CAFM Software: The Digital Backbone of Modern Facility Management.

A Better Way to Manage Facilities

Facility management has historically been a tangled mess of operations that consist of maintenance requests, asset tracking, space planning, and compliance management. Now, technology is changing that. As more work is being done remotely and buildings are becoming smarter, being able to manage and control all of the activities related to facilities is increasingly essential. CAFM software is Computer-Aided Facility Management software. It provides an organization with the ability to manage facilities differently, with more precision, efficiency, strategic relatedness of actions, and control.

As workplaces continue to evolve into hybrid spaces and buildings become smarter, facility managers need to utilize CAFM software to help them keep pace with the digitization of the workplace.

What is CAFM software?

CAFM software is typically centralized in the cloud and allows businesses to plan, commit to, and control facility-related activities from one platform. CAFM is an umbrella term that covers key areas of facility management, including space management, asset management, work order management, and preventive maintenance, all integrated through a common dashboard.

CAFM software has one primary function: to digitally enable primarily manual tasks, offer real-time analytics, reduce operating costs, and maintain compliance and safety.

Essential Features That Make CAFM Software Vital

1. Space Management

Effective space management is critical, particularly in today’s hybrid work settings. CAFM platforms include floor plan visuals or drawings to create a visualization of space, and it over time they can generate usage analytics for effective space management, like avoiding wasted space or the infrequent use of areas or supporting hot-desking.

2. Maintenance Scheduling

Whether scheduled servicing of the HVAC system or reaction to an emergency plumbing repair, CAFM systems have a mechanism to automate scheduled maintenance, and send real-time alerts when maintenance needs to occur. This will not only minimize downtime but often can extend the useful lifecycle of the equipment.

3. Asset Management

The tracking of assets is an integrated function usually supported with RFID/barcode scanning in modern CAFM software, allowing the organization to track assets from initial acquisition to the end-of-life disposal phase. Facilities teams can also view where the asset is located, its full maintenance history, and its depreciation value in one physical location.

4. Work Order Management

The evolving needs of a facilities team surpass the capabilities of a standard spreadsheet and manual transcribing. CAFM systems allow a user to quickly and efficiently develop, process, assign, and close work order requests, resulting in a managed timeline and accountability of its completion, all leading to a reduced time for resolution.

5. Reporting and Compliance

Regulatory compliance can’t be compromised. CAFM software includes reporting and inspection tracking prepared for an audit, helping organizations maintain compliance with safety, environmental, and building codes delivered to a fully documented historical record.

Why Businesses Are Adopting CAFM

Efficiency & ROI

Not only can a CAFM system lessen operational costs via automation of repetitive tasks and decreased reactive maintenance, but many companies also see significant ROI in terms of energy efficiency, reduced asset downtime, and maximized efficiencies.

Data-Driven Decisions

CAFM systems provide a variety of dashboards and reports that give actionable insights into performance. Facility managers can accurately forecast maintenance patterns, study space utilization trends, and make decisions that positively affect productivity, reducing bottom-line expenditures.

Sustainability Goals

Today’s CAFM systems provide integration to IoT devices that support monitoring of energy usage, waste capacity, and water usage, promoting companies to meet ESG (Environmental, Social, and Governance) standards and green building certifications.

Who Can Use CAFM Software

Though any business with a physical infrastructure will see benefits from CAFM, it is especially impactful for the following industries:

Corporate offices such as larger campuses and flexible working environments

Healthcare facilities that are required to maintain sterile environments and comply with health regulations

Educational institutions that are managing classroom and maintenance scheduling on larger campuses

Manufacturing Units that are asset-heavy and require scheduled maintenance and reporting conditions.

Issues Addressed by CAFM

Facility managers face multiple issues without the necessary tools, including

• Miscommunication on projects or tasks between teams,
• Delays in response by maintenance,
• Poor space utilization,
• Difficulties in tracking expenses and assets,
• Risks of non-compliance or regulatory repercussions due to poorly collated documentation, among others. 
• CAFM software will remove these barriers, giving teams access to real-time controls and centralized accessibility (web and mobile application) to ensure they can manage and document task completions efficiently and effectively.

Selecting the Right CAFM Software

Before making a decision to purchase a CAFM solution, businesses must consider:

• Cloud vs. On-Premise deployment options
• Integration with other “solution” tools (HRMS, ERP, Internet of Things platforms)
• Scalability to accommodate future growth
• User Interface and level of training support
• Mobile App options for field staff access

A suitable CAFM should be relevant to the organization’s objectives and be flexible enough to meet the needs of future facility management trends.

The Future of Facility Management

CAFM software is evolving, embedding artificial intelligence, predictive analytics, machine learning, and smart sensors. 

Very soon, CAFM systems will be able to:

• Predict equipment failures before they occur
• Provide suggested changes to the workspace by examining activity patterns
• Integrate with smart lighting and HVAC for energy optimization
• Provide virtual tours of facilities via augmented reality
• Operations that integrate these technologies early will give them a significant advantage in operational efficiency and sustainability.

Conclusion: From Orderless to Organized with CAFM

Facility management is moving towards digitization; it has to. CONSTRUCTED puts organizations in control; it mitigates these elements of chaos we all feel when we are reactive in our everyday lives in the facility; it drives operation from that everyday maintenance we call upon, documenting and managing capital projects to even strategic planning and environmental compliance.

If you’re looking to achieve operational efficiency, reduce your operational costs, and future-proof the way your facility operates, investing in an effective cafm-software   is the starting point.