What is Facilities Management Software?

Facilities management software is a powerful tool that enables organisations to efficiently oversee and optimise the management of their physical spaces, assets, and resources. 
What is Facilities Management Software?
Written by
Tom O'neill
Published on
June 5, 2023

Facilities management software is a powerful tool that enables organisations to efficiently oversee and optimise the management of their physical spaces, assets, and resources. 

From commercial buildings and healthcare facilities to educational institutions and manufacturing plants, effective facility management plays a critical role in ensuring smooth operations, cost savings, and compliance with regulations. In this article, we will explore what facilities management software entails and delve into why it is essential for businesses across various industries.

Key Features of Facilities Management Software

Facilities management software encompasses a wide range of features and functions designed to streamline and automate the management of facilities. 

This software acts as a central hub for organising and tracking essential information related to assets, maintenance, work orders, space utilisation, energy consumption, compliance, and more. Let's take a closer look at some key features and functions that make facilities management software an indispensable tool for efficient facility management.

Some of the most common and useful features of facilities management software are as follows:

Asset Management and Tracking

This feature allows organisations to efficiently manage and track their physical assets, such as equipment, machinery, furniture, and vehicles. It provides a centralised database for recording asset details, maintenance history, warranties, and other relevant information.

Preventive Maintenance Scheduling

Facilities management software enables the scheduling and automation of preventive maintenance tasks. It helps organisations proactively maintain their assets, reduce breakdowns, extend equipment lifespan, and minimise costly repairs.

Work Order Management

This feature streamlines the process of managing work orders for maintenance and repairs. It allows users to create, assign, track, and prioritise work orders, ensuring timely execution and efficient communication between teams.

Reporting and Analytics

This feature allows users to generate customised reports and access real-time analytics on various facility management aspects. It provides insights into maintenance performance, asset utilisation, energy consumption, and other key metrics, aiding informed decision-making.

A facilities maintenance dashboard example

These features are commonly found in facilities management software, although the specific functionalities may vary among different software solutions.

3 Benefits of Facilities Management Software

Implementing facilities management software can yield numerous benefits for organisations. By harnessing the power of technology, businesses can optimise their facility operations, reduce costs, and enhance productivity. Some of the main benefits of implementing a facilities management system include:

1. Improved Operational Efficiency 

Facilities management software streamlines and automates various facility management processes, resulting in improved operational efficiency. By centralising information, automating tasks, and providing real-time data, the software reduces manual effort, minimises errors, and eliminates paper-based workflows. This efficiency leads to faster response times, reduced downtime, and smoother operations overall.

2. Cost Savings and Budget Optimisation

Effective facilities management software enables organisations to optimise their budgets and achieve cost savings. By implementing preventive maintenance schedules, organisations can avoid costly equipment breakdowns and extend asset lifespan

The software also provides visibility into energy consumption patterns, allowing for targeted energy efficiency initiatives and cost reduction strategies. Additionally, by streamlining processes and improving resource utilisation, organisations can minimise unnecessary expenses and maximise their return on investment.

3. Enhanced Maintenance Planning and Execution

Facilities management software provides organisations with tools to plan, schedule, and execute maintenance activities more effectively. The software helps prioritise and assign work orders, ensuring timely completion of tasks. 

By automating preventive maintenance, organisations can reduce unplanned downtime, optimise maintenance schedules, and extend the lifespan of assets. This proactive approach to maintenance planning leads to increased equipment reliability, reduced repair costs, and improved overall facility performance.

Industries and Use Cases

Facilities management software finds application across various industries and sectors, catering to the unique needs and challenges of each. Whether it's managing a portfolio of commercial real estate properties, maintaining critical infrastructure in healthcare facilities, or optimising space utilisation in educational institutions, the versatility of facilities management software is remarkable. Here are five typical use case industries for facilities management.

Commercial Real Estate 

In the commercial real estate industry, facilities management software is crucial for property management companies, facility managers, and building owners. It helps them efficiently manage multiple properties, track leases, handle maintenance requests, and ensure optimal utilisation of space.

Healthcare Facilities 

Healthcare facilities, including hospitals, clinics, and medical centres, rely on facilities management software to maintain critical medical equipment, manage compliance with healthcare regulations, schedule preventive maintenance, and create a safe and efficient environment for patients and staff. Facility managers and biomedical technicians are the typical users of such software in healthcare settings.

Educational Institutions 

Facilities management software is widely used in educational institutions, such as schools, colleges, and universities. Facility managers and administrative staff utilise the software to manage maintenance requests, schedule cleaning services, optimise classroom and facility usage, track assets, and ensure compliance with safety regulations.

Manufacturing and Industrial Facilities 

Manufacturing and industrial facilities heavily rely on facilities management software to ensure smooth operations, minimise downtime, and maximise productivity. Facility managers, maintenance technicians, and production supervisors use the software to schedule and track maintenance tasks, manage inventory, monitor equipment performance, and implement energy management strategies.

Government and Public Sector

Government agencies and public sector organisations, including municipalities, public works departments, and transportation authorities, use facilities management software to manage infrastructure assets, track maintenance activities, monitor facility conditions, and plan for future needs. Facility managers, maintenance staff, and city planners are typical users in this industry.

These industries represent just a few examples of how facilities management software is utilised, but the software's benefits extend to many other sectors where effective facility management is essential.

Challenges and Potential Solutions

While facilities management software offers immense benefits, there are certain challenges that organisations may encounter during its implementation and usage. Issues such as data accuracy, scalability, user adoption, and security can pose obstacles to effective facility management. However, there are potential solutions and best practices that can mitigate these challenges. 

Data Accuracy and Quality

Challenge: Ensuring accurate and reliable data is crucial for effective facilities management. However, organisations may face challenges related to incomplete or outdated data, data inconsistencies, or errors in data entry.

Solution: To address this challenge, organisations should establish data management protocols and standardisation processes. Implementing data validation checks, conducting regular audits, and providing training to users on data entry best practices can help improve data accuracy. Integration with other systems, such as asset management or finance systems, can also enhance data consistency and reduce manual data entry errors.

Scalability and Flexibility

Challenge: Companies often encounter scalability and flexibility challenges when implementing a facilities management system. As their needs evolve and the number of facilities or assets increases, the system may struggle to accommodate the growing demands or adapt to changing requirements.

Solution: When selecting a facilities management system, it's essential to choose a scalable and flexible solution that can accommodate future growth. Cloud-based software options offer scalability and flexibility, allowing organisations to easily add new facilities, users, and features as needed. Regularly reassessing system capabilities and periodically reviewing and updating system configurations can also help ensure scalability and flexibility over time.

User Adoption and Change Management

Challenge: One of the critical challenges in implementing a facilities management system is user adoption. Resistance to change, lack of training, or inadequate communication can hinder user acceptance and utilisation of the system.

Solution: Effective change management practices are crucial to address this challenge. Organisations should involve users early in the implementation process, providing clear communication about the system's benefits and how it will improve their work. 

Comprehensive training programs, user guides, and ongoing support should be provided to ensure users understand how to effectively use the system. Encouraging user feedback, addressing concerns, and recognising and rewarding successful adoption can also boost user acceptance.

Security and Data Privacy

Challenge: With sensitive data involved, security and data privacy are significant concerns when implementing a facilities management system. organisations must protect data from unauthorised access, ensure secure data transmission, and comply with data privacy regulations.

Solution: Implementing robust security measures is vital to address this challenge. This includes user authentication, role-based access controls, encryption of data at rest and in transit, regular data backups, and implementing security patches and updates. Working with reputable software providers who prioritise data security and comply with relevant regulations can provide additional assurance.

These are just a few examples of challenges organisations may face when implementing a facilities management system. Addressing these challenges through proactive planning, proper training and support, and strategic partnerships with reliable software providers can help organisations successfully implement and leverage the benefits of a facilities management system.

Future Trends and Innovations

As technology continues to advance at a rapid pace, the future of facilities management software holds immense promise for organisations seeking to optimise their facility operations. 

With innovative trends and emerging technologies, facilities management software is poised to transform how buildings are managed, maintained, and operated. In this section, we will delve into some key advancements and trends shaping the future of facilities management software.

The integration of Internet of Things (IoT) and Smart Building Capabilities

One of the most significant trends driving the future of facilities management software is the integration of Internet of Things (IoT) technology and smart building capabilities. IoT-enabled sensors and devices can be strategically deployed throughout a facility, collecting and transmitting real-time data on various parameters such as occupancy, energy consumption, temperature and air quality. 

Facilities management software can then analyse this data, enabling facility managers to make informed decisions for energy optimization, space utilisation, predictive maintenance, and enhanced occupant comfort. By harnessing IoT and smart building capabilities, facilities management software will enable organisations to create more sustainable, efficient, and intelligent buildings.

Application of Artificial Intelligence for Predictive Analytics

Artificial intelligence (AI) and machine learning algorithms are increasingly being leveraged within facilities management software to enable predictive analytics. By analysing historical data, AI algorithms can identify patterns and anomalies, enabling facility managers to predict potential equipment failures, maintenance needs, and energy inefficiencies. 

Predictive analytics empowers proactive decision-making, allowing organisations to address issues before they escalate, minimise downtime, optimise maintenance schedules, and reduce costs. With AI-driven predictive analytics, facilities management software becomes a powerful tool for enhancing operational efficiency and asset performance.

Adoption of Mobile and Cloud-Based Solutions

The future of facilities management software will witness a continued shift towards mobile and cloud-based solutions. Mobile applications and responsive interfaces provide facility managers and technicians with real-time access to critical information, allowing them to manage work orders, perform inspections, and access data while on the go. 

Cloud-based solutions offer scalability, flexibility, and ease of access, enabling organisations to store and analyse vast amounts of facility-related data securely. The adoption of mobile and cloud-based facilities management software enables seamless collaboration, improved data accuracy, and enhances operational efficiency across multiple locations and teams.

Integration with Digital Twins and Building Information Modelling (BIM) Systems

Digital twins and Building Information Modeling (BIM) systems are revolutionising the way facilities are designed, constructed, and managed. Facilities management software of the future will integrate with these systems, providing a holistic view of a building's life cycle. A digital twin is a virtual representation of a physical facility, capturing real-time data and enabling facility managers to simulate scenarios, test changes, and optimise operations. 

Integration with BIM systems allows facility managers to leverage the rich data captured during the design and construction phases, ensuring seamless handover and accurate asset information. This integration enables better decision-making, improved maintenance planning, and enhanced facility performance.

As the facilities management landscape evolves, organisations that embrace these future trends in facilities management software will gain a competitive edge. By integrating IoT and smart building capabilities, leveraging AI for predictive analytics, adopting mobile and cloud-based solutions, and integrating with digital twins and BIM systems, organisations can unlock new levels of efficiency, sustainability, and operational excellence in managing their facilities. The future of facilities management software is an exciting frontier, empowering organisations to build smarter, more connected, and sustainable environments for their occupants.


Facilities management software has emerged as an indispensable tool for organisations seeking to optimise their facility operations, improve efficiency, and reduce costs. From asset management and preventive maintenance to space utilisation and compliance management, the benefits of implementing facilities management software are far-reaching. 

By leveraging this technology, businesses can enhance their operational performance, make data-driven decisions, and adapt to the evolving needs of their facilities. Embracing facilities management software is not just a choice; it's a strategic move that empowers businesses to stay ahead in today's competitive landscape.

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