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For those of you still tracking with me…this is PART 4 of a 5 part series about the benefits of using Facility Management Software for work order tracking, work request processing, equipment cataloging and so much more.

If you have not been tracking with us (and we know who you are), then you can see the first three posts on our BLOG page.

Last time we left off looking at some of the salient reasons to use a web based facility management software package…I will not review them all as it would take too long…so let’s jump in to the last few…ready?

1. Historical Data: “If you don’t know what you’ve done, how can you know what you need to do”?  Does that resonate with you? I recall a physical fitness trainer hammering that so that we could look back on our progress as well as keeping on track of what the upcoming workouts should entail. That same applies to our building management and maintenance.  If you are not tracking what you have done…then how do you know what needs to be done in the future?  If you are not tracking when a HVAC unit was last serviced, how will you know when it needs to be done the next time? Having a data base that lists your equipment and the historical data will give you great insight on the condition of the equipment and the steps that may need to be taken in the future.  This kind of tracking is not just to have data of the past, but to help plan for the future. Be Intentional!

2. Asset data base: Do you know the make, model, serial number and filter size of each piece of equipment at your facility?  Do you know what kind of light bulbs you have and how many fixtures in the facility use that type bulb?  Stop for a second…tell me the size water heaters you have as well as the make and model number…can you do that?  How many exit signs do you have…and what kind of bulbs do they utilize?  Now, I would not expect you to know all of this off the top of your head…but could you, with a few clicks, get to this data?  Is it written on a legal pad or tucked away in the corner of your mind (we addressed the potential issues with these applications in the prior posts). These are tough questions that need to be asked and answered.

3. Warranty tracking: Have you ever paid for a service call to later find out that the item was under warranty?  How did that make you feel?  Were you able to get a full refund?  I have witnessed, far too often, when an organization gets work done because something is not functioning correctly without much consideration as to the warranty that may still be active.  This is a waste of dollars and it frankly frustrates me. I have a client right now that had been calling subcontractors to get work done…and in some cases paying directly for said work…that was the responsibility of the general contractor that built the space.  This was not the contractors fault,  but rather the facility owner did not have a system in place to know what items were still under warranty.  There was money spent that did not need to be and time that was invested to chase these things down that was completely lost (how do you put a price on that?).  Knowing what the warranty is for your major components can save you a great deal of money…short term and long term.

So…this wraps up the “why” portion of our discussion. Next time, in our last segment, we will  look at the features that you should consider when evaluating different solutions…and yes…I suggest you do your due diligence to find the RIGHT solution for your facility. There are several good applications on the market. Do your research…and take advantage of Free Web Demos…they can be invaluable.

Tim Cool
Chief Executive Officer
Tim Cool is the President and CEO of Smart Church Solutions and takes great pride in helping churches optimize their facilities. When he’s not at the helm of his company, he’s dedicated to his family, being a husband to Lisa and a father to 27-year-old triplets. An enthusiast of the outdoors, Tim enjoys the simplicity of hiking in the North Carolina mountains.