The FM Professional

How to Get Buy-In for Facilities Management Software

David Spence
September 17th, 2013

Addressing Inefficiencies in the Office

facilities management softwareA company can lose money in much more subtle ways than just losing an important client or making an accounting mistake. Inefficient approaches to the day-to-day operation can also be damaging, and the worse part about them is that the company doesn’t always see it. If you’re thinking that facilities management software could help you prevent these issues, but other departments don’t agree, present them with the following arguments.

Resources Are Wasted

Being green is a major concern for many companies these days, not only for environmental reasons, but for financial ones as well. FM software cuts down on paper waste and helps FMs see the way space is being used on each floor.

Instead of printing out hard copies of floor plans, FMs can see an accurate map of the floors by simply opening the program. Further, the space utilization reports can help them see when certain rooms or floors aren’t getting much use. Knowing this, they can consolidate space and make the building more energy-efficient.

Moves Add Up

Do the higher-ups know what goes into moving a worker? If not, it’s in your best interest to sketch out all the inefficiencies in the process. For example, let’s say an FM tells the move team and IT that a worker needs to be moved in two weeks. However, both teams may forget about the information, since the move date is further down the road.

FM software can fix this problem by automatically emailing the right people. This prevents confusion, as well as a loss of time and work that may occur if IT has to stop its planned activities for a day to help with the move that it forgot about.

Productivity Drops

For buildings that house  hundreds or thousands of people, finding the right resources and people can be a challenge. Searching for these things can take time that will cut into an employee’s workflow, because they may have to use the company directory to find the person, then travel to the right floor, then spend time consulting the floor map by the elevators.

FM software eases this process by letting workers find out all of this information from their own computers. OfficeSpace Software has the Visual Directory™, which allows workers to search for what they need to find. It color-codes each occupied desk so that it’s easy to see where and how different departments are placed.

Work Is Delayed

Without a solution that updates contact information as soon as it changes, tracking down the right person could lead a worker on a wild goose chase. Why? The contact information they have for a person may not even be correct; they might be searching for Dolores Parker on the fifth floor when she’s actually on the fourteenth.

Facilities managers often have to keep track of this information using spreadsheets and PDFs, but companies with a lot of employee churn make it difficult to keep up-to-the-minute records. This is especially a problem when the person is part of a multi-step process. Delays from not knowing how to find them can lead to a bottleneck and blemish the company’s performance.

Getting company buy-in on facilities management software requires you to show exactly how it can help the company. This is especially true because, as an FM, you may be well-familiar with the problems that the software could solve, but other department heads may have no idea. The next time you have a meeting scheduled with the main decision-makers in your company, make note of the specific issues that are costing the company time, manpower, and money. When others see how OfficeSpace Software can help them save all of these things, they’ll see that FM software is a valuable asset.


image credit: stockimages/