There can be no question that spreadsheets are very useful, flexible tools for managing data in a number of situations.
However, as with any task, it is important to choose the right tool for the job – and spreadsheets aren’t the best option for everything.
A case in point is the use of spreadsheets to try to manage facilities and estate management data such as planned maintenance and reactive tasks.
Yes, it can be done, and clearly spreadsheets appear to offer – initially at least – a cheap, quick and easy solution.
But it isn’t long before they turn into unwieldy beasts that impose serious constraints on the visibility of data and the ability to manage it effectively.
Information quickly goes out of date, so that it then becomes a time-consuming nightmare for Facilities and Estate Managers to generate KPI information and other reports that senior management expect.
Upgrading to a CAFM helpdesk
The obvious alternative is to introduce purpose-designed CAFM helpdesk software.
At its most basic level a CAFM helpdesk provides a simple mechanism whereby Facilities and Estate teams can quickly and easily log and manage reactive job requests with the ability to produce basic reports.
At its most advanced, a CAFM helpdesk is an intrinsic part of an Integrated Workplace Management System (IWMS), bringing the Facilities and Estate team into closer contact with both clients and suppliers - such that it becomes a critical component in the day-to-day running across the entire organisation.
Here are 6 reasons why you should consider CAFM helpdesk software...
1. One version of the truth:
CAFM helpdesk software provides a central database that all users can access - giving them the same real-time up-to-date information.
In contrast, spreadsheets allow multiple versions of similar data to accumulate, much of it out-of-date.
2. Accuracy and consistency:
CAFM helpdesk software allows reactive jobs to be logged quickly and easily with greatly reduced (if any) user input error.
This means that your clients - both internal and external - will benefit from a consistent approach. It also facilitates compliance with Service Level Agreements (SLAs) associated with reactive tasks - which are key in the FM world.
3. Improved Communication:
CAFM helpdesk software can automatically send emails to your internal and external clients, as well as third party suppliers.
This enhanced communication takes effect from the initial job request through provision of updates while the work is progressing - right through to job completion.
The content of each email is tailored to the stage each job has reached, providing the recipient with the information they need, such as SLA compliance and predicted date/time for completion.
4. Freed-up resources:
CAFM helpdesk software means that help desk staff are no longer bogged down with managing paperwork and answering queries; freeing them up to pro-actively manage and maintain the buildings and estate.
5. Real-time Reporting:
CAFM helpdesk software provides the Facilities and Estate manager with up to the second reporting, making it quick and easy to spot long-term problems whilst greatly reducing the time spent in producing monthly reports.
6. Maximise your Budgets:
CAFM helpdesk software enables the Facilities and Estate Manager to track job costs (both parts and labour), providing improved control of budgets and more targeted spend on the most critical outstanding works.
Discover more about Causeway’s CAFM helpdesk software.
