What does facility management software do?

eMaint facility management software harnesses data from across an organization and turns it into actionable insights for facilities maintenance managers. With its robust work order management, many “go do” tasks can be easily prioritized, scheduled, tracked, and broadly communicated. Even work backlogs can be more easily tackled. Facility management software helps teams manage spaces, rooms, assets, and the associated reservation processes for each of those.

A powerful software platform can help facilities maintenance teams do their jobs better and faster—from wherever they are. Mobile capabilities offer simplicity and flexibility. Facility management software helps teams save time and optimize their efforts so they can get better results.

With eMaint, facility management teams can create custom dashboards and reports, order parts in just a few clicks, and increase their productivity while reducing costs. Integration allows facilities teams to use eMaint to get more out of their existing tools and data.

Technician uses facility management software on tablet while fixing AC units What are the most common facility management tasks?

Facilities maintenance management includes a wide range of responsibilities—from workstation ergonomics to building envelopes and everything in between.

Keeping spaces, structures, and systems operating as designed requires facilities maintenance teams to
plan and schedule actions that will prevent failure. Facilities management teams are responsible for a wide range of assets and areas in and around commercial and other buildings, from HVAC units to parking garages.

From mitigating environmental impacts to supporting the health and safety of personnel and visitors, facility management makes the most of the built environment.

The exact needs of a facility management team depend on the type of facility, whether there are multiple sites or just one, and more. All types of facilities teams need a work requester function for employees—including employees who aren’t on the facilities team themselves. For example, teachers at a school need to be able to fill out work requests.

Facility management projects vary by the organization and the day, but can include:

  • Conducting regular walkthroughs
  • Installing or servicing equipment
  • Testing or upgrading fire and other safety systems
  • Upgrading lighting, roofing, finishes, or other elements
  • Reconfiguring spaces for new uses

What are facilities work orders?

Facilities work orders detail a specific maintenance activity that has been approved for completion. It provides information needed to complete the work, such as the tools and parts required. Work orders can be the result of customer or staff requests, regular maintenance or repairs, or necessary follow-ups after audits or inspections. A facilities management software such as eMaint can not only generate work orders, but track them to monitor completion rates, identify trends, and more.

eMaint makes work orders—the backbone of maintenance management—seamless in a way that paper-based work orders are not. Within eMaint, a work order shows:

  • The work that needs to be done
  • When and where the work should be completed
  • Who has requested the work
  • Who has authorized the work
  • Who will perform the work
  • The tools and parts needed to complete the task

OEM manuals, schematics, and other key documentation can be uploaded and attached to the work order using the document storage feature. By making such context and detail accessible anytime and anywhere, facilities maintenance software enables teams to improve their productivity, work completion rates, and compliance. Real-time updates on labor, tasks, and resources make planning and reporting easier.

Interactive plans in eMaint allow facilities management teams to overlay an image of anything they want—for example, a room, a plant floor, or a line of equipment—and add reference points to that image. These reference points can be assets or contacts.

For work requestors, the interactive plan allows them to reference a specific pinpoint location when filling out a work request form. This reduces identification and communication errors.

eMaint also offers a vendor portal function to help manage temporary users (for example, when hiring a plumber to come on site to fix a leak).

Pro Tip

Mitch Kruse - Product Marketing Manager at eMaint “Maintaining a safe, healthy, and fully operational facility is imperative in today’s competitive economy. eMaint combines world-class work order functionality with important facility management software tools such as interactive mapping and mobile technician capabilities.

It’s critical to maintain a comprehensive view and status of all assets as they work together to keep things up and running. Having this level of visibility and ability to create informative dashboards and reports is key for staying on top of your maintenance needs.”

—Mitch Kruse, Product Marketing Manager at eMaint

What facility management features does eMaint offer?

  • Work requestor options
  • Interactive plans
  • Mobile usage
  • Vendor portal
  • Room/asset reservation
  • Custom dashboard and reporting
  • Building management system data integration

Facility Management Software FAQs

A facility maintenance engineer holding a tablet checks a control panel
1. What is the best facilities management software?

The shortest answer is that the best software is the one your team will use. Identify the features your team needs and establish a small pilot program to test it. Then, report your findings and experience—not just to your organization’s leadership, but to those who would be working in the software daily.

Finally, sufficient training can ensure that your team can make the most of the facilities management software you choose. Follow up with ongoing training at a regular cadence.

2. What should you look for in the best facility management software?

Several key features ensure that facilities management teams can get the most out of their software.

  • Work order management
    • Know precisely what repairs will cost and how long repairs will take with work order tracking. Labor, parts, and purchases are all associated with a work order.
    • Managers can schedule technicians and provide them with planned jobs, including procedures and parts needed. With eMaint’s automatic email alerts, facilities maintenance teams will never miss a planned PM or inspection.
  • Reports and dashboards
    • Reporting tools in eMaint CMMS enable facilities managers to stay updated on all assets, plus track and analyze key performance indicators (KPIs) critical to operations. Crucial information is available at a glance, including the percentage of downtime compared to the goal, PM completion rates, overall equipment effectiveness (OEE), and more. A robust dashboard feature allows facilities maintenance managers to unlock eMaint’s power to make data meaningful—driving better decisions.
  • Mobile facilities management software
    • How do you maintain facilities effectively? Identify priorities and use your time wisely. With eMaint’s mobile solution, teams can perform inspections, manage work requests, and schedule work orders using their mobile devices. Reduce time-consuming data entry for technicians by attaching barcodes to assets and parts within eMaint. Decrease your busywork so you can focus on the work that matters most.

3. What are the benefits of cloud-based facility management software?

For facilities managers, having a user-friendly and effective work request system is essential. Work orders in eMaint ensure that all users follow a standard operating procedure (SOP). This is just one of the ways a cloud-based facility management software can help standardize maintenance programs across multiple sites. Further, facilities maintenance managers can customize the workflow to best suit the needs of their organization.

With eMaint facilities maintenance management software, submitting service requests is as easy as sending an email or filling out a web form. Requestors can submit their service requests from anywhere, including pictures if they wish, using their mobile devices. The intuitive mobile experience means responding to work requests in a timely and efficient manner has never been easier. eMaint makes it possible to get more work done in less time.

4. Why is implementing facility management software important?

A facility management software such as eMaint can track all of the work that has been done on each asset. Teams that identify, track, and analyze asset conditions can make more informed work prioritization and scheduling decisions and reduce maintenance costs.

Detailed tracking and increased visibility into maintenance activities allow managers to spot trends, potential roadblocks, or creeping work completion timelines. With these insights, teams can improve their processes and results.

An effective facility management software simplifies tasks and increases transparency and communication. Project completion, documentation of contractual requirements, and proactive management of properties, facilities, and assets can all be handled in one place. eMaint can also automatically generate detailed reports and dashboards and highlight key metrics for stakeholders about maintenance work completed.

5. What types of facility management software are available?

Two of the main types of facility management software on the market today are computer-aided facility management (CAFM) software and computerized maintenance management system (CMMS) software.

CAFM software focuses on the administrative side, such as reporting, planning, and executing facilities management activities.

CMMS software generally has many features in common with CAFM software but offers additional support for maintenance functions. Centralized planning and scheduling, asset tracking, and more make implementing preventive maintenance simpler.

6. How does eMaint work with building management systems?

An office building that has a mature facilities asset management program may be interested in having the BMS data they already collect integrated into eMaint. If, for example, a fire alarm goes off, a building management system will record that. There are workflows for anything that happens regarding a fire alarm. But some facilities management teams want to take it a step further.

When integrated with eMaint, automatic work orders can be created for that alarm. Anything that can create an alarm in a building management system can automatically create a work order in eMaint. Work orders can be assigned automatically to technicians who can get to problems right away.

eMaint goes further than building management systems by helping teams take action. Integrating an existing building management system into eMaint also saves time.

With only a building management system, teams have to identify where an alarm is coming from, create a work order, and determine available staffing. eMaint automates the creation and assignment of work orders.

The work order management and asset management offered by eMaint go beyond what a building management system can do. eMaint can track all actions related to assets and enable facilities management teams to make the most of their data.

Capterra Reviews

“All functions and reports are available to the user from day one. I don’t have to pay extra if I want a special report or feature. You can track asset location, repairs, repair cost, and anything else you can think of as an asset manager.”

Chad B., Operations Manager
“We have validated the software to be FDA compliant, and use it for our calibrations and maintenance activities. eMaint’s functionality is expansive. It is configurable. It has options to accommodate physical plant, equipment, and fleet management.”
Charlie P., Maintenance Supervisor



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