Do’s And Dont’s Of Using 2 Facilities Management Tools

by James McDonald on May 20, 2015

If two heads are better than one, why aren’t two facilities management tools always better than a single tool? Often, the effectiveness of your facilities management comes down to the strength of your tools and how they work with your facility’s needs. While there are times when using two tools makes sense, often system integration is the better choice. 

Why Do Facilities Managers Use Multiple Tools

As a facilities manager, you’re working with diverse systems with very different needs. You may need to Juggling multiple facilities management systems can lead to dropped balls.  manage a move, monitor inventory, and book rooms. You need to track the usage of space and manage needed repairs. Your needs are diverse, and as they arise you may use different tools for each purpose. This system may work well for you. If you have different staff working on purchasing, maintenance, and room bookings, they may each operate independently and not require a lot of support from the other. Each of your tools likely works very well for its stated purpose.

When Multiple Tools Let You Down

Sometimes, having multiple facilities management tools can lead to problems. You may not be able to share data between your tools, and you need to call or email other employees to clarify information instead of looking it up on your system. This can lead to delays, inaccuracies, or incompatible activities in the same space. 

Multiple Systems Lead To More Administration

When you have more than one facilities management tool, you may increase your administrative workload. If you’re working with more than one of the tools at the same time, you need to learn two different systems and your product support staff are knowledgeable about a single system, not both. Of course, with two tools you also have two prices to pay and two sets of representatives to contact if you have questions. 

The Benefits Of An Integrated System

In an integrated facilities management system, working in separate silos no longer makes sense. When your purchasing department needs to know about repairs that are occurring in a space or you need to plan maintenance around room bookings, your staff need to move across facilities management tools. This can pose challenges if your systems are not integrated. By choosing a multiple-use facilities management tool like iOffice, you can manage many different facilities needs under one system. Every employee involved in facilities management can access this tool, and the diverse needs of your workplace are housed in a single system. 

A single tool enhances staff communication, since you're all using the same system.

Integrating Your Current System

If you currently use two or more facilities management tools, you don’t always need to switch to a single one. Search for a holistic facilities management tool that can integrate with other products such as project management systems. This allows you to use multiple tools in a more integrated way.

Sometimes one tool is greater than two or more. When you’re looking for an integrated facilities management system, look at iOffice. Our tools allow you to manage many different aspects of your business within a single system. Contact us today to discuss the needs of your business. 



James McDonald

James McDonald is a sports enthusiast, brother in Christ and once swam in a tank with the infamous TV sharks.

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