COVER STORY
MAXIMISING COST SAVINGS FROMYOUR PROPERTY
Henry Seddon, Managing Director of sector technology specialist Access Hospitality, outlines how the smart use of technology can provide a streamlined and cost-effective FM solution that contributes to the overall profitability of any business.
Property maintenance and facilities management are more immediately associated with safety and security than cost savings, but as businesses look to maximise revenue and cut back on expenditure, these are areas that could yield unexpected results.
With margins under constant scrutiny, it can be easy for business owners to concentrate on changes that have an immediate impact, rather than focusing on long-term opportunities. But one area that shouldn’t be overlooked is investment in facilities management and property maintenance as this can streamline existing processes, helping to avoid unplanned expenditure and ensure business continuity. When every department is being asked to cut budgets, though, investment may seem counter-intuitive but the FM team can use technology to demonstrate visibility of expenditure, cost savings and end-to-end efficiencies that contribute to a sustainable business and provide a valid case with measurable ROI.
Technology has transformed the ease and efficiency of maintaining a business property safely and economically, with Computer Aided Facility Management (CAFM) relieving pressure points experienced with manual systems. It replaces a mountain of paperwork that requires review and updates, price comparisons, and labour-intensive checking of renewals and deadlines, and eliminates storage of out-of-date records. Instead, a business can benefit from instinctive and reliable digital information that streamlines the FM process from start to finish and is accessible across the business.
Maintenance costs can be reduced by at least 10% by improving efficiency with a CAFM solution, so the question any business should ask is not whether it can afford to invest in technology but whether it can afford not to.
Introducing Access Maintain Access Maintain is an intuitive CAFM technology solution that is efficient, cost- effective and simple to use. It helps protect UK businesses in many sectors from physical and reputation damage whilst minimising expense. Powered by Access Workspace, it provides an accurate, real-time overview of all reactive, planned and in-house maintenance work being carried out as well as the associated cost. Giving you full visibility of all supplier
24 | TOMORROW’S FM
call-outs, any automated service work planned and in-house labour time deployed, enabling you to reduce admin, make speedy fixes and manage costs.
With cost control an increasing priority, the return on investment for Access Maintain can be illustrated by focusing on three key criteria.
Cost management
Pre-screening and approval of the best-performing contractors at rates negotiated at scale helps achieve more first-time fixes at the most cost-effective rates. Expenditure is managed in real-time at individual site or estate level with authorisation possible on the go, reducing the time taken to complete work efficiently.
Expenditure on FM related consumables and equipment across the property estate is also controlled (and reduced) through planned procurement and authorisation rather than purchasing at inflated prices at short notice.
Control and visibility
All reactive, planned and in-house maintenance work is managed within one system giving sight of all service work, supplier call-outs and in-house labour resource deployed. For regular commitments, Access Maintain provides an automatic process that manages annual servicing, regulatory and compliance obligations, meaning that you never miss another deadline. Additionally, all appropriate documentation, including statutory servicing and testing of assets through to contractor insurance certificates is stored digitally ensuring they are automatically available for ease of inspection.
Automated processes
The need to manually schedule routine servicing and testing is removed with CAFM through automated attendance by pre-approved service providers. Contractor management provides improvements to the performance and value of the supply chain, with contractors instantly receiving and accepting jobs through Access Maintain.
Streamlining the invoice process through the property maintenance software, with one-click handling and authorisation possible on a mobile device, enables quick fixes to be completed with minimal effort. The automation of all associated invoicing and additional information requests reduces the admin time spent on chasing, approving and managing payments and queries. All reporting information across the estate is digitised by Access Maintain software so that it is available in real- time and on any device, enabling easy reconciliation of repair expenditure.
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