What is facilities management software, and why is it important? 

Facilities Management Software (FMS) is a digital platform that organizations use to maintain, track, and optimize their maintenance infrastructure, including asset management, energy compliance, and work order management. 

The core functions of facilities management software include: 

• Work order management and maintenance scheduling
• Asset lifecycle tracking and preventive maintenance
• Space management and occupancy planning
• Energy and utility monitoring
• Vendor and contractor management
• Compliance and safety documentation
• Mobile capabilities for field technicians
• Real-time reporting and analytics

Not all industries use their facilities maintenance software the same. Because there are many different types of facilities, it makes sense that a strong software solution will be adaptable to each specific industry. 

Some examples: 

• Retail: Store maintenance, equipment upkeep, multi-location management
• Restaurants: Kitchen equipment maintenance, health compliance, energy efficiency
• Grocery: Refrigeration monitoring, food safety compliance, energy management
• Convenience Stores: Fuel system maintenance, store repairs, equipment tracking

This software is important because it reduces your overall costs through a variety of mechanisms. In addition to reducing operational costs by planning for preventive maintenance, it also extends the lifespan of your company assets. 

Additionally, improving your service delivery and response times means that you experience far less operational downtime, which frustrates consumers and damages your reputation. 

Finally, excellent facilities management software provides you with insightful data so that you can be more strategic in your decision-making.

What Is a CMMS (Computerized Maintenance Management System)?

You will often see “CMMS” used in the same conversations about facilities management software..

A Computerized Maintenance Management System (CMMS) is a software platform that centralizes and automates maintenance operations for an organization’s physical assets and infrastructure. 

Think of your CMMS as a digital hub where facilities managers can track equipment, schedule work orders, manage inventory, and document all maintenance activities in real-time. The system works by maintaining a comprehensive database of assets, their maintenance histories, and associated documentation while automating workflows and generating actionable insights through data analysis.

Not all CMMS platforms are created equally. Older, legacy platforms are less likely to provide the flexibility that today’s businesses need. Meanwhile, flexible CMMS platforms can be adapted to your industry and even your specific operational needs. 

A modern CMMS should incorporate many essential capabilities: 

• Work order management for creating, assigning, and tracking maintenance tasks
• Asset management for monitoring equipment lifecycles and maintenance history
• Inventory control for spare parts and supplies
• Preventive maintenance scheduling
• Mobile accessibility to provide in-the-field technicians with real-time data and info
• Advanced analytics for maintenance planning
• Support for cost optimization
• Integrated refrigerant management systems
• Other compliance tracking 
• Integrative capabilities with other business systems, such as ERP and accounting software

Today’s CMMS solutions should prioritize a mobile-first design that has offline capabilities so that there are no interruptions to servicing work orders. Additionally, your CMMS should include automated workflow management, predictive maintenance powered by IoT sensors and AI, real-time reporting dashboards, simple barcode or QR code scanning options, and multi-site management capabilities.

Why Do Businesses Need Facilities Management Software and CMMS?

Here’s the short answer to this important question: it keeps your costs down. 

Without good FMS and CMMS software, you’ll see increased costs come from: 

• Maintenance inefficiencies
• Increased equipment downtime
• A lack of data-based decision-making

However, it’s not just about costs. Without facilities management software, facilities managers have to struggle with time-consuming paper-based systems, unintuitive spreadsheets, and manual processes that lead to increased costs. 

It’s an incredibly frustrating experience! But it doesn’t have to be this way. 

Facilities management software and CMMS solutions directly address these challenges by automating and streamlining operations. Choosing the right software allows you to enable proactive maintenance scheduling, real-time work order tracking, and comprehensive asset management. 

Key efficiency improvements with strong facilities maintenance software and CMMS programs include:

• Faster work order completion
• Reduced equipment downtime
• Optimized inventory management
• Better resource allocation

These software solutions also provide data analytics for strategic planning and help maintain detailed records. Mobile capabilities allow technicians to receive and complete work orders in the field, dramatically improving response times and productivity.

What features should you look for in a FMS?

Now that you know what a FMS can do, it’s time to think about which features are most important for your operations. You may not need the exact same features as a facilities manager in a different industry or organization. 

We recommend looking for the following key features: 

Work Order Management

This should be the core focus of your chosen FMS/CMMS. Your chosen solution should have the ability to manage and optimize the complete work order lifecycle. That includes automating workflows, implementing intelligent dispatch methods, and comprehensive task tracking from submission to completion. 

Vendor/Contract Management 

Your relationships with vendors and contractors are at the core of your ability to handle work orders in a timely manner. Your chosen FMS should give you the features you need to handle diverse service providers, including skilled trades, including: 

• Vendor contact info
• Insurance certificates
• Rate tables
• Service Level Agreements (SLAs)
• Performance metrics via vendor scorecards

Asset Management 

The key functions of asset management are to optimize the lifecycle and performance of every piece of equipment in your facility/facilities. Your assets will last longer and run more effectively if your FMS helps you stay on top of preventive maintenance plans. 

Software can help you make important repair vs. replace decisions, using accurate, real-time data about your equipment. 

Building Management 

A strong FMS/CMMS will give you the features you need to accommodate various ownership and leasing arrangements, all while interacting with data from multiple sources. This data may include utilization metrics, real estate info, and sustainability requirements for each site. 

Additional Features

Some additional features to consider include: 

• A system built for complexity and scale
• A truly flexible system that can be customized to your organization’s unique needs
• Robust reporting and analytics capabilities
• High levels of configurability
• Intuitive and user-friendly interface

The system should be built for complexity and scale, supporting sophisticated business logic and automated workflows that can be customized to your organization’s specific needs. It should also offer robust reporting and analytics capabilities for data-driven decision-making.

Finally, the platform should be highly configurable and future-ready, able to integrate with existing systems, adapt to changing business needs, and incorporate new data sources like IoT sensors as technology evolves. The interface should be intuitive and user-friendly to ensure adoption across all user types.

How to Choose the Right CMMS for Your Business

When it’s time to choose the right CMMS, these questions will help you learn what you need to know to make the best choice. 

1. How independent is the CMMS provider?
   Independent providers often offer more flexibility and faster response times than those owned by larger corporations. This affects how quickly you can get support and make platform changes.

2. What is the CMMS platform’s complete fee structure, including potential indirect costs?
   Understanding the total cost of ownership helps prevent surprise expenses and ensures the platform remains cost-effective as your business grows. This includes implementation, training, customization, and potential future charges.

3. How configurable is the CMMS platform without needing to get the developers involved?
   The ability to modify workflows and make changes independently is so important! It saves time and money, all while allowing your platform to evolve with your business needs. This is crucial for long-term satisfaction with the system. Configurability and flexibility are mandatory for today’s multi-site operations.

4. What is the CMMS platform’s support structure and response time?
   Reliable, responsive support is crucial for maintaining operations and resolving issues quickly. This includes understanding their after-hours support and escalation processes.

5. How does the platform grow and scale with your business?
   Growing and thriving companies should choose CMMS providers that are ready to grow and thrive with them. The last thing you want is to outpace your software platform, because you’ll find yourself struggling with the same issues that prompted you to look for a new solution in the first place.

6. How does the platform approach implementation and training?
   Understanding the timeline and training requirements helps ensure a smooth transition and proper staff adoption. This includes ongoing training resources for new employees and when new features are released. 

Read about more questions that will help you make a great choice on our Fexa blog! These questions help evaluate not just the current capabilities of the CMMS but also its long-term viability as a solution for your organization.

What are the benefits of using a CMMS? 

Ready for the speed round? Here are FORTY benefits of using a CMMS:

1. Automates work order lifecycle management
2. Reduces maintenance costs by 15-20%
3. Enables real-time status updates
4. Minimizes equipment downtime
5. Streamlines vendor communications
6. Provides automated alerts and notifications
7. Simplifies documentation & reporting
8. Creates detailed audit trails
9. Enables mobile access for field technicians
10. Improves response times to critical issues
11. Tracks vendor performance through scorecards
12. Maintains updated provider information
13. Verifies vendor insurance and certifications
14. Enables data-driven decision-making
15. Supports preventive maintenance scheduling
16. Extends asset lifecycles
17. Reduces energy waste
18. Improves inventory management
19. Enables multi-site facility management
20. Provides custom reporting capabilities
21. Supports project management for complex tasks
22. Enhances budget planning
23. Streamlines approval processes
24. Maintains equipment history records
25. Provides predictive analytics
26. Improves customer satisfaction
27. Reduces manual data entry
28. Enables real-time communication
29. Supports sustainability initiatives
30. Maintains regulatory documentation
31. Provides cost analysis tools
32. Enables performance benchmarking
33. Streamlines contractor dispatch
34. Supports multi-trade work orders
35. Improves resource allocation
36. Reduces administrative overhead
37. Enables SLA tracking
38. Provides warranty management
39. Supports mobile check-in/check-out
40. Enhances workflow automation

Once you’re working with a state-of-the-art flexible FMS and CMMS, you’ll wonder how you ever did your work without it!

What is the role of integration in Facilities Management Software? 

Today’s CMMS platforms need to integrate seamlessly with a wide range of business tools and platforms. This includes: 

• Enterprise Resource Planning (ERP) systems
• Accounting and financial software
• Asset management platforms
• Building Automation Systems (BAS)
• Energy management systems
• Security systems
• IoT sensors and devices
• Smart building controls
• Inventory management systems
• Project management tools
• Document management systems
• Environmental monitoring systems
• Regulatory compliance tracking tools
• Customer service platforms
• Internal communication tools
• Refrigerant management systems
• Vendor management tools

This integration allows you to connect your FMS with existing business platforms for the smooth flow of data. It eliminates redundant manual data entry processes and enhances your overall data integrity. 

It also breaks down silos that sometimes develop around certain business functions by creating automated workflows between systems. In short, it’s a way to streamline operations between departments and avoid bogged-down processes. 

Consider this example: The new Fexa Trakref API integration showcases a specialized but critical integration case. This particular integration:

• Synchronizes refrigerant management data between systems
• Automatically creates corresponding work orders when leak inspections are needed
• Enables simultaneous closure of work orders across both platforms
• Helps maintain audit-ready compliance with HFC regulations
• Combines Fexa’s flexible facilities management with Trakref’s compliance rules engine
• Supports transformation of climate goals into facility-level impact
• Reduces harmful refrigerant leaks through better tracking and management

This specific integration, launching in Q1 2025, exemplifies how targeted integrations can address complex regulatory and operational needs while maintaining the flexibility and efficiency of the core CMMS platform.

How do you successfully implement a new CMMS? 

Any change management professional will tell you that transitioning to new software requires careful planning and clear communication. Overseeing a successful CMMS implementation works best if you follow these critical guidelines

Guideline 1: Establish clear ownership and stakeholder involvement early in the process. By involving key departments like finance and IT from the beginning, you can create an invaluable sense of buy-in and collaboration. In addition, a clear internal “owner” of the process can coordinate communication and testing across all the relevant teams. 

Guideline 2: Plan the best time to implement the new CMMS. You will need to consider how long it will take to train everyone and which season or timeframe will cause the least disruption to your operations. 

Guideline 3: Communicate, communicate, communicate. We can’t overstate the importance of over-communicating the benefits and reasons for your upcoming changes. Communication goes two ways, though. In addition to consistently updating your internal stakeholders, you should listen to their input. All of this communication will reinforce the importance of each person’s role in the changeover. 

Here are some common pitfalls to avoid: 

• Delaying communication, which leads to underprepared teams
• Failing to involve key teams like store operations from the start
• Not establishing clear project ownership
• Inadequate testing before full deployment
• Poor coordination between old and new providers during data migration
• Insufficient filtering of unnecessary data during transfer
• Lack of regular updates to stakeholders
• Not leveraging internal resources for training and support

Successful implementation relies on treating your new CMMS as more than just a software change–it’s an organizational change that requires proper planning, communication, and support throughout the entire process. Regular check-ins, clear documentation of decisions, and consistent reinforcement of the system’s benefits help ensure smooth adoption across the organization.

What are some future trends in facilities management software and CMMS? 

Today’s leaders in FMS and CMMS are on the cutting edge of new technologies related to facilities management. As technology shifts and changes, nimble CMMS providers will shift and change with it. 

Internet of Things (IoT) 

Modern CMMS platforms are increasingly designed to absorb and process data from IoT sensors and devices. This enables:

• Real-time equipment monitoring
• Automated work order triggers based on sensor data
• Predictive maintenance capabilities
• Enhanced energy and resource management
• Smart building controls integration

Artificial Intelligence and Automation 

AI is becoming integral to CMMS functionality through:

• Predictive maintenance powered by AI analytics
• Intelligent automation of workflows
• Smart dispatch and resource allocation
• Advanced data analytics for decision support
• Automated compliance monitoring

Additional Emerging Trends

 Here are several other technological advances that will shape the industry:

• Mobile-first design with enhanced field capabilities
• Cloud-based platforms for better scalability
• Advanced integration capabilities across business systems
• Enhanced data analytics and visualization tools
• Automated sustainability and compliance tracking

As facilities management continues to evolve, these technologies will become increasingly important for maintaining competitive advantage and operational efficiency.  From where we are sitting, we can see that the future of CMMS is going to be more intelligent, integrated, and automated than ever before. 

CMMS providers need to increase their complexity while maintaining a user-friendly interface!

How can Fexa transform your operations? 

At Fexa, we want to help you move past the chaos of daily maintenance by providing you with a logical, effective, user-friendly, and automated approach to facilities management. The right FMS and CMMS can fundamentally transform the way that your organization operates. 

Fexa is the nation’s leading CMMS platform. We do more than just digitize work orders. We create an intelligent maintenance ecosystem that anticipates maintenance needs, automates responses to those needs, and provides actionable insights for data-driven decision-making. 

Today’s facility managers are facing abundant challenges like these: 

• Increasing regulatory requirements
• Pressure to keep costs slow
• A need for real-time responses across multiple sites

Organizations that invest in flexible, future-ready platforms like Fexa are positioned to meet these challenges head-on. 

The decision to invest in the right facilities management tools isn’t just about solving today’s problems. It’s about building a foundation for future success. Industry leaders like Dollar General, Tesla, and Crate & Barrel have already recognized that sophisticated facilities management software is essential for maintaining competitive advantage. With the right system in place, your organization can join these industry leaders in reducing operational costs, extending asset life cycles, and delivering better experiences for your employees and customers alike.  

It’s past time to ask, “Should we invest in modern facilities management software?” Rather, it is time to ask, “How quickly can we implement a new software solution to help us realize these benefits?”

Today’s business environment is changing daily, and having the right tools doesn’t simply offer a competitive advantage. It’s a requirement for long-term success. 

Contact Fexa today to schedule a free demo.

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