Monthly Archives: June 2013

Benefits of integrating Room Booking Software

Meeting room management is among the numerous disciplines that falls under Facilities Management. The applicability of meeting room management carries a direct impact on the overall performance as well as financial position of an organization. From cost savings to service insight, it is necessary that the meeting rooms, conference rooms as well as other publicly available areas are managed effectively.

Comprehending how rooms as well as areas are utilized and whether they are utilized appropriately is a key to minimizing cost by increasing spaces. For instance, you may find that empty rooms are still consuming electricity as well as heating up. There may be prompt cost savings here, by closing down the room for a set interval. There may be circumstances where a room suitable for 50 people has actually been booked for just a hand full of people. In that scenario it’s quite common for resources to be sourced somewhere else and at a cost to the business. These are simply two scenarios in which room booking systems can help by effectively managing all the rooms as well as resources and present a global picture to take informed decisions.


Facilities Managers utilize various techniques to manage rooms. A couple of the most prevalent techniques are listed below.

  • Integrated CAFM Software
  • Separate Room Booking Software
  • Customized In-house Software
  • Outlook Shared Calendar
  • Excel Spread sheet

Based on the desired outcome it’s essential to identify an alternative that works for with your processes and is within budget. However, as you would expect the low-end or free alternatives might not provide any added advantage to the organization to help figure out cost saving, enhance efficiency as well as perception.

Managing meeting rooms may be an intricate task because of numerous configurations, rules as well as limitations. The more complicated the task, the more advanced the software is required to be to efficiently manage bookings. Built-in and Standalone options frequently offer a plethora of configuration as well as information that can assist Facilities Managers or Service Providers configure systems to keep track of trends as well as performance. The appropriate meeting room booking software can provide you with all the necessary information required to optimize resources and to save the organization money. A few of the primary questions room booking systems may help answer includes percentage of Room Utilization, Capacity of room, peak booking timings, Cost Control, How do clients perceive the services and Usage.

A few of the common issues experienced by Facilities Managers while managing meeting rooms incorporate Double Bookings, Manual Error, Over Booking Resources, Utilization Visibility, and Cross-Department Coordination or Communication. Such common challenges have a direct effect on organization and can lead to negative perceptions of the services offered by the Facilities Department. Meeting room booking systems are intended to deal with these issues, by offering an effective and validated software solution.

Room booking Software provide a window into Facilities Management operations, allowing clients to review room availability, immediately preventing double bookings. The entire booking procedure can be accomplished online, hence freeing the resources of back-office personnel that would usually require manual process bookings.

Integrated or standalone room booking software usually facilitates a wide range of configuration options, it is possible to control booking procedures and enforce limitations, ensuring that bookings are made, amended, confirmed or cancelled in a controlled environment. With an excellent system in place and organized information going in, you can get useful information out. Room booking systems offer several reports that will help to resolve the challenges enlisted above and more. This valuable information help you enhance process to streamline operations, optimize room usage and reduce costs.


Fleet Maintenance Software – provides updated fleet information

For a logistics centric firm, maintenance of fleets is essential and vital as every business develops with their fleets beside. Irrespective of how much you care or bother about your investments, a small thing might be left ignored or say not cornered. Keeping excel sheets as well as previous record of repairs is actually where you run out of information limiting the risk of lacking your data updated and you are unable to forecast future information so when issue occurs, you don’t have any information which is reliable. Fleet maintenance Software can address majority of your issues with your fleet and can also deal with the issue when the times occur with an alert for the owner. This database will include every piece of information pertaining to your active as well as inactive fleets in addition to every single detail right from number plate to engine number will be registered here.


 Every minute data about Your Fleet can be captured with Fleet Maintenance Software

 Fleet Maintenance Software enables us to store and track information pertaining to every single fleet. In case it is a public vehicle, Fleet maintenance Software will store details about the firm with which it is associated. This system has the facility of storing the data such as date of purchase, your expenditure, date of sales or discharge, or in simple terms, replacement, and license, insurance if any. Fleet maintenance Software can send you reminders when the replacement date is nearing so that your work or your production will not get affected and simultaneously you can arrange for a replacement for your equipment.

Equipment Maintenance Software facilitates maintenance of equipment on Regular Basis

For every dynamic organization, the major goal is to employ Equipment Maintenance Software that can absolutely manage as well as maintain your business equipments and accomplish it with definite safety regulations as well as co-operate excellent efficiency. This is crucial to companies who are into large number of production as well as have machineries in hand and the operation of equipment maintenance software is a continuous process and must be carried out on regular intervals for prolonged development in your organization.

Mobile Solutions For Cafm – A Major Evolution For Effective Management

CAFM Mobile significantly enhances the proficiency of a Maintenance Team by providing Work Mobile solutions - XcellonfmOrders to be issued to a Trades Person’s mobile device. CAFM Mobile is an effective tool offering the potential to communicate Work Orders swiftly and efficiently to Trades People or Contractors on site.

Mobile Solutions provides the following features:

  • Real time communication to field based personnel consequently enhancing workflow , minimizing administration and costs whilst raising productivity
  • Automatic job creation as well as rapid distribution of Work Orders to ideal Engineers
  • Signature capture on all latest Windows Mobile, iPhone, iPad, and Android phones
  • Ability to Insert notes , assets , costs as well as labor time
  • Retrieve Work Orders allocated specifically to the Engineer
  • Restore and Accept Work Orders allocated to their related Trade Code
  • Utilize Start functionality to indicate that they have started work on Work Orders assigned to them and also option record travel time
  • Place Work Orders allotted On Hold and Take Off Hold
  • Asset tracking for tracking equipment locations as well as conditions
  • Enforcement of suitable risk assessments and standard operating techniques by ensuring questions and safety instructions are studied before an Engineer starts working

Whilst the evolution of mobility solutions revolutionized the way services were delivered to field Engineers, there was clearly also a requirement to provide an equivalent option for clients. Web-based intranet/internet solutions released around the late 90’s provided a gateway for clients, contractors, fellow workers etc. to gain access to fundamental information and execute an array of duties.

Web based systems has drastically changed the way facilities managers and service vendors could interact, communicate as well as share information with clients. Clients could very well now log and review maintenance calls, review and book resources, and considerably more. No longer was there a need for emails, telephone calls, meetings as well as printed records. All significant day-to-day operational information can be made accessible via a web portal. There are numerous advantages web based self-service portals provided, consisting streamlining operations, minimizing resources on facilities departments, cost saving to list a few.

The Advantages of Online Document Management!

Document Management is the management of documents at all phases from creation to storage, and then archiving or even destruction. Online document management, or web-based document management, is an electronic digital document system which is usually accessed via the Internet.

The principal functOnline document managemention of online document and records management is to store a scanned copy of a document, as well as permit fast retrieval through indexing systems or even searches. Online document management services have the benefit of global accessibility, and allow for the quick transfer of documents.

As a result of faster retrieval times together with smaller physical storage spaces, the advantages of using an online document management service exceed simple cost savings. Online document storage services also offer numerous advantages, for example information management and proficiency of workflow. Improvements that an online document and records management system can bring to your business include:

  • Generates a lot more space by eliminating large paper file archives
  • Decrease in misfiled or misplaced documents
  • Complete control of documents
  • Easier compliance with Freedom of Information Act
  • In adherence to industry legislations and codes
  • Sharing of information between isolated offices and workers
  • Consists of comprehensive information from all aspects
  • Leads to online archives of documents
  • Archive MS Office documents, journal, emails, as well as faxes in a single system

Online Document Management benefits all business sectors

An Online document management system consists of scanned documents along with documents which have been produced electronically. Online document storage services are useful for most of businesses in various sectors. Many organizations utilize online document management services for the proficient storage and retrieval of documents. Organizations such as the Ministry of Defence, National Archives along with the Home Office also make the best of an online document management system. Nowadays most of the significant companies in the world employ online document management solutions.