Facility Maintenance Software: Benefits, Applications, and Common Mistakes to Avoid While Implementing One
There is a rapid increase in large-scale, complex buildings in recent years. Rise of multilevel facilities is visible worldwide to cater to the growing demands of the communities.
Whether it is a commercial building, a public infrastructure, or an advanced integrated warehouse, managing the in-house operations is no more challenging than building these.
The increasing need for sustainable practices in facility management adds more layers to the complexity. As large-scale structures like airports, hospitals, and commercial buildings adopt sustainable practices, it becomes a pressing concern to monitor them actively.
Regulatory standards globally also express concerns about upgrading operations aligned with environmental concerns.
Amidst this scenario, the need for a facility management software is inevitable. This article not only dives deep into the benefits of using one but also covers certain critical points.
Let’s begin with a short introduction to,
What is Facility Maintenance Software?
Facility management, as we know, encompasses a bunch of things along with managing facilities. Facility maintenance software or computerized maintenance management system stays at the backstage anchoring the entire scenario of operations.
It makes the job of facility managers easier by providing them with a centralized platform. From this space, they can monitor and manage assets, schedule maintenance tasks, and even optimize facility layout.
A facility management tool opens a new realm of possibilities that further enhance business operations, cut costs, and even provide the room to scale.
Actionable insights from facility management software like InnoMaint help managers make informed decisions related to a building’s operations. There is an admin whose oversight remains the dashboard, and relevant users have a mobile app version of the software.
From this space, admins can assign them tasks for the accountable official. The officials can accept the requests, start the work, and once completed, can update the status directly in the app.
Wherever the operations are complex, software like this can help streamline the tasks and make the job error-free. With a set of highly useful features, industries can manage operations more efficiently with reduced downtime and maintenance costs.
Features of Facility Maintenance Software
Advanced software applications come packed as feature-rich solutions, which is the reason why there is always a need for customization. Each industry has its set of requirements based on the equipment and processes they deal with.
However, below is a list of some general features that define the existence of Facility Management Software. Companies willing to integrate FM tools should look for these dynamics before finalizing one.
Work Order Management System
Facility management software provides intuitive interfaces to assign tasks for facility management. This works in three steps, with the first being creation, where the work is created with the relevant details.
These include the description, location, priority level, work order request form, and the assigned person. With these details, an admin creates the task. The software will send a task assignment notification to the assigned person’s mobile app. Once the staff or the technician accepts the work requests, the tracking process starts.
FM software comes with work order tracking system that offers real-time monitoring of work status, ensuring steady progression and timely completion. This ensures transparency and accountability of work across an organization’s facility operations.
In situations of crisis, FM software can be used for streamlined work order management and prioritize work that will have the most positive impact on the situation. And it further enables facility managers to allocate resources efficiently to tackle situations with the workforce primed for performance.
Asset Management
Another critical part of facility operations is asset management, where FM software can drive positive impact. With a unified dashboard, admins can manage assets with utmost care.
The dashboard shows details about every asset or equipment, including uptime, downtime, temperature, and other relevant information. This data updates in real time, enabling real-time monitoring and prediction of potential issues.
The solution itself predicts any failures or issues to prevent unexpected situations of urgency and facilitate maintenance efficiency.
For warehouses, this technology can be used for sharper control over inventory management and for schedule preventive maintenance. Warehouse managers can get real-time data to spot items for restock, track daily inventory flow, and avoid overstocking.
Inspection and Compliance
Facility maintenance software helps industries stay compliant with regulations and standards.
Complying with those keeps their operations legal, boosts their credibility, and helps avoid financial penalties. However, a company may adopt the standards, but its daily operations might not align with them.
Here comes the inspection part, where FM software chips in. It provides a range of options for maintenance managers like customizable inspection checklists, photo attachments, audits, assessments, etc. These options help managers conduct routine audits, gather data, and assess equipment and process compliance status from a centralized point.
Additionally, for specific scenarios where physical inspections are required, the mobile app emerges as a valuable asset. Assigned persons can perform the inspection and update the status right from the mobile app, which gets reflected in the primary dashboard.
Reporting and Analysis
Reports are an integral part of facility management that provide insights into the scope for improvement and modifications in the operations.
With FM software, managers already have the data at a centralized location, from which they can generate detailed reports. This report generation can also be scheduled, which ensures the readiness of critical data whenever required.
Data-driven insights help industries fine-tune their operations, setting high standards for informed decision making, resource allocation, and process improvement strategies.
These features are applicable to various industries where operations are complex and require constant monitoring.
Applications of Facility Maintenance Software
Almost every sector can benefit from a facility management software, and here is a list to take a look at:
Healthcare
It is one of those industries that can heavily benefit from facility maintenance software. With a centralized spot accessible to the facility managers, there is improved patient safety, uninterrupted uptime for critical assets, and efficient resource allocation.
Calibration of medical equipment also becomes prompt with the use of a facility tool. The system actively monitors the equipment with the help of sensors. Information is continuously updated in real-time onto the admin dashboard.
With facility maintenance notifications from the system, no equipment remains unmanaged. Additionally, managers can also schedule maintenance work and assign it to specific persons responsible for it straight from the software application.
Further, critical patient health devices can also be monitored with the above approach, which helps in establishing a secure environment for patients and staff.
Manufacturing
The manufacturing industry carries out several operations simultaneously on a daily basis. A number of equipment and infrastructure, such as conveyors, boilers, forklifts, and HVAC systems, also have critical functions there.
Apart from scheduled maintenance, the manufacturing industry also incurs quite a significant amount of costs for routine maintenance tasks. Here, detailed insights from Facility Maintenance (FM) software are analyzed to provide predictive maintenance notifications for equipment.
This helps in reducing the downtime and also prevents any delays in production. The system can even predict potential issues by analyzing data from sensors like vibrations and temperatures, facilitating preventive maintenance before an issue happens.
Oil, Gas and Utilities
In the oil and gas industry, the applications of FM software serve a critical role. The nature of the industry being capital-intensive, complex and hazardous further pushes the need for a centralized tool.
The industry’s operations occur in remote, offshore, and extreme situations, where even minor leaks can fuel explosions and heavy severity.
Hence, features like real-time monitoring and predictive maintenance can serve as the backbone for the smooth operations of this industry. Also, the reliance on energy-intensive operations continues to undermine the industry’s sustainability targets.
However, facility maintenance software can help measure emissions and carbon footprints. This data can be used to deploy measures and help reduce the impact on the environment.
Educational Institutions
Educational institutions heavily rely on top-tier maintenance for a great learning environment. The efficiency of a school building is driven by optimized internal operations.
From keeping classrooms well-maintained, to ensuring that laboratories are equipped with necessary tools, to overseeing that all the departments, including staff, management, teachers, and students, are in perfect harmony.
FM software helps in keeping schools and colleges running with minimal maintenance costs. Once it is set up and fed with the relevant data, it creates a maintenance plan that can be further tweaked to unique needs.
Additionally, the software can provide a detailed view of the used space with suggestions to maximize usable space to host special activities, meetings, conferences, etc.
All in all, with such a solution, educational institutions can provide the best learning space.
Now that we know the areas where facility maintenance software serves an invaluable role, let’s go down the list of the top 7 benefits that it offers as a comprehensive solution.
7 Benefits of Using Facility Maintenance Software in 2025
The market size of facility management was valued at USD 1,277.8 billion in 2023, and is expected to reach up to USD 2,284.8 billion by 2032, according to studies from Fortune Business Insights.
The study was based on the technological side of facility management, where various tools and software are used to make facility management more effective and efficient. This growth also marks the rapid adoption of software-driven facility management and reaffirms that it’s not a vision anymore but a reality.
Here are the benefits of using FM software in 2025:
1. Improved Efficiency
Industries willing to improve their operational efficiency should have their assets ready. Facility management is what deals with managing these responsibilities and ensuring that they are ready to be functional.
A recent study by the Aberdeen Strategy and Research group found that businesses using facility maintenance software are experiencing 10% increased productivity with a 15% reduction in costs.
Companies can automate routine checks and service requests of assets and equipment, reducing the time and effort needed for manual checks. Maintenance teams can constantly monitor what’s going on, leading to predictive and preventative maintenance rather than reactive.
2. Cost Savings
The use of FM software reduces the cost of expensive repairs due to poor maintenance and unnecessary labor hours. With such a tool, facility managers can streamline maintenance operations. They can prioritize the tasks that require immediate attention over unnecessary maintenance requests.
Further, by optimizing the energy usage of various facilities inside a building, FM tools offer significant cost savings. For example, the system can monitor if HVACs are running during off-hours or if there are water spills anywhere.
Since the system constantly monitors assets, facility managers can go for smarter repairs and replacement decisions. The system promptly identifies any issues before they even occur, and helps take preventive measures, which saves cost and also extends the asset’s lifespan of other systems.
3. Enhanced Asset Lifespan
Smart equipment maintenance is a critical component for increasing the asset lifespan, and FM software excels here.
The tool helps in the active tracking of the maintenance processes schedules and provides real-time insights on asset performance and health. Facility managers can plan future actions as per the data and ensure that maintenance is done on time.
4. Better Space utilization
Improper space utilization is a mainstream issue that can lead to several issues in an organization, from wear and tear of the HVAC systems to reduced employee productivity due to congested places.
Also, it can result in a lack of collaboration areas, which again affects the daily operations. Advanced FM software comes with real-time data and visualization tools that help in better space utilization.
With a digital layout of a building, office, plants, or campus, managers can visualize how spaces are utilized. When they have an aerial perspective, they can find ways to maximize space to add additional processes.
Also, with the help of sensors, space usage can be tracked. Detailed reports on space usage are accessible in the software, which increases the accuracy of decisions on space utilization.
5. Improved Compliance
Being compliant with regulatory standards is pivotal to keeping a business and its operations running.
Fire safety systems, emergency lighting, and HVAC air quality are required to meet certain set standards. If these standards are not met, companies might need to incur financial penalties. To mitigate the situation, a facility maintenance software can help businesses maintain regulatory compliance throughout the year.
FM systems send automated reminders to managers for upcoming inspections or license renewals. Additionally, with a centralized storage for comprehensive digital logs, it helps track inspection reports, permits, incident reports, and corrective actions.
6. Sustainability Compliance
With the growing concerns about the significant amount of carbon emissions that come from buildings, sustainability compliance becomes even more pivotal.
FM software can help facility managers implement sustainable processes and reduce carbon emissions. Through active monitoring of the energy-consuming equipment, usage can be reduced, facilitating net-zero energy usage.
Further, by regular maintenance of HVAC systems, chimneys, and other equipment that emit waste, managers can track and reduce CO2 emissions.
Buildings with rainwater harvesting and gray water recycling systems can also take advantage of FM software. These systems need active monitoring and prompt maintenance actions to ensure they are serving their purpose.
7. Enhanced Safety and Risk Management
Multi-level structures should have stringent safety and risk management measures. Health and safety protocols are pivotal, and there needs to be a smart system to oversee all of this.
As FM software is connected with the entire facility of the building, managers can monitor fire safety and emergency systems. This ensures the systems are functioning properly and can serve their purpose in times of emergency.
Furthermore, by monitoring elevators and escalators regularly, accidents and mishaps can be reduced.
With these benefits, any organization would want to implement FM software. However, some common mistakes might be eyeing to create challenges.
Top 4 Mistakes to Avoid When Implementing FM Software
Implementing any system into an organization is a delicate task and requires attention. Lack of mindfulness may result in the system not delivering the required outcome. These are the mistakes to avoid that risk:
No Planning
Even when there is an initial planning to implement a facility maintenance software, while actually doing that, there should be a documented plan. When looking for a service provider, it is fundamental to showcase the requirements in a well-structured format. Further, a mapping of the company processes is also necessary here to set a fixed timeline for the complete deployment of the system.
Neglecting the IT
An FM software works on real-time data maintenance data transmission from sensors and provides prompt updates to the main system. If the IT infrastructure of an organization is not strong, it will hamper the efficiency of the facility maintenance software.
Outdated hardware or failure in the systems will disrupt the flow of the facility management systems. The work order for maintenance activities, schedules, and automated notifications will get delayed.
Hence, before setting up an FM system, it is fundamental to ensure that the IT infrastructure is strong.
Underutilization of the Features
FM systems come with a plethora of features and modules. However, most organizations want to set up the system and start reaping its benefits from day one.
This approach not only limits their experience but also creates headwinds when the organization scales up. The solution is to understand the system to its true potential and then start using it.
Most FM software providers offer a demo so that organizations can have a solid understanding of the system. Especially for large-scale companies, several key features get overlooked that could have improved their operations further.
Skipping Optimizations and Improvements
The implementation of an FM system is not a ‘once and done’ project. A running computerized maintenance management software can be inefficient because of changing organizational needs.
Large-scale companies keep on embracing technological advancements in their operations. However, they often overlook the need to update the facility management systems. As the facilities in an organization become more advanced, the existing FM system often fails to capture accurate data.
This may result in incorrect maintenance schedules and untimely notifications. Inaccurate data will disrupt the functionality of the whole system. Hence, it is a pressing need to optimize facility management systems as the organization evolves.
Organizations are increasingly adapting to software-based facility management, discarding the traditional solutions. The result is improved efficiency and better safety and risk management capabilities of organizations.
Final Thought
As Facility maintenance software evolves with the integration of AI, there will be more automation and effective data analysis. The features will get more advanced, and there will be more cost savings. However, organizations should take the required measures to ensure their readiness to embrace the change.
