How do you choose the right FM software?

1 Assess your current situation

Before you start looking for FM software, you need to have a clear understanding of your current situation and challenges. What are your goals and objectives for your FM operations? What are the pain points and gaps in your current processes and systems? How do you measure your performance and impact? How much are you spending on FM activities and resources? How do you communicate and collaborate with your internal and external stakeholders? These questions will help you identify your priorities and requirements for your FM software.

2 Compare different features and functions

When creating a list of needs and expectations, you should compare different FM software solutions based on their features and functions. Space management is necessary to plan, allocate, and monitor space utilization and occupancy. Asset management allows you to track, maintain, and optimize physical assets, such as equipment or furniture. Service management helps manage service requests, work orders, preventive maintenance, and inspections. Energy management makes it possible to monitor and control energy consumption and costs. Compliance management ensures facilities comply with codes, standards, and regulations. Finally, reporting and analytics provide data and insights on FM performance and impact.

3 Evaluate the usability and scalability

Besides the features and functions, you also need to evaluate the usability and scalability of the FM software. Usability refers to how easy and intuitive it is to use the software, as well as how well it integrates with your existing systems and platforms. Scalability refers to how well the software can adapt to your changing needs and growth, as well as how flexible and customizable it is. You can test the usability and scalability of the FM software by requesting a demo, a trial, or a reference from the vendor.

4 Consider the costs and benefits

Another important factor to consider when choosing the right FM software is the costs and benefits. Costs include not only the initial purchase price, but also the ongoing fees for maintenance, support, updates, and training. Benefits include not only the direct savings and returns, but also the indirect benefits such as improved productivity, quality, safety, and satisfaction. You can calculate the costs and benefits of the FM software by using a return on investment (ROI) analysis, a total cost of ownership (TCO) analysis, or a value for money (VFM) analysis.

5 Choose the best vendor

The final step in choosing the right FM software is selecting the best vendor. This partner should possess experience and expertise in the FM industry and your specific sector, as well as a reputable and credible reputation in the market. Additionally, they should demonstrate commitment and responsiveness to your needs and expectations, innovation and vision for the future of FM, and alignment and compatibility with your values and culture. To ensure you make the best choice, it is important to conduct thorough research, ask for referrals, check reviews and testimonials, and negotiate the best terms and conditions.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?