COVER STORY
FM TECHNOLOGY TO HELP YOU BREAK OUT OF THE ‘CELLS’
Service Works Group is a global provider of facilities, property and space management (CAFM) software and the market leader in PPP operational management, here they explain why it is increasingly important to reduce reliance on Excel spreadsheets and move onto more reliable software.
In today’s business world, there is increasing demand to add value and innovation in every part of an organisation. For facilities managers, this presents the major challenge of delivering innovative solutions while maintaining effective daily operations and a high quality, cost-effective service. However, there is also a key opportunity to support the core business objectives, demonstrating excellent facilities management and raising the profile.
The changing role of facilities management into a strategic activity has created an increased need for the FM to have immediate, accurate, real time data at their fingertips. The captured data enables them to enhance operations and to provide meaningful information for the business that has a direct impact on workplace, productivity, engagement and perception.
Some facilities managers are still, however, working within the confines of email processes and inputting their valuable FM data into the cells of spreadsheets to manage their properties. In start-up businesses and small organisations, where there are low numbers of service issues, no risk of financial penalties for underperformance, and no
18 | TOMORROW’S FM
demands for complex reporting, Excel spreadsheets offer a low cost and easily accessible solution. But few organisations exist that do not have growth aspirations and, as a business develops, relying on spreadsheets as a primary source of information for FM, reactive and planned maintenance, and asset and performance management has severe limitations.
At a certain point, which is determined by factors such as whether the organisation expands into a large single site or becomes multi-site; whether the volume of service requests grows significantly; whether there is an increase in staff; or whether there is more need for external contractors, spreadsheets become unwieldy and unreliable. They can even become counterproductive to FM, causing it to lose impact and detracting from its business critical function.
There is also the added risk of the department, or even the company, falling into disrepute should the system cause a serious error in terms of service failure, lack of compliance, or health and safety breach. Spreadsheets leave organisations vulnerable to:
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