How To Choose A CAFM Solution For Your Organisation

From space planning and tracking assets to coordinating maintenance activities and more, CAFM (Computer-Aided Facilities Management) software is an indispensable tool for organisations managing large or multi-site facilities.  

To take full advantage of what this software solution offers, you need to choose a CAFM solution that’s suitable for your business’ individual needs.   

As the industry standard for building maintenance specification, SFG20’s mission is to help you keep your buildings as safe as they can be.  

With the right CAFM solution, you can further meet and maintain your operational and compliance goals – take a read of our top tips below alongside common mistakes to avoid.  

How To Find The Right CAFM Software 

Assess Your Requirements 

Take the time to thoroughly understand your organisation’s current and future needs and goals.  

Consider whether the system can adapt to the growth and evolution of your company, and clearly define your must-have features or any unique requirements.   

Compare Offerings 

Compare CAFM offerings from other vendors in terms of features, support quality and pricing. That way, you’ll be able to make a well-informed choice that suits your industry, budget and specific needs. 

Check Integration Capabilities 

Assess how well your chosen CAFM will integrate with other applications that your organisation uses and relies on such as HR, finance, or compliance through SFG20. 

Prioritise Security and Privacy 

Ensure that your chosen Computer-Aided Facility Management solution has robust security measures in place to protect sensitive data and verify that it meets your organisation’s privacy requirements.    

5 Common Mistakes When Choosing CAFM And How To Avoid Them  

Mistake 1: Unclear Requirements  

When considering a CAFM solution, you’ll want to draw up a list of requirements with relevant stakeholders and system users that are specific to your organisation’s needs.   

Ask yourself and your team the question: what problem would you like your CAFM software to solve?   

Otherwise, you may end up with a CAFM solution that’s simply not fit for purpose, leading to misaligned expectations and a failed implementation.  

Here are a few other questions that you and your team may want to consider. We highly recommend addressing all of these questions before starting to look for a new CAFM.  

• Do you already have an ISO 41001 accredited FM Management System or your own bespoke operating model with clearly articulated processes?   

• If you already follow an ISO 9001 approach to continuous improvement, have you maintained a learning account? Does it already contain lessons identified from your existing processes and procedures that a CAFM system can rectify?    

• Do you have a strategic asset management plan underpinned by a clear maintenance strategy?   

• Do you have existing Service Levels agreed with tenants, clients and end-users?   

• What is your approach to customer service, self-service or centralised helpdesks?    

• Do you have set performance targets including KPIs?  

• Do you have APIs in place with other FM systems that you use for effective collaboration?   
   

Mistake 2: Poor Data Keeping 

A CAFM system is only as good as the data that you put into it.  

Another key mistake to avoid when moving or considering changing CAFM providers is not keeping all your data clean and up to date.  

The common notion that choosing a new CAFM system will solve poor data quality is simply untrue – think “rubbish in, rubbish out”.  

Mistake 3: Failure To Explore Whole Life Costs  

Some organisations often make the mistake of focusing on the initial software price only without considering the long-term financial implications which can lead to further costs later down the line.   

One of the biggest expenses that is frequently underestimated is the customisation of CAFM software, for example for integrations with existing systems or for unique reporting needs.  

There’s often also the oversight of ongoing support and maintenance costs which are required to keep the system running effectively.   

Moreover, choosing Computer-Aided Facility Management software based solely on its cost without considering specific features and capabilities can lead to the software costing you more money in the long term.  

Mistake 4: Not Testing The System

Request a demonstration from the vendor to see how well the CAFM solution will fit within your organisation.  

If possible, check with the vendor to see if you can use your own data during the demo to get a realistic sense of the system.   

During the roll-out/implementation phase, it’s worth asking the vendor to create a “sandbox” where staff can practice using the system before it goes live. This will help your team identify any issues with workflows or data.  

Where resources allow, parallel running is also useful to help build confidence in the system and maintain service delivery levels while user maturity levels grow. 

Mistake 5: Lack Of Employee Involvement  

Implementing any new software platform requires a well-organised transformational change programme, and getting stakeholders and end-users involved from the beginning is crucial for successful implementation.  

Failure to engage others about the implementation of new software platforms may be met with resistance and low adoption rates for your chosen new software. 

Is CAFM Software The Right Choice For You? 

Rushing into choosing a CAFM system without proper consideration can lead to issues down the line – you need to fully evaluate what the software can offer your organisation in terms of value before making a decision. 

For over 35 years, SFG20 has been raising maintenance standards and helping maintenance professionals stay equipped with informative and educational resources.  

If you’ve read through this article and are unsure whether a CAFM is the right FM software solution for your organisation, you may want to consider other options before making a decision. 

To help you consider your options (and save you half the time in terms of research!), we’ve created a full comparison article – take a look by clicking below.