“Increase Performance Efficiency With Facility Management Software” written by Mike Marko
Tired of the stress and hassle of your daily tasks and duties?
Being a property manager is a tough job, especially if you’re managing multiple tenants or buildings. It’s likely that you’re going to have a hard time doing tasks such as collecting rent or maintaining the property.
Fortunately, there’s an easy way to do the usual tasks of a property manager. Do you know that there’s software that can help you with your responsibilities?
That’s right: there are now several computer applications that can help in your property management duties.
In this article, we‘ll discuss what facility management software is and the benefits you can get from having it in your rental property business.
Selecting Facility Management Software for Your Rental Business
Even if you’re already using facility management software, it doesn’t hurt to look at others. Keep in mind that not all of these applications are the same. They offer different features and services.
So unless you’re already perfectly satisfied with your current facility management software, you may want to shop around a little. You need to choose the one that actually matches the systems and needs of your rental business. You also need facility management software that’s always reliable.
I’ll discuss the qualities that make up good management software below. But before that, I’ll talk about what is facility management software so we can understand it completely.
What Is Facility Management Software?
Facility management software enables you to remotely monitor operations of commercial buildings while you’re doing other administrative tasks.
The main purpose of this software is asset management. It will help you monitor your property’s operations and maintenance. The software makes it easier to ensure that every part of your rental property is functional.
Since most of facility management software is cloud– or Internet–based, you can have multiple devices synced to it. That’s a plus for portability and convenience.
For instance, it allows you to monitor the main building systems of a rental property through your personal computer or smartphone. When something wrong happens to one of your systems, you can get a notification even when away from your desk.
Many rental property businesses are using facility management software because it simplifies the tedious work of maintaining a building and its operations. Facility management software is also an excellent tool for reporting and keeping data on commercial properties.
4 Benefits of Equipping Facility Management Software
The purpose of all software (including facility management software) is to make complex processes simpler.
Let’s say for instance that you’re managing multiple rental properties. Part of your job is naturally to check on each one’s operations and status daily — often multiple times throughout a single day.
But if you have facility management software, this becomes much easier. The software itself can perform a lot of the monitoring automatically and can even notify you if something irregular occurs.
You should consider buying facility management software if your rental property business doesn’t have one yet. Take a look at the benefits that you can get from good facility management software:
1. Increased Productivity
Facility management software will increase the productivity of your management staff. That’s because it allows them to remotely monitor building operations while doing other tasks.
Another useful feature of most facility management software allows you to distribute tasks strategically to staff members. This lets you spread out tasks enough that no one is swamped and no one is left with nothing to do.
Finally, all of the information gathered and stored by facility management software is often saved on a secured database. How does this help you increase productivity? It makes data gathering much faster and easier. That means less organizational time and effort dedicated to that part of your business operations.
2. Paperless Management
Many of the hassles of paperwork will be eliminated if you use facility management software.
Old-fashioned (and easily-lost) paper memos will be reduced. That’s because Internet– and cloud–based property management software usually has tools for digital memos. Your staff can receive their duties without you having to write the assignments on paper and send those to them.
This sort of paperless management is an important benefit of using facility management software. It cuts down on paper costs and allows you and your staff to work without paperwork piling up on your desks.
Paperless management also means lower document storage costs and lowered chances of document loss. Printed documents can be easily damaged and misplaced.
But if you use cloud-based software, documents are saved on what’s often a professionally-maintained server. You can rest easy in their safety while still being able to access them anytime, anywhere.
3. Secured Records
Even if the documents of your rental business are stored on the Internet, you usually don’t need to worry about their security. Most facility management software is encrypted to prevent hacking or security compromises.
You can even restrict your staff from accessing your Internet–based files. This software often comes with access-management tools and allows you to record who accesses the servers.
4. Compliance with Regulatory Standards
Most states require rental properties (whether used for residential or commercial purposes) to adhere to certain building codes.
Authorized personnel from the government will conduct an inspection from time to time. You could face serious legal action if your property fails to pass your state’s standards. It’s why building inspection is so important.
However, the process of building inspection requires a lot of paperwork. It could be just another added burden for you and your staff.
That’s where facility management software comes in. Most examples of it can help you generate reports about your property’s maintenance, safety, and legal status. It reduces the time you spend preparing documents needed to prove your compliance with the regulatory standards.
Features of the Best Facility Management Software
As we already said earlier, not all facility management software is built the same. That’s why every property manager needs to give serious thought to which facility management software he implements.
To help you find the best software for your business, here are the features and tools that you’ll find in the best facility management software.
1. Work Tracker
Your facility management software should allow you to easily monitor the productivity of your staff. It should also let you monitor building management duties you’ve assigned to them, such as maintenance and repairs.
Your chosen software should be able to track the schedule, working hours, overall performance, and activities of all your employees. It should also have a log or a history of all information for future use and reporting.
2. Notification Features
The software that you’re using for your business should have communication tools. Otherwise, it won’t be very effective at managing staff.
Facility management software should offer you easy-to-use tools for notifying staff and building personnel regarding updates or work tasks. Look for ones that also have feedback channels so your staff can send you messages too.
3. Cloud-based System
Cloud-based systems are best nowadays since Internet access is so widespread. As long as your staff or you can access the Web, you’ll have access to cloud-based facility management software.
This is hugely convenient as it means you don’t need to cart a single computer or drive around with you all of the time. Data stored on the cloud is accessible from anywhere with an Internet connection. It’s also typically updated in real-time. The moment something changes in one of your facilities, your data immediately reflects that.
The best facility management software works on multiple platforms, by the way. That means you can use it whether you’re on a laptop, a mobile phone, or a tablet.
4. Maintenance Tracking
Good facility management software should always include this feature. There’s no point to getting software that can’t track the maintenance for a property.
Look for facility management software that lets you see which daily tasks have been completed and which have not. Look too for software that lets you track inventory, due repairs, daily costs, and the like.
As most facility management software will have the above features by default, it may help to assess how each application presents them in order to choose from among your options.
For example, not all software will make it easy to see at a glance what still needs to be done in a property. Look for the ones that do, to make your life easier.
5. Activity Logs
Lastly, the software should be capable of keeping the history of all activities in a building. Keeping activity logs is important because it’s useful when you’re evaluating your staff.
Check these important items that should be recorded in your management software:
o Equipment used and by whom,
o Work requests,
o Kind of services rendered and to whom,
o Contact information of persons to whom services have been rendered.
Final Thoughts on Using the Best Facility Management Software for Rental Businesses
Managing a rental property requires a lot of time and manpower. However, all of the stress and hassles of operating a rental property will be reduced if you use good facility management software.
Good facility management software allows you to remotely monitor operations of buildings you’re managing even while you’re doing other administrative tasks. There are plenty of benefits that you can get from using this software, such as:
- Increased productivity,
- Paperless management,
- Secured records, and
- The ability to make the necessary documents quickly.
If you’re planning to buy management software for your business, consider the tips given in this article. A good property management software should have a work tracker, notification tools, a cloud-based system, maintenance tracking, and activity logs. Seeking these should help you find the right software for your property.
For any comments and questions about facility management software, you can use the comment section below.
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