Tag Archives: Facility Management

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.


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.

Planned Preventive Maintenance for Facility Management

Planned Preventive Maintenance is an essential part of Facility Management Services. The machines as well as equipment that a company utilizes for manufacturing is regarded as the establishments’ requirement, hence it is essential to keep them working and implemented. If a company waits until the particular equipment shows indications of an issue might badly impact on production, as well as the outcome.


To avoid such problem, a maintenance process referred to as the Planned Preventive Maintenance or PPM needs to be implemented. Thus, it is essential that you do not wait for a device to stop functioning or crash. Regular time-to-time inspection and maintenance facilitates company to find out other problems before they become worse.

How Planned Preventive Maintenance (PPM) works?

All equipments are set on a maintenance plan as per the producer’s mentioned maintenance schedule. This to some extent is similar to a car maintenance process and this concept is being implemented in various companies to maintain devices and machines these days. It is actually in accordance with a routine site visit wherein the engineers can figure out indications of issues together with a regular performance of maintenance tasks. These engineers generate reports according to the result and providing maximum importance to critical issues and additionally recommend immediate measures.

The component gives utter comprehensibility and restrain over all your Planned Preventive Maintenance jobs as well as contracts that is backed by a traffic light indication system. This will display in system status as existing, imminent or overdue employing a client-designated color codes. The system also generates a preset email updating customer’s of any delayed Planned Preventive Maintenance.

The necessary features of the Planned Preventive Maintenance module are it helps avoid issues on the clients’ work area and cut down damage and deterioration as well as refining efficiency, performance and staff confidence. With the routine examination as well as suggestions, problems as well as issues will be eradicated and managed. With the system status indicator, it will be possible to accelerate amenable set up and management of Planned Preventive Maintenance jobs.

The process usually works as as opposed to compelling vulnerable method for equipment maintenance like awaiting something to be damaged prior to fixing it; the method enables you to take prompt actions.

By examining your equipment on regular basis, you are more liable to deal with minute issues and control it before the issue gets bigger. This will minimize the risk of reducing performance as a consequence of an equipment issue or failure. The longer you allow your equipment operate on a continuous basis, the more productive your business can be.

To summarize, Planned Preventive measure system helps in running your business more efficiently. Increased production indicates more sales as well as progressive revenue. In spite of the fact that, it may be time consuming to set up an operational planned preventive maintenance, yet it is worth the initial expenses for time and software. Thus, PPM has become a vital part of Facility Management.

CAFM-Comprehensive Facility management technique

Facility Management is management and synchronization of people, work space, procedures and technology. Facility Management inherently comprises of everything right from layout and construction, all the way through to the utilization of spaces, fixtures and amenities along with overall maintenance. Facility management has become an essential requirement but it is complicated and requires quit a lot of time and money. CAFM emerged as a remarkable solution.

Computer-Aided Facility Management (CAFM) helps implementing Facility Management electronically with the utilization of information technology. CAFM software, CAFM applications or system are equipments for realizing CAFM.  CAFM aids in generating layouts, space management, trace and organize resources such as furniture and various other equipments. It also helps in monitoring budget as well as activities of employee, scheduling and safety information.

Various Domains of CAFM are:

  • Space Management :

It is an extensive technique for integrating and collecting real-time data regarding buildings with space. CAFM software significantly curtails the hard work required to manually insert information from various other resources and at the same time tremendously improves data accuracy. Acquiring perceptibility into the space profile diminishes expenses, enhances customer service and improves productivity of work area.

  • Strategic Planning:

It enables to manage facilities like arrange amenities strategies with enterprise procedures by evaluating space demands as well as predicting forthcoming space requirements. CAFM provides tools for predicting variations in the conditions like universal expansions, staff reductions, etc.

  • Asset Management:

It facilitates ability to monitor several types of assets like office equipment, fixtures, lab tools, etc. Assets could be associated with CAD symbols on floor layouts for space, control, as well as accessibility to product data, enhancing management and staff relocates techniques.

  • Real Estate Portfolio:

It aids in minimizing cost by scrutinizing financial building information and tracking portfolio functionality against fundamental functionality criteria and industry standards. It helps in providing administrative instruments and assets to make decisions and save money. It also monitors lease records.

  • Move Management & Churn Control:

It helps in reducing costs needed to move by monitoring movement of staff and enhance customer service. It is beneficial in move planning, integration and performance management.

  • Project Management:

It helps in monitoring and retaining status, schedule as well as expenditures across various projects. It regulates and supports estimations of project.

  • Facility Management:

It aids in synchronizing administrators, technician, labs and distributors to fulfill facilities maintenance and ascertain quality check.  Monitor information like maintenance cost, time, etc. It automatic updates progress and sends remainders so that deadlines are not ignored.

  • Sustainability:

Sustainability evaluates building environmental effects coordinate with EPA’s system of benchmarking, predict potential impacts, and regulate building estimates and certifications employing ranking techniques.

In a nutshell, CAFM facilitates organization with benefits like it enhances Space Proficiency, Eradicate Conflicts regarding Space Distribution, safeguard Space Organizing Requirements, fulfill reports needed by finance and regulatory group, Minimize Expense by Efficiently Organizing Space, Centralized data aids in decision making,  enhance interaction through envision of space and Leverage Employees by Providing Crucial Data.