Workplace Tech & Software

How CAFM Software Affects Your Bottom Line

David Spence
July 11th, 2013

Facilities Managers

Without CAFFM software to streamline the process, creating occupancy/vacancy reports can take hours. That’s because the information, instead of being in one central location, is fragmented between floor plans, occupancy-vacancy spreadsheets, and from-to lists.

On top of managing each of these items separately, the facilities manager has to take the time to physically walk around different floors of the building, noting what’s empty so they know where to move employees. When they have that information, not only do they have to update those spreadsheets, lists, and floorplans, they also have to enter this information into their computer systems and notify all necessary parties. FMs lose hours doing this process—and they often have to go through the entire cycle again a few months later.

IT Support

The IT team is affected by poor infrastructure, too. IT workers are responsible for setting up phone lines and computers whenever someone moves to a new location. Without the right system in place, however, the information about the move may get lost or forgotten. If the IT team has a move scheduled and doesn’t remember it until they get a very irate phone call, it’s likely that whatever projects they’re working on will have to be put on hold. Obviously, miscommunication interferes with their own schedules.

Even if the company does have CAFM software, however, it can still be a burden to the IT team. If the software is difficult or doesn’t integrate well with the company’s systems server, dealing with the attending problems can take hours.


Just as it takes time to locate your favorite store on a mall map, the same is true with employees trying to find a certain person or resource. If they’re on a floor that they visit four times a year at most, finding what they need can eat up their precious time.

Moving can also be a confusing time for employees if there’s no clear communication between the necessary parties on what needs to be done (as I talked about with IT above). The delay caused by having to talk to the facilities manager and wait for the space to be set up can cause a delay in their own work.

Preventive Measures

With the right software, however, none of these problems will happen. Facilities managers will have an easy tool for transferring a person from one space to another. Instead of having to deal with a paper trail, they’ll have a resource that only lets them update floorplans, but also alerts all the people needed for the move. Instead of having to make rounds around the building, they can manage all the from-to moves without having to leave their desks.

This integrated system will also prevent any communication breakdowns with the IT team, so they can plan their schedules accordingly. More importantly, however, the right software will be easy to use, meaning they won’t have to spend hours providing support.

The software will be user-friendly for employees, too. It will give them a searchable map so that they can easily find what they need, just by entering a last name or keyword. If they move desks, they can simply sit down at their new space and start working right away, since IT and the FM will have already coordinated the move without any problems.

Without the software, however, many different departments will feel the effects. They’ll lose time on their work, and as a result, the company won’t be performing at its maximum level. But with a software solution like OfficeSpace, everything can be business as usual. The software will take care of every aspect of the moving process (minus the actual moving part). By making so many people’s jobs easier, the software saves your company’s hard-earned dollars. OfficeSpace is a smart investment.


Image credit: Stuart Miles/