Three Problems That Facility Management Software Can Solve for Your Organization

Let’s face it, facility managers have a never-ending list of things that need tracked, jobs that need completed, and meetings to attend. But, even though you have a heavy work load you don’t have to feel overwhelmed. Facility management software makes your jobs easier and as an added benefit, it solves some major problems that organizations face on a daily basis.

Conquer Your Mountain of Paperwork

Most organizations have massive amounts of paperwork that needs filed and multiple computer systems that store different types of information. This makes it difficult to find information you need, makes it hard for employees to collaborate on projects, and wastes a lot of time. When you use web-based facility management software, like BMSI’s webDPW, you don’t have to access multiple systems to find the information you need and compare reports. In addition, because the software is web based, you can access the information you need from any device with a web browser and Internet connection. By having all of your organization’s files stored in the same place, it’s easier to complete numerous tasks including:

• Tracking your organization’s assets
• Scheduling routine maintenance
• Assigning and tracking work orders
• Storing building documentation that’s necessary to obtaining LEED certification
• Track employees’ productivity
• Create employee schedules
• Ensures that all employees are viewing the same information  

Increase Productivity and Cut Costs

Multiple computer systems and mountains of paperwork can lead to an unorganized mess, which could result in miscommunication or lost items. Using facility management software helps you stay organized and gives everyone access to the same information. This way, everyone knows what needs done throughout the day and they can see which work orders are currently in progress.

Some other ways facility management software save you time and money include:

• Able to compile detailed risk management reports
• Schedule routine tasks—complete project plans or simple tasks like changing a light bulb—so that you can avoid costly repairs in the future
• Track your inventory so that you don’t over order and always have the needed supplies on hand
• Track the operating cost, fuel, repairs, and maintenance for every vehicle, as well as adjust for depreciation
• Create a service request to have a situation assessed before sending a complete crew or repair technician to the location

Budget Smarter

Creating quarterly or annual budgets isn’t easy when you don’t have all of the information you need readily available. Not only does facility management software give you access to building and asset information you might need to include in your report, the software keeps track of all of your costs, invoices, and receivables, making it easy to stay on top of your organization’s finances.

In addition, you can use your risk management reports to determine which issues are a high priority and which problems won’t cost your organization additional money if they are put off until the next quarter.

Ultimately, facility management software doesn’t only make your job easier, it makes the entire organization run like a well-oiled machine and it save money. When you’re ready for a quote or you’d like more information, contact BMSI.

Motivate Your Team, Increase Productivity, and Easily Track Your Progress

Do you truly believe that your team’s production is at its best? The majority of facility managers believe that their team does a good job—even if they have one or two problem employees. But, think about it. Do you really know how well your team performs out in the field? With the majority of your time tied up in meetings and office tasks, it’s nearly impossible for you to know if everyone on your team uses their time wisely. But, there are a few things that you can do ti motivate your team, track their productivity, and even free up some of your time so that you can spend some time in the field.

Adjusting Work Hours

The fact is, your team members are on the move the majority of the day; it’s easy for them to get burnt out. Because of this, it could be beneficial for your organization to have teams of technicians that work four ten-hour days. This gives your employees an extra day to relax so that they don’t feel overworked.

Employee Ownership

Rather than assigning random work orders and jobs to employee, consider dividing your team into groups and giving each group “ownership” of specific assets or areas. By putting employees in charge of specific types of work or assets within a certain area, it’s easier for them to determine what upcoming work needs completed.

Employee Appreciation

According to an article posted on RecognizeThis!, over thirty-five percent of employees consider lack of recognition the biggest hindrance to their productivity. Your organization may not have the funds to provide employees with monetary incentives or throw large gatherings to boost employee morale, but there are several ways to show your employees that you appreciate their hard work including:

• Posting daily or weekly production statistics in the employee work area
• Employee-of-the-year awards 
• Hang a photo in the work area of the employee with the highest productivity each month
• Occasional thank-you notes for a job well done 
• Recognize top performers in your staff meetings

Tracking Your Team Production

It’s time to give CMMS systems a second chance. According to Walt Petters, Director of Maintenance and Plant Operations for Brevard County Public Schools in Rockledge, Florida, CMMS software was web-based it wasn’t the best tool to track productivity. But, web-based facility management programs, like BMSI’s webDPW, gather pertinent information in one place so that everything you need is just a mouse click away. CMMS streamlines your entire day-to-day workflow, which helps you free up some of your time. You can use this extra time to give an extra boost to your team’s morale. Visiting techs in the field or going on short jobs with them shows them that you care about them and that you understand exactly what their job entails.

By implementing small changes that boost employee morale, give employees more responsibility, and give employees more flexible schedules it won’t take long for your organization’s productivity to increase. And, by using CMMS software to track your team’s progress, manage work orders, and monitor your assets, your entire department will run smoothly.

How to Avoid Three Common Financial Mistakes Using Cloud-Hosted Software

As a facility manager it's your responsibility to ensure that your organization's assets are properly maintained and that you stay within your budget. However, it isn't always an easy task to accomplish and you probably find yourself juggling numerous tasks each day. By using cloud-hosted software, like BMSI's webDPW software, you can streamline your organization's entire day-to-day operations and avoid some of the biggest financial mistakes that facility managers make.

Wasting Money on Bad Equipment

According to an article on facilitiesnet.com, sixty-three percent of the problems that technicians address are problems that were self-induced. As a facility manager, it is part of your job to make sure that your maintenance team has the tools and information needed to properly repair broken equipment and that your organization's equipment receives regular maintenance. Fortunately, cloud-hosted facility management software makes this easy for you. With the proper software you can schedule routine maintenance and inspections on your organization's assets, keep accurate records of your inventory—including tools and safety equipment—and store online versions of your equipment manuals so that your technicians can access the information they need in the field.

Keeping Equipment That Needs Replaced

Most organizations hold onto equipment too long—mostly because new equipment is not in the budget. However, if your organization is hanging onto equipment that is constantly breaking it may be costing more to repair than it would to replace. By using cloud-hosted facility management software, you can track maintenance for every piece of equipment, as well as evaluate your equipment costs and total costs of ownership. This makes it easy to determine whether an asset should be repaired or replaced—and in the long run saves you money.

Paying Employees with Poor Performance

One major part of your job includes overseeing employee performance. At times, your managerial duties probably seem easy compared to the rest of your to-do list, but do you really know how much time you're spending making sure other people do their jobs? Recent studies indicate that managers spend ninety percent of their direct supervision time with problem employees. Not only do you need to ensure that problem employees get the job done correctly, you need to make sure it's completed in a timely manner and that they stay focused and motivated throughout the day. Chances are, you're spending way too much time babysitting employees who are underperforming and employees with poor performance tend to bring down the morale of the team. When you use cloud-hosted facility management software, you can track the hours each employee works, as well as how many work orders they've completed. This gives you a good idea of who uses their time wisely so that you can see which employees need improvement and which ones you can let go.

The fact is, facility managers have a lot of responsibility. You have a lot of things that you need to track and numerous tasks that you need to complete each day. By using cloud-hosted facility management software, you have everything you need stored in the same place which makes your job a lot easier.

Capture Information from BMSI's Product Screens Using TNT Screen Capture

When you look at your BMSI software screen, you'll notice an abundance of data, some of which you need to remember even when you aren't looking at it. Fortunately, you don't have to continually pull up the same report. Instead, you can use a free online capture tool, like TNT Screen Capture, to capture and save everything on your screen. Whether you need the data you see on your screen for a budget meeting or you just need to remember the details while you navigate to another screen, TNT Screen Capture can help you—and those aren't the only tasks that TNT Screen Capture can complete for you.

Create Outstanding Presentations

Including a screen shot in your presentations not only makes your presentation look more professional and well thought out, but it helps your audience follow along by giving them something visual to look at while they follow along. TNT Screen Capture can capture any screen within your BMSI software with a few clicks. Once you have a screen shot captured, you can edit the image and use it in presentations.

Get Tech Issues Solved Quickly

Because BMSI's software is web-based, all of your technical issues are solved by off-site information technologies (IT) people. Unfortunately, it can be difficult to resolve computer issues quickly without being able to see what's happening on the computer screen. Free capture programs, like TNT Screen Capture, can capture what is currently displayed on your computer screen. Then, you can send the screenshot to the tech employee that you're working with so he or she can see exactly what is happening on your screen. With all of the information in front of them, the IT tech will be able to resolve any issues that you're having in no time.

Edit the Images You Capture

TNT Screen Capture gives you the ability to edit any images that you capture. When you click the capture button, the software detects the corners of the images on your screen. This means you can opt to capture your entire screen, or only one section. This option is handy when you're using your BMSI software to create a presentation for an important meeting, but there's information on your screen that you don't want to share. In addition to selecting the portion of your BMSI software that you want to capture, TNT Screen Capture has a variety of editing options, including:

• Add arrows to your image to highlight important areas of the image
• Add text to your images to relay important information
• Add a shadow behind the image for a realistic effect

Your BMSI software has a lot of benefits, but when you use the software in conjunction with TNT Screen Capture it gives you even more options. Whether you're preparing for a budget meeting or you're having technical difficulties, TNT Screen Capture will come in handy. Fortunately, you can download the software for free and start using it with your BMSI software today.

Risk Management: Using an Asset Management System to Create a Risk Management Strategy

In order to control costs and maintain your budget, you need to have a solid risk management strategy. Fortunately, you don't have to create a long, detailed plan in order for a risk management strategy to be effective. When you use an asset management system, you can track all of your assets, anticipate problems before they become major issues, and create a simple strategy that is easy for all of your employees to follow.

An asset management system allows you to track the condition of a variety of different infrastructure and equipment within your organization. The system compiles data to display details like the likelihood of failure, the cost of replacement, and the impact of failure. You can use all of this information to plan an air-tight budget for the future, as well as ensuring that every asset is properly taken care of.

When you begin using your asset management system, you'll create an initial assessment by categorizing each asset by the impact of failure and asset unavailability. This allows you to list your most critical assets and rate each asset's condition, likelihood of failure, and risk of failure. Working with your most critical assets first helps you refine your entire system, and once you have a risk management system in place, you can begin adding less critical assets.

Part of refining your system includes determining a time frame that allows you to plan for the future. For example, you may opt to track your organization's assets using a next-year and five-year parameter or you could use five-year and ten-year parameters. When you set parameters for your system it allows you to see the current condition of each asset, as well as create a future plan for routine maintenance. Routine maintenance is critical for every organization; it helps you fix problems consistently, eliminating unnecessary expenses in the future.

Your asset management system uses the condition of your organization's equipment to help you determine the likelihood of failure. Once the likelihood of failure is determined, consequence of the risk is determined and displayed using a simple very low-to-very high rating system. This information helps you determine which issues need taken care of immediately and which problems can be resolved at a later date.

Knowing what your risks and consequences are lets you develop a solid risk management strategy. For example, for some assets it may be better to focus on preventing the risk by completely routine maintenance, but other assets might have issues that will cost more money to repair than it will to accept the risk and create a contingency plan to follow if and when the risk occurs.

Ultimately, it's up to you to determine the best type of risk management strategy for your organization's assets. However, using an asset management system puts all of the information you need to develop a solid plan right in front of you. Not only does this make your job easier and save you time, but it saves your organization money in the long run.

Improving Infrastructure and Equipment Management Using Cloud-Hosted Software

Until recently, off-the-shelf technology that created online portals for companies wasn't cost effective for many organizations. However, the recent burst in the popularity of cloud computing has made it possible for managers and employees to interact in one place, making it easier to collaborate on projects. Many organizations are beginning to embrace new technologies and are finding out that there are numerous benefits to transitioning to cloud-hosted software.

Unlike on-premise software, cloud-hosted software is accessed via an Internet browser. This means that people with access to the software can access it from any location, twenty-four hours per day. Not only is the software easier to access, it has the ability to give you real-time updates on projects, so that you are always aware of a job's progress, even though you aren't in the field. Some of the things can be done with cloud-hosted software customer include:

• Schedule a repair
• Track a repair
• Review a piece of equipment's service history

Streamlining the process of creating and tracking work orders isn't the only benefit to cloud-hosted software. Because employees can access the software in the field, there's no need to create spreadsheets for work orders that need to be complete or for workers to call into the office to receive a new assignment. In addition, employees can also respond to urgent work orders quicker because assignments with a high priority can be sent to the appropriate worker right away.

Organizations that use cloud-hosted software are also seeing lower overhead costs. Because the software isn't hosted on site, there isn't the need to employ a large IT department. You don't have to download software on each device individually and you don't have to pay additional money for software upgrades. In fact, most organizations can operate smoothly without an IT staff because cloud-hosted software is maintained entirely by the company that hosts the software. Office production has also increased because office workers are taking fewer phone calls, and not spending as much time tracking the progress of jobs that field service workers are assigned to.

Cloud-hosted software isn't only about streamlining operations, lowering overhead costs, and having twenty-four hour access to work orders, the software gives your employees online access to everything they need to know about specific pieces of equipment and, in some cases, the equipment manuals are available as well. This means that your employees will always know when routine maintenance needs to be scheduled and what to do if a piece of equipment breaks.

There are numerous online companies that offer cloud-hosted software governmental organizations, including BMSI, so it's not difficult to find software that suits your company's needs. Once you decide to transition to cloud-hosted software, the actual transition process won't take long. Before you know it, you'll have an entirely new system, that's extremely user friendly, and you'll be able to reap the benefits that other organizations are already discovering.

Four Tips on Facility Management That You Won't Want to Miss

As a facility manager, you're responsible for a lot of things. While it's easy to get caught up in the day-to-day operations of your department, it's important to remember that you also have a job to do each day, and your job is vital to business. Whether you're pitching a new project or dealing with employee issues, it's important that you're confident and understand how your role affects your company. Fortunately, there are a few things you can do to stay on top of your job and still manage the day-to-day operations.

Know Your Value to the Company

When you're battling over funding it can seem like all of the other departments are working against you. However, it's important to remember that you're all on the same side. Instead of going into a budget meeting with $1 million worth of projects, be realistic. Before the meeting, take some time to review your budget history. Having a good idea of how much money was awarded to your department in the past can help you set realistic goals for future budgets.

Create a Long-Term Plan

Everyone knows that money doesn't grow on trees, and even though you may need a specific amount of money to get a project completed, the finance department may not see the importance of the issue. Therefore, it's important for you to approach the finance department with a long-term strategy. Not only will your finance department have more respect for you if you come to them prepared, but your long-term plan could help you build business relationships that could ease the process in years to come.

Build Relationships with Senior Executives

When it comes to winning funding for your latest project, you can tip the scales in your favor by building solid relationships with senior executives. Basically, your success in securing funding will come down to your credibility. The more you're out and about socializing with top managers, the easier it will be for them to get to know you and trust you. Then, when there's extra money to be awarded, your project could receive an accidental bump up the ladder of importance. The process doesn't have to be overwhelming, consider "accidentally" bumping into a senior executive in the elevator and have a short elevator pitch ready.

Know How to Work with a Leaner Staff

Changes in healthcare have resulted in leaner facility staffs. Unfortunately, this probably means that you have to do more with less. Instead of running around like a chicken with your head cut off every day, becoming a master of time management. Keep in mind it is common for people to wear multiple hats in the workplace. As long as you are aware of the time you have, know how to use the resources that are available to you, and plan your time wisely, it shouldn't be complicated to stay ahead of the game.

Sometimes is can seem like facility managers aren't valued as much as managers from other departments. However, it's imperative that you remember just how important your jobs is. Once you start building relationships and managing your time properly, your job will become a lot less stressful.