways, including:

  • Reduced spending on unnecessary maintenance/repairs of assets
  • Knowledge of the rate that assets depreciate and may require replacement
  • Tracking facility usage with the aim of minimising overheads in unoccupied areas
  • More efficient management of resources and stocks, with reorders only made when required and a lower risk of overstocking
  • Decreased time and resources required to fulfil checks and tasks across an organisation’s facilities
  • More robust financial management of leases, projects and property portfolios

Improved efficiency

As well as keeping a better handle on costs throughout a company’s physical infrastructure, CAFM systems can also significantly enhance efficiency throughout an organisation. This can be as a result of being able to plan and manage maintenance schedules more proactively, and by better organising the engineers responsible for carrying this out with distinct workflows, tasks lists and clearly defined routes around the property.

Plus, with the capacity to automate and complete menial tasks with greater accuracy, such as identifying necessary repairs and automatically reordering low-stocked items, CAFM helps to make day-to-day work run more efficiently and feel less repetitive.

Greater employee wellbeing

CAFM’s techniques stretch beyond the building itself, and can enable businesses to take strides in their support of their staff and other end-users.

Whether this is automatically adjusting room temperatures to keep staff comfortable throughout the buildings, enabling them to reserve their own meeting spaces, or by making it easier for them to log work and highlight any issues across their workplace that need to be remedied, it plays a role in making their working environment a more pleasant place to be.

Empowering FMs

CAFM systems are developed with the intention of making the work of FM professionals more seamless and less straining. This in turn means they can devote more time on less menial, repetitive tasks and can truly think strategically about how their facilities can run in the most efficient, cost-effective and beneficial way.

Furthermore, by enhancing their ability to quickly respond to issues when they arise and proactively plan for potential disasters and emergencies, CAFM allows FMs to be in full control of their environment and prepare for any eventuality.

Enhanced space usage

In any organisation, there is the potential for space to be underutilised, but still adding to the overheads they pay every month. Through a CAFM system, these areas can be effectively identified and highlighted, allowing FMs and other decision-makers to determine what should be done to either make that space more meaningful, or to reduce the overheads associated with it.

Plus, CAFM’s use of CAD and BIM visualisations give employees a greater understanding of the layout of their workplace, and help ensure that rooms throughout the facility can be reserved accurately and clearly, removing the headaches associated with double-bookings.

Stronger decision-making

By providing an exhaustive list of accurate, accessible data, and by alleviating many of the menial, predictable tasks involved in facilities management, CAFM opens up more room for data-driven strategic decision-making within a business.

The dashboard should offer meaningful data representing the analytics of the business, which in turn can be used to devise strategies to increase efficiencies and reduce unnecessary spending, which will benefit the company long-term and help achieve their KPIs.

Longer asset life cycles

With all data associated with an organisation’s assets stored and kept up-to-date within a CAFM system, this real-time information can be used to better maintain assets and extend their usefulness to the maximum. This reduces the costs involved in repairing or replacing these components on a regular basis, so they perform more efficiently.

Environmental benefits

If your CAFM solution has information relating to the energy usage throughout your facilities, you can use this data to identify any areas where this can be reduced or any alternative solutions that can be applied to make your organisation more energy-efficient and, consequently, environmentally friendly.

Improved reporting

Due to the visualisation and user-friendliness of the most effective CAFM services available, the information stored within these systems can be easily captured and translated into useful reports.

These reports will help FMs and other users to demonstrate the ROI their solution is providing for their business, and highlight what their efforts are accomplishing in ensuring the company is working in as efficient and cost-effective a way as possible.

What industries does CAFM lend its advantages to?

Any business that has physical premises can benefit from CAFM. As this technology’s aim is to improve how efficiently and effectively buildings run and support the people within these environments, its various functions can be seamlessly applied to practically any industry, from tech start-ups and data centres to warehouses.

CAFM solutions fit in perfectly within agile workplaces that allow for free movement, but also blend well into more traditional environments that are seeking to make facilities management easier through these user-friendly programs. In offices with many cubicles and communal desks, CAFM can lend itself to help organise hotdesking and making sure staff can best utilise all of the space available to them.

In our own organisation, our clients across the globe represent a wide assortment of industries. For example, CAFM is a great fit within the retail sector.

With many of its metrics geared toward performance measuring and improvement, and the challenges of maintaining multiple outlets to ensure they’re performing optimally, CAFM can oversee the operation of the estate, remotely, in a way that minimises any distraction from selling, particularly in relation to asset management and restocking.

To learn more about the range of industries that can utilise the power of CAFM, check out our collection of case studies.

Who benefits from CAFM?

Fundamentally, CAFM systems are installed to support the work of FM professionals in their duties to maintain and manage the facilities they’re responsible for. The task of juggling the various financial, HR and logistical tasks associated with their role is significantly streamlined through this technology.

This empowers them by removing the hassle of menial tasks and repetitive responsibilities so they can devote more time to the strategic thinking that supports big savings and enhances efficiencies throughout the work environment. In fact, many companies employ dedicated CAFM administrators to control this technology to allow for FMs to focus on big-thinking.

However, as we’ve discussed earlier in the article, CAFM can benefit employees and other end-users throughout the workplace, enabling them with the tools to understand their environment and play a key role in ensuring this is well-maintained and providing a welcome, pleasant setting for everyone.

How important is CAFM in the modern workplace?

CAFM systems have provided modern solutions to the problems that have plagued workplaces for decades. It is not as though issues such as the effective maintenance of assets, the efficient use of space in an area and overall building management have only recently become apparent.

But the accessibility, functionality and flexibility of CAFM solutions and how this technology can seamlessly integrate with other software to boost business performance makes it a critical tool for any modern organisation that is looking to get the most out of their properties.

In years gone by, traditional FM would be solely concerned with the core activities of estates and property services. CAFM technology now enables FM to encompass day-to-day operational activities, from what meetings are going on throughout a building, to what hot food the restaurant is offering each day.

We’re seeing working environments where employees walk into a building, tap their ID card and the systems know where they work, which floor, have the lights on ready for their arrival and their phone configured with their personal contacts. This saves a huge amount of time and energy, for both employees and the building itself.

As its role has expanded to business processes, CAFM can integrate finance, HR and other strategic management software packages into one interface, along with services provided by external suppliers. This has led to it becoming a powerful organisational tool and an essential source of information for the strategic management and direction of a business.

At the same time, technology is enabling employees to raise problems in real-time. Our Workplace Apps, for example, include an interactive chat log for raising an issue so employees can put on a public feed that it’s cold in their particular working area. If other employees post the same, then the facilities manager suddenly becomes aware of a wider situation, not just one person at one desk on the fifth floor saying they are cold.

In this way, CAFM is enabling businesses to run more efficiently, services to be more streamlined and staff to be more productive and engaged.

Furthermore, with secure cloud computing, sensor technology and the Internet of Things, CAFM can monitor an environment in more detail than ever before. FMs can respond to this wherever they are. Mobility and seamlessness are the natural extension of a business’s movement into web enablement.

As CAFM has evolved from being just about ‘hard’ services to essential business processes, the integration of services and the experience of employees in their working environment, so facilities managers have moved from being a support role as FM ‘operators’ to being an integral part of the strategic business team.

From managing business financials and maintenance requirements, to supporting overall satisfaction of clients, employees and other building users, CAFM’s place in the modern business landscape is more important and more integral than ever.

What is the best CAFM software available?

If the benefits of CAFM presented above have encouraged you to consider procuring a system for your own organisation, it is important to ensure that you select a solution and provider that matches your needs as an organisation.

Are members of your team familiar with CAFM software, or will they need extensive training and support? Do you need a solution that’s scalable to the growth of your business? Are you interested in a system that’s cloud-based, hardware-based, or a hybrid of both? Do you require an industry-specific solution?

There are a lot of available options out there, which means determining the right choice for your circumstances requires a fair amount of thought and research. As a provider ourselves, we would encourage you to consider the following when looking to procure a CAFM system:

  • Determine the various goals and KPIs that you wish for this solution to help you fulfil, and what you want this to achieve for your organisation and your employees
  • Outline as a team the various features and functionalities you require from this software, and cross-reference this with the products you identify
  • Engage potential vendors and ask them questions about their solution, especially regarding its user interface and how straightforward it will be to incorporate into your existing infrastructure
  • Ask to receive a free demo or trial of the CAFM system in question, so you can get a clear demonstration of how it might work in your organisation
  • Establish a rapport with the vendor – this will be the start of a long-term partnership, so you want to know you can trust and feel comfortable with the provider

For a CAFM supplier, the sale of a system is no longer just about installing the software package. We have long recognised this shift from the provision of an operations framework to the need for a fully-fledged range of complementary professional services, leading ultimately to the deployment of a tailored CAFM system that delivers the anticipated value to the business.

The consultants behind the solution should spend time discussing and documenting your reporting requirements, building tailored outputs and, where appropriate, digital dashboards that offer streamlined access to key information. This correspondence with a CAFM provider is critical to ensuring the system meets your needs, and that you’ll receive effective support should anything go awry with it.

With this in mind, a number of the most prominent CAFM managers and providers include:

MRI Software

With over 30 years’ experience in developing and delivering cross-industry CAFM solutions, including our comprehensive MRI Evolution package, we have worked with a wide range of clients across the globe to improve the management of their estate, assets and working environments.

MRI Evolution, our flagship CAFM/IWMS system, is tailored to the specific requirements of the increasingly mobilised, app-hungry population. We are constantly evolving and expanding the capabilities of this technology, with the aim of benefiting all areas of an organisation and empowering teams to take control of FM like never before.

CAFM Explorer

CAFM Explorer is a prominent and well-respected provider of CAFM systems, with their focus on maximising the efficiency of working environments, providing scalable solutions to growing businesses, and improving compliance with the various regulations they must conform to.

Service Works Group

Service Works Group’s BIM and CAFM software is employed across multiple sectors and across the globe. Their powerful, flexible and user-friendly software for facilities management and PPP performance management helps organisations save time, improve productivity and reduce costs across their operations.

Cloud FM

Cloud FM’s goal is to re-establish the trust that it believes has been lost in the FM industry by providing solutions that restore the relationships between FM providers and their clients. This is delivered through CAFM systems designed to manage building portfolios in a cost-effective, compliant and quality-led way.

With this just a small snapshot of the wide choice of CAFM providers across the globe right now, it is critical that when procuring your own system you take time to research and engage these and other providers to determine which offers the most fitting solution in your circumstances.

How to implement CAFM in your business

Even when compared with just a few years ago, the number of updates and new developments within technological solutions suitable for the FM sector have advanced at a bewildering rate. This has increased the choice in how they assist their management of their property portfolios, but has made choosing and implementing the best solution more challenging.

There are several common pitfalls companies can fall into when it comes to implementing and integrating a CAFM system into their infrastructure:

These can hamper or halt the introduction of this technology in its tracks, and result in organisations not reaping the full benefits of these highly-effective solutions. So, how can these problems be avoided?

Fundamentally, at the heart of any successful CAFM project should be a truly interactive relationship between a vendor and a customer. This service-driven approach makes it easier for the customer to define the kind of project and resources that they expect, and helps to ensure that the end result delivers on increasingly sophisticated expectations.

With that in mind, your CAFM provider should provide relevant insight into the best practice for implementing and integrating their solution into your existing structure. This may include setting up a project management team, appointing CAFM administrators or champions for each department, and creating a communications plan to successfully launch the system.

You should also be provided effective CAFM training to ensure your team becomes familiar with the new systems put in place – the more familiar you are, the more value it provides.

Keep in mind that CAFM systems are not ‘plug and play’. It has massive potential to improve the efficiency of your business, but you need to choose the right long-term partner. Look beyond the technology and consider if the supplier has sufficient knowledge, experience and resources you can call upon in the years to come.

With regards to securing stakeholder buy-in, this is critical as CAFM systems will likely touch every aspect of an organisation. If one department or entity isn’t on-board or does not utilise the technology properly, the chances of it proving effective drop dramatically. Consult with your partner to put forward a professional business case, identifying the benefits this technology will offer and the outcomes you expect in relation to your business.

As part of the implementation process, it’s also important to be wary of information overload. Housing too much or irrelevant information, or presenting this in a way that isn’t user-friendly, will discourage people from accessing these systems. Ensuring there are effective functions to filter, manage and present this data is vital to ensure all team members are able to benefit from their CAFM software and incorporate it into their day-to-day routines.

Is the investment in CAFM worthwhile?

As noted, there is significant potential within a CAFM system to enable organisations to harness their facilities and assets, make meaningful strategic decisions relating to cost, efficiencies and workflows, and to generally make life easier for FMs and their wider workforce.

However, this depends on knowing what to look for in a quality CAFM solution and partner. This is essential to unlocking the full potential your system offers and increasing the likelihood that it becomes a permanent fixture of your operations moving forward. Factors involved in this include:

  • Ease of integration: Will the system easily integrate with others in your facilities? Your CAFM solution should comprehensively cover your FM responsibilities and link seamlessly with your invoicing, purchasing, financing and other software.
  • Access to apps: As FM becomes increasingly mobile, an effective CAFM system should provide access to a variety of apps designed to streamline workflow, manage maintenance tasks and support employee wellbeing on the go.
  • Agile systems: As technology and facilities continue to evolve at pace, having CAFM software that can easily bolt-on additional modules is crucial to ensuring your software is always up to date and never static.
  • Industry experience: Does your supplier have experience within your industry? Ideally, they will have tangible examples of how their solution has benefited others in your position to give you reassurance.
  • Responsiveness to feedback: Your supplier should recognise the value of listening and reacting to client insight. This ensures future developments stay in line with the shifting needs of the industry.
  • Support network: Your supplier should be capable at handling the installation and integration of your system, and readily available when you require support.
  • Forward-thinking supplier: Does the vendor have a department focused on mind-mapping current and upcoming innovations like IoT and smart buildings? A forward-thinking supplier will be dedicated to constantly growing their system in accordance with industry standards.
  • Demonstrable ROI: Make sure your supplier can demonstrate an acceptable return on investment. This will help to make the business and financial case for investing in CAFM.

Remember that the purchase of a CAFM solution is individual and unique to the business and its operation. ROI will therefore depend on many factors and isn’t always predictable. You should always weigh the qualitative benefits of a CAFM against the limitations of your budget.

But, by working with a trusted, experienced provider, you can feel reassured that you devise a workable system that is delivered on time, on budget and to requirements.

The future of CAFM

With the growing realisation of CAFM’s potential as a true enterprise system, introducing more all-encompassing solutions from the outset will be prioritised moving forward. As more and more organisations begin to adopt this technology and reap the benefits from it, the focus is developing it further for greater ease of use and integration with an ever-evolving digital business landscape.

We believe CAFM systems have a significant role to play in the rise of flexible working, at home or remotely, as well as the desire for businesses to reduce expensive office overheads and minimise floor space.

We also anticipate that the emergence and influence of both the IoT and AI will continue to be driving forces in CAFM software, with the outcome of more predictive maintenance and enhanced synergy between the various assets, systems and people within a building.

Of course, whatever the future of CAFM holds, we’re committed to playing a part in shaping and guiding it. For over three decades we have transformed the way businesses and teams operate, allowing them to run smarter, safer and more efficiently. As we continue to refine and enhance our offering, it will always be with that goal in mind.

Our approach to CAFM

At MRI, our industry-leading technology delivers absolute accessibility for owner/occupiers and global scalability to the world’s largest service providers. We are giving FM professionals the power to take control of their portfolios, harness valuable data and make meaningful strategic decisions to revolutionise the way they work.

Through our comprehensive CAFM/IWMS solution, MRI Evolution, as well as our exhaustive collection of workforce and workplace apps, our technology is at the heart of streamlined workloads, optimised resources and enhanced reporting in organisations worldwide.

Discover our unique and dedicated approach to CAFM by contacting our team today.

 

Posted in FSI

Kylie Walsh: The changes make us stronger

Posted on by kestoesta

This blog post relates to Rockend, one of our previous brands. For more information please read the press release.

There’s no question that COVID-19 pandemic brought a rapid change in the real estate industry, forcing agencies to develop strategies that will help them adapt to the new normal quicker. For Di Jones General Manager, Kylie Walsh, the transition meant stepping up on their communication strategy. She talks about this and also shares how their agency dealt with remote work, arrears and reduced rental properties when the COVID-19 crisis hit in a recent interview for MRI Property Rockstars. 

“If you’d ask me prior to COVID-19 if we had good communication with our clients, I would’ve said it was 9 out of 10. Now retrospectively in the manner that we’ve been communicating with our clients, I would’ve said we were 5,” says Kylie on how the criteria for effective communications has changed in the past months. 

According to Kylie, re-aligning their communication and technology strategy with the challenges brought upon by COVID-19 has helped tremendously in running a customer-centric business, and she advises other agencies to do the same.   “I think we can lift our game with the amount of automation and technology that’s come over the last 90 days and what’s coming. I think people really need to have a good look at providing valuable communication, segmenting their database, understanding their demographic and tailoring their services towards what their customers want.” 

*MRI Property Rockstars is a video series in partnership with Real Estate Uncut. As part of the series, property commentator Kevin Turner talks to some rockstars of the property management industry about their business, tips, and personal stories.

Missed an episode? Watch more Rockend Rockstars episodes here.

Kylie Maxwell: Running Virtual Inspections

Posted on by kestoesta

This blog post relates to Rockend, one of our previous brands. For more information please read the press release.

Ensuring the safety of both staff and customers is imperative in running a business amid the COVID-19 pandemic. But how do you prioritise safety while ensuring your business still operates as usual? For Kylie Maxwell, Director and Franchise Owner of LJ Hooker Queanbeyan, her technology strategy plays a huge part as their team adapts to the new normal.

“As a leader, I think it is important that our staff felt safe and they’re across of what we wanted to do,” says Kylie. While the business had to close its doors to the public, baring visitors from the office and cancelling routine inspections initially, Kylie and her team turned to digital technology to continue the business as usual. “We made sure we had video walkthroughs on both rental and sales properties. That made it easier for the consumer to feel safe to do business with us.”

Moving forward, Kylie believes that being able to do virtual inspections puts their business at an advantage, “Going forward, there’s still going to be a lot of people who don’t feel comfortable in going out to look for properties, while some will want to be able to do so. We will definitely now tailor our suite of services to the individual.”

*MRI Property Rockstars is a video series in partnership with Real Estate Uncut. As part of the series, property commentator Kevin Turner talks to some rockstars of the property management industry about their business, tips, and personal stories.

Missed an episode? Watch more MRI Property Rockstars episodes here.

Tamsin Wilson: How COVID-19 is reshaping the property manager’s role

Posted on by MRI

This blog post relates to Rockend, one of our previous brands. For more information please read the press release.

Adaptability is one of the cornerstones of any successful property management team. But adaptability – especially in the midst of a global pandemic, requires more than mere adjustment to the situation. To Tamsin Wilson, Head of Property Management at Belle Property Parramatta, it also means reshaping the role of the property manager to fit the needs of customers during this challenging time and beyond. 

Continue reading “Tamsin Wilson: How COVID-19 is reshaping the property manager’s role” →