It wasn’t that long ago that facilities managers had trouble finding software to help them manage their operations effectively and efficiently. Today, however, the opposite is true. The market is flooded with compelling options. Selecting one that best suits your needs and will be a real return on your investment can be daunting. But it needn’t be. You can narrow the field down by digging into the details of each package and ultimately selecting the option that is right for your organization. Don’t fall into the trap of spending tens of thousands of dollars on software that is overly complicated and, eventually, discarded.

1. SELECTING A FACILITIES
MANAGEMENT SYSTEM
5tips to help you evaluate the most effective system
Part 1

2. Organizations using facilities
management technology
realize the following benefits:
-5% -3.5%
Reduction in total cost
of occupancy.1
Average reduction in
maintenance costs.1

3. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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$394.69B$1.7B
By 2017, the facilities management
industry is expected to grow to
2 2
By 2018, Integrated Workplace
Management System (WMS)
software sales worldwide are
expected to reach
It wasn’t that long ago that facilities managers had trouble finding software to help them manage
their operations effectively and efficiently. Today, however, the opposite is true. The market is flooded
with compelling options. Selecting one that best suits your needs and will be a real return on your
investment can be daunting.
But it needn’t be. You can narrow the field down by digging into the details of each package and
ultimately selecting the option that is right for your organization. Don’t fall into the trap of spending
tens of thousands of dollars on software that is overly complicated and, eventually, discarded.
BE SELECTIVE.

4. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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CHOOSE A SYSTEM THAT:
Adds visibility into your operations
Provides information for decision making
Saves your users time
Reduces operating costs
Runs your facilities more efficiently
Educates users on best practices
Continues to innovate operations
and procedures
READ ON TO FIND OUT HOW >>

5. 1. EASY TO INSTALL AND USE
5.EXTENSIVE RECORD-KEEPING CAPABILITIES 2. FLEXIBLE AND CUSTOMIZABLE
4. BUILT-IN ACCOUNTABILITY 3.MAJOR UPGRADES NEVER REQUIRED
A FACILITIES MANAGEMENT SYSTEM SHOULD OFFER THE FOLLOWING...

6. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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1. EASY TO INSTALL AND USE
Step-by-step installation and a system that is ready to go, is the best
software option. An easy-to-follow, straightforward interface sets the tone. A calendar works
well as the primary interface because it is familiar to most users. Some requestors may only use the
software once a month—or even once a quarter—so the system needs to be simple enough so that
a refresher course is not required every time a new request is submitted. A process that incorporates
text and/or email is preferable, since this is common to most users.
vs.

7. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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2. FLEXIBLE AND CUSTOMIZABLE
You should be confident that the system has everything you need, and
nothing you don’t need. Start with a list of tasks that includes 85% of the requests your
users typically make. Once you have that list, you can add more items as necessary.
Don’t start
out complex
and then
pare your list
down.
Start simple,
and build it up
so that you can
customize to your
particular needs.

8. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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3. MAJOR UPGRADES NEVER REQUIRED
People are busy. When new versions of a software
package come out, they don’t have the time to
figure out what things have changed, and
where the things they need have been moved.
Major adjustments every time there is an
upgrade are discouraging.
Changes to the routine
should be subtle, quickly
grasped, and easily incorporated.

9. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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4. BUILT-IN ACCOUNTABILITY
It is important for a requestor to know
which maintenance technician has been
assigned to take care of his request.
This provides a point of contact should changes need to be
made, and also eliminates any question about who is responsible for seeing
that the issue is resolved. Regular emails to the requestor, built in to the system, will ensure
that he is always kept in the loop and never has to wonder whether his problem is being
addressed. He knows the status, every step of the way.

10. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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5.EXTENSIVE RECORD-KEEPING CAPABILITIES
The system you choose should maintain a history of all requests.
This is essential when it comes time to prepare new budgets.
Comprehensive records provide data to help the
maintenance team justify any requests for
additional staff or equipment based on the number
and type of requests they received, issues they
resolved, and tasks they completed during the previous
budget cycle. It also comes in handy when the
leadership team needs documentation about the
maintenance department’s accomplishments within a
given time frame.

11. FMX E-GUIDE: SELECTINGAFACILITIES MANAGEMENT SYSTEM
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About FMX: Facilities Management eXpress, LLC is a leading-edge provider of workflow management solutions that empower facilities managers and
building tenants to manage resources and equipment easily and cost effectively.
Source:
1
Tiffany Bloodworth Rivers, April 3, 2014, iOffice website “12 Mind-Blowing Statistics Every Facilities Manager Should Know” http://www.iofficecorp.com/blog/12-mind-blowing-statistics-every-facilities-manager-should-know
2
http://www.strategyr.com/Facilities_Management_Market_Report.asp
Regardless of organization size, a facility manager has an impact on your
business. Arm your facilities management team with FM software that offers:
Real-Time Reporting
Accurate Info
Immediate Benefits1