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Choosing CAFM Solutions – FM World Article

How to choose the right Facilities Management Software Supplier for your Organisation

Steve Jones, Sales Director FM Solutions, Qube Global Software writes for FM World.


When it comes to selecting the right Facilities Management Software, it is vital to make the right choice for your organisation. Your chosen solution should act as the backbone of your FM operations, so it is essential that its easy to use, can fit with your work flows and contains the functionality to meet your objectives. You should look to choose a ‘partner’ rather than a vendor, with the expertise and understanding of your industry to ensure the system is properly implemented and supported on an on-going basis.

Here are my tips for selecting the right FM software supplier.

1. Identify your core strategic aims

Even if the end of the current economic downturn is in site, we all need to be convinced of a clear return on investment before spending our organisation’s hard earned cash on new software tools.

From the very start you should be able to articulate a number of strong reasons for introducing a new solution that will inevitably be accompanied by introductory growing pains.

You may want to improve your asset management, provide a safer working environment, increase operational efficiency or reduce your carbon footprint; while providing intelligent business information to inform effective strategic decision making.

Sense check your reasoning with colleague’s and then make sure that you have internal champions where you need them – (i.e. someone who has the capacity and desire to sign off a purchase!)

2. Build a requirements list

Once you have clear vision of your overall objectives you should identify the business processes and information required to achieve it. For example, is there a need to record asset lifecycle information to sweat your assets?; Do you want to introduce handhelds to automatically provide method statements and record staff time? Do you need to make the solution available to contractors to complete their work orders?

Be precise about your reporting requirements – what outputs are really important to you and what needs to be analysed. At the same time avoid the trap of creating a long wish list of required features. Decide what’s really important to achieving those aims – but don’t forget the things you already do well.

3. Meet Potential Suppliers

To create real value, you need to find a partner that wants to explore and understand your business. Do they want to get under the skin of your business processes, can they then demonstrate a software configuration that fits your operations, and will they really provide the right solution for you?

You can only establish this by meeting with suppliers and working with them – and they can only show you the true value of their proposition by asking the right questions rather than just taking you through a standard demonstration.

The vendors or partners in question can be qualified by checking the supplier’s credentials. Establish what their client base is like and whether they know your industry. Above all, don’t forget those references.

4. Cost or Value?

Everybody wants to pay a little for lots but when selecting your preferred supplier, don’t make cost the primary issue – choose the best partner and business fit first, and then negotiate a price that suits all. What may be the cheapest solution in the first year could end up costing more over five years. If it doesn’t then achieve your strategic aims it could end up being an extremely expensive ‘solution’.
5. Implementations built for Success.

No matter how great the software you eventually choose, without a well-planned implementation producing the correct configuration and training, you will not achieve those strategic aims. So decide how much time you and your colleagues can spend on managing it and therefore how much assistance you need from your preferred supplier. Make sure this is discussed and agreed as part of the negotiation so that your expectations are clear from the start. Check the supplier has the capacity to provide the service required and that they have experience of providing it. Cutting corners here can prove very expensive later.
6. The Partnership
We’ve discussed the importance of building a lasting relationship with your supplier, so do discuss and compare the support provided and how ongoing developments are managed. Is there a user group and do they run annual conferences where you can meet your peers and hear about future plans? The relationship with your supplier should not end when the solution is installed.

7. And Finally….

Remember, facilities software is a long term investment; you want it to work for you and generate a return.
Steve Jones has over a decade of experience in technology solutions. In his current role as Sales Director FM Solutions at Qube Global Software, Steve has assited hundreds of organisations in their buying processess of purchasing CAFM software.

About FM World

FM World is the official fortnightly magazine of the British Institute of Facilities Management (BIFM). The BIFM is the ‘natural home’ of facilities management in the UK. Founded in 1993, the Institute provides information, education, training, and networking services for over 12,000 members – both individual professionals and organisations.

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