Managing your facility data is vital for the efficient running of your facility. Advances in technology have made it possible for facility managers to delve into data generated through various activities in their facilities and spot opportunities or problems.

However, facilities today are generating new and different types of data in much larger quantities. If properly managed, this data can help facility managers assess and find waste, weaknesses and opportunities more accurately in the operations of the facility.

What makes a good CMMS?

The problem does not lie in the generation of the data however, but in its management. There are various technologies available to help you in managing your facility data. However, implementing them can often be a painful process. It may seem like the new system has created even more work and expense than the time it saves. You may find yourself questioning the CMMS role once it has been implemented.

However, these systems, if properly leveraged, can increase efficiency, cost savings and effectiveness within your organization. These systems can also help in preserving the sanity of facility managers who rely on the data generated from their facilities to make informed decisions.

How can you improve your CMMS?

One way of maximizing your facility management software is by integrating it with your space management and lease management software. This will result in the following benefits for your facility:

Simplify maintenance requests

A maintenance system allows for the instant updating of work orders.  You can therefore track these requests without having to wait until the end of the day for the system to be updated. This gives you an overview of the status of repairs and prevents delays or neglects in maintenance.

The system also captures the cost of each job and notifies the requester when the job has been completed. You can therefore keep track of your resources and make informed choices on their utilization.

Accurately assess your facility

Maximizing available space in a facility is important for efficient resource management. Integration allows you to understand the utilization of your space and how much space you have available at any given time. You can review occupancy and usage activities. This helps you identify opportunities for more efficient space utilization e.g., you may choose to re-designate a space that is currently available to you rather than spend millions of dollars in constructing a new building.

Keep track of your facility

Integration allows you to keep track of the usage of your space as well as your tenants. You will know which spaces will soon be available to new tenants and which are under long-term lease. This allows for better planning for your space.

Integration also enables you to schedule repairs and maintenance to ensure that spaces are ready for new tenants even before old tenants have vacated. This helps to reduce the downtime experienced when a tenant moves out. Your space will be ready for renting within the shortest time possible.

The system also ensures that you protect your resources by keeping track of the responsibilities of the property owner and the tenant. You can therefore avoid using your time and resources on tasks that you are not responsible for.

Increase accuracy of facility reports

Information that is not properly recorded can be easily corrupted. When systems are non-integrated, there is a greater risk of losing the integrity of information in the transfer of data from one system to another. Using different systems that are not integrated also means that your organization is likely to be entering and maintaining duplicate data. You may therefore be storing much more data than you actually need. Relying on an integrated system improves data integrity and reduces the chances of inaccuracy.

Maintenance best practices summary

If you want to ensure that your records are in harmony and can be used with a greater degree of accuracy, ensure that you implement an integrated enterprise system.

Integrating your space management, CMMS software and lease management systems can save you time, money and sanity. You will be able to avoid having to manage multiple data storehouses by ensuring that all your facility data is stored in a central location. This will go a long way in improving efficiency and transparency in your organization.

About The Author

Jonathan Davis

Jonathan has been covering asset management, maintenance software, and SaaS solutions since joining Hippo CMMS. Prior to that, he wrote for textbooks and video games.
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