FM & TECHNOLOGY
COST CUT WITH CAFM
Esther Coleman, Product Manager at Idox, explains how a CAFM system can support businesses to take control of their facilities management with a 360-degree view of every task, helping them to increase efficiencies and cut costs in the process.
With economic uncertainty, high inflation and supply chain disruption impacting business operations, organisations of all sizes are under more pressure than ever to cut costs and look at more efficient ways of working. For many businesses, the cost of running and maintaining their estates is one of their highest operational outlays, especially with the cost of utilities continuing to climb at an alarming rate.
The role of facilities managers has broadened in scope in recent times. Among many things, they’re responsible for creating a better and safer working environment through proper management of all risks, proactive management of maintenance issues, ensuring building compliance, sustainability factors, and workplace experience – all in a streamlined way whilst controlling expenses. With renewed responsibilities, there is now a real opportunity to optimise this area using innovative tools.
Computer Aided Facilities Management (CAFM) empowers facilities managers to proactively monitor and manage all maintenance functions, compliance, and safety across an estate, away from the inaccuracy and manual nature of spreadsheets.
Preventing asset downtime with planned preventative maintenance (PPM) The impact of unexpected asset downtime can be felt across a business, potentially compromising employee safety or business regulation compliance. The consequences could even lead to substantial financial penalties and risk of long-term reputational damage.
So how can facilities teams stay on top of their maintenance requirements and prevent unexpected downtime? PPM allows maintenance tasks to be
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coordinated ahead of time, helping to prevent problems before they occur and allowing for better accuracy in budgeting for repair and maintenance works that may be required.
CAFM provides the tools and insight for managers to oversee preventative maintenance schedules, identify maintenance costs, track activity against SLAs and make appropriate asset-related decisions – thereby helping organisations manage costs and minimise the possibility of sudden, expensive repairs. Identifying potential issues before they arise and carrying out a scheduled plan of repairs and servicing also ensures equipment remains operational for longer. By alerting engineers and administrators where PPM and reactive tasks may overlap – further time and cost savings can be achieved through efficient scheduling of jobs.
360-degree insight for informed
decision-making The need for facilities teams to be data-driven is essential. While information can be inputted into spreadsheets to list assets or record tasks, they lack the meaningful format that provides the necessary insight and automation to oversee and manage such a complex estate. Unlike a CAFM system, spreadsheets do not deliver a single source of truth where you can consolidate all data, communications, documents and other crucial information in one place. Without this central hub, time is wasted on searching through emails and folders and working out the current status, instead of concentrating on the task at hand.
With customised web dashboards, CAFM provides facilities managers with a 360-degree view across their entire estate which fuels better decision making, improved monitoring, and feeds into continuous improvements.
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