FM departments face challenges just like every other type of business. This can include:
- Reduced maintenance budgets
- Constrained resources
- Other priorities
- Lack of funding for projects
- Information overload
- Data disparities
CAFM or IWMS was one way to manage, collect and collate the relevant information to support FM departments in identifying where cost savings could be made. In the past it was a challenge to show value for money and a return on investment for a dedicated system. But now that CAFM and IWMS systems have shown their effectiveness to key decision makers, FM systems have become the norm.
Utilise your CAFM/IWMS
One problem remains, however, and that relates to value and optimisation. You need to consider:
- How well utilised is the FM system within a business?
- What does the business need?
- Which parts of the FM system is and what parts are less used and why?
- Is the work being doubled up, somewhere else?
- How far developed is the system in supporting the business today from the original goals and objectives?
Problems of under utilization
Virtually all CAFM and IWMS systems implemented have some level of redundancy, but this is applicable across the board for most software systems implemented into businesses. Whether traditional ways of doing something have crept back in (“but we’ve always done it that way!”) or a lack of competence or capability in the people using the system, both need to be judged as potential risks. The most common statement made by staff is:
“It seems like a good system, but they certainly weren’t using much of its capability.”
Consultants brought in to evaluate computer systems hear this often. But there are big differences between organisations. Some are more aware and have embraced the change and utilised the system. But when systems are not utilised, there is a correlation with the enthusiasm of staff. Granted it’s difficult to measure enthusiasm, but the impression is that lack of training, coordination and understanding of the key benefits is one of the root causes of the frustration when using the systems.
What impact does the redundancy have on my business?
Let’s consider some of the reasons why systems are underutilised and how expectations at the time of purchase are frequently not met.
“How much was paid for capabilities for which little or no benefit was received?” “Why is this an important issue?” “What difference does it make if we don’t use parts of a system?” It is true that every system will have features that a given user does not need. You can expect some percentage of any system to be ignored. The important questions are:
- What percentage is not used?
- What are the reasons certain capabilities go unused?
- How much was paid for capabilities for which little or no benefit was received?
- Assess the problem
Our approach is always based around the needs of our client’s business with solutions driven by the activity and functional requirements of the facility in CAFM IWMS. If you’re looking for practical support, please contact us and we’ll be happy to discuss the various options available for you.