As President Eisenhower once said, “planning is everything.” This rings true to facilities management, as pre-scheduled repair and maintenance efforts work to keep equipment functioning optimally and reducing downtime. This type of work is referred to as planned or preventive maintenance, and it has amazing results; a study from commercial real estate company Jones Lang LaSalle found that preventive maintenance results in a whopping 545 percent return on investment.
Facilities managers know that preventive maintenance should be performed, yet they often have trouble organizing all of the factors needed for success; constantly scheduling work orders, monitoring contractors, and sorting through invoices is extremely time-consuming and lends to unnecessary spend. That’s where facilities management software comes in.
Facilities management software helps facilities managers track assets like equipment, vehicles, stores, buildings, and inventory, as well as schedule repair and maintenance, monitor work orders, manage costs, and adhere to compliance standards. FM software takes tasks and responsibilities off of facilities managers’ plates, thereby increasing efficiency, reducing spend, and leaving FMs to focus on other critical initiatives.
Let’s look at four ways facility management software can streamline preventive maintenance efforts:
1. Create Recurring Work Orders
FM software not only allows for work orders to be created and sent digitally, but it also allows FMs to schedule recurring work orders. Using this feature, FMs do not need to make new work orders whenever preventive maintenance should be performed, saving time.
Additionally, FM software has the ability to store photos, descriptions, and compliance requirements of various assets, which can be included in recurring work orders. This gives service workers a detailed knowledge of what type of work needs to be done and when.
2. Real-Time Monitoring
With FM software, facilities managers are able to manage all preventive maintenance efforts via calendars by location and preventive maintenance reports. Also, this software can be used to validate preventive work via GPS check-in and check-out. These features give FMs the ability to monitor planned maintenance work from anywhere, reducing travel between locations and time spent physically watching over contractors.
3. Automated Invoicing
Another important capability of FM software is electronic invoicing. It can auto-generate invoices based on predetermined rates each time preventive maintenance is scheduled. It can then be sent to and completed by the contractor digitally, reducing paper and processing costs. Because preventive maintenance is done regularly and therefore results in many invoices, FM software is used to enable quick and accurate invoicing processes.
4. Cut Costs
The analytical dashboards within FM software help give visibility into preventive maintenance spend by trade, category, provider, and other dimensions. When facilities management software reports on this data, it can expose trends and areas in which preventive maintenance spend can further be utilized.
Additionally, the advanced knowledge of upcoming planned services helps FMs keep costs in line.
Risks and Costs Without Regular Preventive Maintenance
Without preventive maintenance, your organization is at greater risk for equipment failure, which is costly due to both repair spend and revenue loss from lost productivity. FM software helps facilities managers perform preventive maintenance, keeping facilities in top working condition.
This not only improves the efficiency of FMs, but also improves the experiences of customers who visit locations kept in optimal shape. Customers place importance on how a commercial business looks, whether it is clean or not, and how it appears to be run. These on-site experiences directly impact the customer's perception of the brand (hence, the importance of maintaining brand uptime).
Thus, it’s imperative that businesses maintain the best outward appearance to create exceptional customer experiences. Preventive maintenance helps businesses to achieve this at the lowest possible cost.
Not performing preventive maintenance makes facilities vulnerable to potential disruptions. Learn about more risk management issues that facilities managers should be aware of.