HomeIndustriesfacility managementThe Importance of Facility Management System for Any Facility Manager

The Importance of Facility Management System for Any Facility Manager

The physical assets of a company, such as its buildings, plants, equipment, grounds, HVAC, IT, and lighting, are managed by facility managers. A facility manager’s duties could include some non-physical duties including security, safety, and regulatory compliance.  The facility manager serves as the principal coordinator of all activities related to facilities management within a company. In order to accomplish their main goals, they manage the strategic planning for these operations and collaborate with other departments. With the ultimate goals of minimizing waste, boosting efficiency, and assuring safety, common facility manager duties include maintenance, cleaning, enhancement, and business continuity. 

Facilities managers can assign work orders to teams depending on technician availability and the priority of the work order with the aid of a facilities management system. The time it takes to complete work orders is also reduced when information about previous fixes is stored in the system. It also offers a great way to report employee and asset productivity. Now you know how effective a facility management system can be for your company. There is one facility management system you can use. Hash FMS Software can monitor, manage, and analyze all operational data relating to your company’s facilities on a centralized system to obtain precise and comprehensive information and prevent facility damage. It’s a smart digital solution to effectively manage your company’s facilities.

agile manufacturing

Table of Contents

Why is a Facility Manager Important?

why is a facility manager important
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There are many facility-related problems, mistakes, and mishaps that can completely halt productivity for any number of employees in an office. From busted pipes to damaged computers. When dealing with facilities-related difficulties, there isn’t a sufficient reporting system or chain of command. Which affects many of the employees’ coworkers, subordinates, counterparts, and supervisors in addition to the employees who are directly affected. Simple issues like a broken desk chair that won’t be fixed for two weeks because of administrative delays can cause havoc throughout the office. However, when companies give facility management the attention it deserves, it becomes simpler to get through these inescapable functional breaks and resume output as quickly as feasible. 

An office that performs effectively structurally is better equipped to function properly in terms of work output. Even though this is a big advantage of implementing facility management strategies, it’s not the only way that effective facility, space, and physical asset management can increase the prevalence of efficient operations. This is where facility manager comes to rescue. Making sure the staff, workers, and residents can efficiently carry out their job obligations is their primary goal. This entails ensuring that the area is tidy, organized, and prepared for use. Additionally, it indicates that machinery, tools, and technology operate effectively when required.

Also read: 4 Significant Benefits of Using Project Management Software

Comfort and safety

Your company needs to have policies in place to safeguard all of its staff, clients, and customers from harm. Your facilities manager will typically oversee this procedure. To lessen the dangers of your workplace hazards, they will conduct risk assessments, establish, and enforce health and safety procedures. They will also manage any crises that arise on-site and keep an eye on your processes to make sure they are constantly current. Facility manager assist your company in adhering to health and safety regulations by doing this. To lower the likelihood of workplace risks, a qualified facilities manager will also conduct routine health and safety assessments. 

These consist of fire safety, gas and heating services, and electrical inspections. It is much preferable to tackle such situations pro-actively rather than reactively, where procedures are implemented only after an incident has occurred. Several Standard Operating Procedures (SOP) would be put in place as part of a proactive approach to facilities management in order to prevent confusion when a scenario develops. Regular health and safety audits will reduce accident incidents and ensure compliance with current safety laws, even if risk cannot be completely removed in every workplace. These programs will promote a culture of health and safety at your place of employment. Your staff members will feel more at ease, enabling them to give their full attention to their task without worrying about potential threats.


A creative operational strategy may be required in certain circumstances to improve the organization as a whole. The ideal example is to incorporate automation and facilities management software into your approach. Facility managers examine how doing so can make facilities management a profitable department and how improved client interactions can result in higher sales. With the help of said facility management software. Treating your buildings as larger assets will make it simpler to spot significant opportunities, which will improve the customer experience. Every facility under your management offers a chance to help with overarching corporate goals. You may increase brand uptime, which prioritizes cleanliness, atmosphere, and customer service, by utilizing software and automation. 

 Instead of trying to save costs, you should consider performing preventative maintenance and making wise upgrades that will improve the in-store experience and potentially increase sales. Reviewing the company’s spending from prior years may discover hidden expenses that are preventing your company from reaching your goals. Your sites will be more coherent, safer, and easier to manage, and you will be able to increase the efficiency of each money you spend if you can identify assets, locations, or contractors that utilized more budget than you had originally planned. Therefore, facility managers achieve profitability for the company.


There’s 2 scalability that your facility manager needs to sort. Scale for capacity and scale for services. Changes in capacity are a necessary aspect of doing business. You may encounter what at times seems like significant volume swings. Whether you develop a self-managed facilities management program or engage with a third-party vendor. Get ready early. You should increase your program’s capacity if your business is expanding. Increase your scale to take on additional labor that inevitably results from wear and tear. And despite our best efforts, things do happen. 

Unavoidably, there will be extra work due to weather-related incidents and health concerns. Without enough protection, you’ll lag behind and jeopardize client confidence. Focus on flexibility when consolidating. During this time, consider repurposing your teams. You’ll have personnel on hand to take care of such demands once the construction on the facilities picks back up. Focus on scaling for capacity while developing your facilities maintenance program, regardless of how you do it. Your facility manager will be able to respond to abrupt increases in demand. You can concentrate on helping the following client in the meantime. 

Filling in service gaps for facilities is a type of insurance in and of itself. Make sure your company can manage any interruptions to your facilities—as long as they don’t last too long. Your program needs to be based on extensive knowledge. Always budget for essential needs like electrical, HVAC, and plumbing work. But keep any blind spots in mind as well. Such as,  do you possess the skills necessary to conduct thorough site inspections for new stores? Do you keep an eye on the health of your portfolio’s assets? Are your most vulnerable areas equipped to handle catastrophe recovery? Additionally, client expectations are evolving. The competitive landscape will continue to change as a result of innovations. People will no longer interact with stores in the same way as a result.

Also read: Why is It Important to Use Financial Software in Your Business?


Facility manager in the sustainability aspect works to minimize, or even eliminate, the environmental impact of each structure. This generally entails a number of adjustments to the way things are done on a daily basis as well as changes to the building’s construction. Using facility management software is one option to consider as an alternative to changing the architecture identifies ways. That environmentally friendly procedures and technology could improve both facility operations and the environment develops, puts into action, and monitors sustainability measures, enhancing them as necessary. You can see repercussions of sustainable facility management in structures, people, and organizations. As we’ve already seen, productivity and wellbeing are enhanced when the facility manager puts the employees first. People may miss four fewer days of work per year if their workplace is in good condition and has adequate natural light, ventilation, and temperature. 

However, a facility manager is an important ally in keeping talent in more ways than one. When employees are happy at work, they are 18% more likely to stay with their employer and 30% more inclined to choose them over competitors. According to 66% of those questioned by the Harvard Business Review, taking a new job or deciding to keep the one you have in the long run depends on whether or not your company is “focus on health and well-being.” This leads us to the conclusion that sustainability in facility managers helps to both attract and retain talent. It is something that workers think about while they are seeking a job or choosing between two positions. Statistics show that it is becoming more prevalent as millennials make up the majority of the working population.

download skema harga software erp
download skema harga software erp

How Facility Management System Can Help

how facility management system can help facility manager
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Improve efficiency

The efficiency of the company is greatly increased by properly managed facilities. When all of your facilities are handled, very little can prevent work from getting done. People will be more efficient since they won’t have to waste time looking for things because they would know where they are kept.

Additionally, it enables you to recognize and anticipate issues before they occur. Such as running out of toilet paper rolls or malfunctioning equipment, and it enables you to address the issue as soon as possible. By submitting electronic work orders produced by facility management software, facility managers are also expediting facility and maintenance operations. 

By eliminating paperwork orders, all facility and maintenance tasks become more visible, which boosts team productivity and efficiency. Other thing, communication is essential for success. Having effective communication among team members, across departments, and with outside vendors is a crucial role for a facility manager. They have to always be willing to listen to the concerns of your team members by responding to any inquiries the team may have. Facility management system help the facility managers in making sure to keep everyone informed of any changes that are occurring inside your facilities or with your facility processes.

Financial control

For cost savings, having effectively managed facilities is crucial. Maintaining your property and equipment properly will help you save a lot of money. How? By reducing the frequency of maintenance problems. Additionally, since you can deal with issues before they develop, you may concentrate more on prevention than cure. To increase a company’s productivity and efficiency, proper facility management is essential. It guarantees a more economical working approach inside the facility. By having the necessary resources close at hand, performing planned preventative maintenance on assets, for instance, lowers the amount of money spent on repairs. 

The same procedure, on the other hand, provides relevant data on trends, opportunities, and issues. In which a facility manager needs in order to make effective judgments and allows them to justify any future actions that need to be done. As a result, facility manager must devote a portion of their workday to learning the accounting systems in use. In order to comply with legal obligations, manage assets and budgets effectively, and generate financial data. Which will definitely be a lot easier with a facility management system.

Also read: How Tech Startups Control Finance with ERP Software in Singapore?

Accurate reports and data

The main balancing act for the facility team is to maximize the operational output of your facilities and physical assets while also decreasing operating and capital expenditures. A facility manager system that delivers data visualization and real-time reporting is therefore very helpful. Building administrators and finance departments are typically the sources facility managers turn to for information on operational budgets and upcoming capital expenditures. In order to demonstrate efficiency, every facility manager should become an expert in extracting data from functional operations. 

Other thing, as soon as buildings and infrastructure are put to use, it starts to deteriorate. Buildings deteriorate over time in a process that can be divided into five life-cycle stages that correspond to asset replacement. Those stages are:

  • Prenatal: less than one year
  • Childhood: 1–16 years
  • Adolescence: 17–29 years
  • Adulthood: 30–49 years
  • Old Age: 50-plus years

Facility managers need to be aware of when each phase will start to experience more significant repair and maintenance concerns. By gathering information on equipment life cycles and repair plans in comparison to industry norms and benchmarks, it is possible to considerably increase the effectiveness of your capital planning. Data is crucial in this regard since it enables facility managers to decide the best strategy for encouraging supervisors and technicians to maintain a successful preventative maintenance program.

Make a better business decision

Facility managers are setting both long-term and short-term goals for your company. They will then implement strategies and procedures to aid your company in achieving those objectives. For instance, if your facility manager establishes a goal to boost production, they can mandate that your staff members finish a certain number of files each day. They might then utilize software to keep track of the files for your employees. Another thing, a significant issue with facility management is its lack of openness. Residential real estate, building maintenance, and space usage all belong in various baskets. Up until today, the opposite has taken place. 

The underlying data makes the facility management system more aware of how different areas of a facility interact with one another and of any prevailing trends. Data can also be the key to make a better business decision for a facility manager. Proactive maintenance is becoming more prevalent under astute facilities managers. Because of the development of IoT, machine learning, and smart monitoring technologies, building managers can now use real-time data to boost productivity and efficiency. Data takes the guesswork out of managing and maintaining physical assets. Allowing you to make better decisions about how to operate your buildings and how to best allocate resources to minimize disruptions to your business.

Increase employee wellbeing

In terms of facilities, wellness is linked to the workplace through a variety of elements. Including air quality, water quality, temperature and humidity control, security, cleaning supplies, options for nutritious food, lighting, interior design, and designated spaces for physical activity.

The benefits of wellness promotion extend beyond the individual worker; a company with happy, healthy workers is a productive place to work, with fewer incidences of absenteeism and lower production expenses. From a facility manager standpoint, the current redefining of the workplace environment and an emphasis on wellbeing go hand in hand.

 A healthy, contented, and productive workforce depends on how employees perceive their surroundings. From physical space and amenities to technology and operational efficiencies. Employee morale is significantly impacted by having well-managed facilities. Which will be more efficient with a facility management system. They are able to concentrate better, feel proud of their workplace, and like working for the company because of it. Additionally, it reduces sick days, which raises staff productivity. When facilities are effectively managed, employees are happier, more motivated, and more productive, which benefits the company. 


Overall, facility manager’s roles are crucial for workplace efficiency. Since it is a quick and effective approach to manage and keep track of all the critical data pertaining to how the company is run and maintained. Without these services and the guidance of a facilities manager, the company may encounter more maintenance-related downtime, lower employee morale, and decreased productivity, all of which could lead to revenue loss and increased maintenance costs because operations and systems weren’t being monitored and managed. This is why facility management is such an important aspect. 

Hash Facility Management System offers all the facility managers such many benefits. Those benefits are; routine facility maintenance, no more asset loss, financial report for each asset and facility, and lowering the rate of facility complaints. Download the pricing scheme and try the free demo, you will see all the advantages Hash Facility Management System can give to your company.

Interest in getting savvy tips for improving your business efficiency?

Femy Maria Catharine
Femy Maria Catharine
I'm currently a content writer at HashMicro and also a 7th semester student majoring in Communication Science


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