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Facility Budget Planning: Make the Most of Leftover Money

June 27, 2018

You’ve probably heard the saying ‘if you don’t use it, you’ll lose it’, but it’s unfortunately too true for one important area – budgeting. Hopefully you didn’t have any large unexpected expenses this year, but, even if everything went according to plan, you could still be scrambling. Instead of finding money, you’re now trying to spend it. Luckily, there’s two ways to make the most of your dollar before time runs out.

Identify Widespread Problems for your Facilities Team

Large-scale problems don’t always require high-priced solutions, so don’t avoid an issue you think will automatically break the bank. In some cases, the ROI on these fixes could eventually save you money in the long term. Below are a number of examples of problems that can be solved with leftover funds.

Problem 1: Inaccurate Facility Space and Asset Information

One of the basic requirements to being a good facility manager is having accurate floor plans, understanding which assets are where in your facility and being able to delegate personnel accordingly. The problem is most facility managers don’t have this information. Industry partners, such as AkitaBox, are able to help by offering affordable data collection services so you can develop a robust maintenance program in under 90 days based on accurate, standardized information.
Download - 5 Steps to Creating Accurate Floor Plans

Problem 2: Facility Documents are Hard to Find

If someone asks for your building plans or maintenance records and your first reaction isn’t “I’ll have them to you in a couple minutes”, then you should think about getting a facility management software (FMS). This system will provide a centralized database for everything related to your facility, from floor plans and asset locations to work order history and inspection records. It might sound similar to a computerized maintenance management system (CMMS), but what makes it unique is it’s designed specifically for the facilities management team and more user-friendly for day-to-day applications.

Problem 3: Can’t Manage Individual Workloads

Communicating what needs to be done and who is doing it is a common hurdle, whether that’s between people, departments, buildings, organizations or regions. A central work order system that’s easy to use and contains all the asset’s information, such as O&M manuals, is a good solution. Facility management software platforms like AkitaBox have modules that automate work orders and integrate directly with interactive floor plans. Plus, it means you can monitor who has too much to do and who could be doing more.

Find a Stage-Based Solution

You might have a good chunk of money left over from last year, but it most likely isn’t enough to pay for a full rollout of a CMMS or FMS, so it’s important to find a software that you can implement in stages. Many software providers offer limited options for facility managers to choose from that are expensive and complicated to learn. Other vendors can only provide  expensive modules that rely on each other to work correctly. Facility managers should look for a facility software that works independently of expensive stipulations and functions exactly how your facility needs it to. A software like AkitaBox can easily be phased in depending on budgetary constraints.

Get a Consultation for Facility Management Software

Software vendors should provide free consultations to facility managers looking to make the most out of their leftover funds. AkitaBox’s team will work with your department to tailor how you’ll use the software to what budget you have to work with. For instance, if your team wants to learn the software slowly and focus on the floor plan viewer, they can simply opt out of the work order function. Then, the data collection team will visit all your buildings to verify floor plans and collect asset information. Within 90 days, your team can start using all the data that was collected. After that, the software works like any other subscription-based license, and, if you like the system, you can choose to renew annually.

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Whether or not you choose to implement a FMS standalone or use it as a supplement to a CMMS you already have, these two strategies will help you spend wisely and help make the case for your budget next year. If you have any questions about how AkitaBox can help solve your team’s issues, feel free to reach out and chat.

Find more resources for facility management budgeting here.

Rebecca Rudolf

Former Writer and Resources Creator for AkitaBox.

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