Implementing your first facility management software or switching to a new one may sound stressful, especially when your team is busy dealing with reactive work orders, reopening buildings to students and staff, and keeping spaces clean. You may ask yourself “why risk adding more stress to what we are already doing?”
However, instead of causing stress for your team, what if a new software could relieve it? We've compiled a list of the top 5 ways the right facility management software can reduce stress and increase productivity so your teams can get more done.
1. Save institutional knowledge
You probably have some veteran technicians or managers at your facilities who know your buildings inside and out -- it might even be you! They know exactly what to do, when to do it, and they are the go-to person for all building and asset questions. But what happens when that person retires? It can be overwhelming to try to document everything they know before they walk out the door. That doesn’t even include the whole process of hiring and training a new person (or people!), which can take months.
With the right software in place, you don't have to sweat about your building expertise and knowledge walking out the door. A one-stop-shop for asset inventory, historical information, instructions, and documents records the best practices for your buildings and can make new hires productive faster so you don't miss a step when someone retires or leaves.
2. Eliminate the Plan Room
Things every K-12 facility team has in common: too many work orders, that one kid who just gets under your skin, and a giant plan room hidden away in the school. The best and worst thing about the plan room is that it holds everything. Need to find a floor plan? Check the plan room. Looking for that O&M manual on your water heater? You guessed it, it's in the plan room.
But it is stressful and time-consuming to search through these plan rooms, especially for technicians and engineers who have a long list of tasks to get to. The more time they have to search, the longer it takes to complete jobs. Facility management software can help digitize these records, allowing your team to access the information they need from the field. But be warned, not all facility management software is equal. While all can digitize these records, many are difficult to use and make it hard to find information.
3. Save Time By Being More Proactive
Moving from a reactive to proactive state is extremely difficult, even for well-oiled facilities teams. In schools, it can be next to impossible with the avalanche of service requests and reactive work orders your teams have to deal with. You can't even walk down the hall without being grabbed by someone who has an urgent problem in their classroom or the nearest bathroom.
If you have the right facility management software in place, it can go a long way to moving towards a more proactive state. Providing a single place to intake, assign, and track incoming service can reduce the complexity and efficiency of completing those reactive work orders. Good facility management software also makes it easy to create and schedule automated preventive maintenance programs.
4. Improve Communication with Teachers and Staff
Teachers and faculty are the eyes and ears for your team helping spot trouble when you aren't around. They are quick to let you know when there is a problem and they want to know that their requests are being received and worked on. With traditional K-12 facility management software, the most they get are some generic status updates. Need to ask them a question? Better shoot an email or get on the phone.
If your inbox is giving you stress, it might be time to upgrade to better facility management software. Your software should provide seamless communication between your team and the teachers and staff in your schools. Whether a request isn't clear about what's needed or you want to let the requestor know you are on it, a better communication tool can make a world of difference.
5. Maintain Safer and Healthier Schools
You take pride in your school buildings. You play a major role in keeping your schools safe and healthy for teachers and students. No one knows your buildings as well as you do. So when you aren't getting the budget, resources, or support you need, no one is as aware as you of the deficiencies of your schools. And that adds stress.
The right facility management software can help you still meet your goals even under constrained budgets or resources. By tracking assets, work orders, and preventive maintenance in one spot you can deploy your limited resources more effectively and take a strategic approach to maintain your schools. It not only helps improve operational efficiency but also provides the data you need to sell your facilities' needs to your board. By tracking the right KPIs and leveraging real-time data, you can tie your budget or headcount requests directly to the health and safety of your schools.
Relieve the stress with a better facility management software
Implementing better facility management software doesn't have to be so hard. Many so-called “solution” vendors just make it that way. In contrast, AkitaBox Essentials offers a new way to manage your schools at a price you can afford. It's so easy to implement, you can be up and running in just a few days. Interested in learning more? Watch this video or download our AkitaBox Essentials implementation guide to see how quickly you could be de-stressing about your facilities.