Facilities managers have the responsibility of ensuring that the physical workplace of an organisation is in optimal condition to meet the needs of its employees and visitors. One of the tools used to achieve this is spreadsheets. While there are various software solutions in the market for facilities management, some managers still prefer to use spreadsheets. In this blog, we will explore six reasons why facilities managers use spreadsheets and some of the benefits to moving to software. These are just some of the reasons that spreadsheets are still being actively used in Facilities.
One of the primary reasons why facilities managers use spreadsheets over software is that they are a cost-effective solution. Spreadsheets are typically included in most office software packages, such as Microsoft Office or Google Sheets, which are often already available to organisations. Unlike software solutions, spreadsheets do not require any additional licensing or subscription fees, making them a more budget-friendly option, especially for smaller organisations with limited resources. Additionally, using spreadsheets eliminates the need for IT support, which can be costly in terms of both time and money. Facilities managers can easily create and customise their spreadsheets to meet the specific needs of their organisation without having to rely on outside assistance.
While spreadsheets are a popular tool for facility management, software offers numerous benefits in terms of efficiency, accuracy, scalability, flexibility, collaboration, and communication. By using software for facility management, organisations can improve their operations, reduce costs, and enhance their overall performance. Change management could present a problem within the organisation however the short-term pain for long term gain cannot be understated, here are just some of the reasons facilities teams have moved to software.
Facility managers need accurate and up-to-date data to make informed decisions about their assets, maintenance schedules, and budgets. While spreadsheets are popular for storing data, they are prone to errors, particularly when multiple people access and update them. Software, on the other hand, can provide data integrity by allowing access to authorised personnel only and by incorporating data validation rules to ensure accuracy. For example, software programs can use QR code scanning to track assets and update their maintenance records, which helps in maintaining accurate and up-to-date data.
As organisations grow, their facility management needs also increase. Spreadsheets can quickly become unwieldy and difficult to manage as the number of assets and maintenance tasks increase. Software, on the other hand, can be easily scaled up to accommodate the growing needs of the organisation. Additionally, software can be customised to meet specific business requirements, providing greater flexibility than spreadsheets. For example, software can be customised to meet the specific needs of the organisation by adding custom fields, workflows, and dashboards.
Facility management is a collaborative effort that involves multiple stakeholders such as maintenance technicians, supervisors, and department heads. Spreadsheets can make it difficult to collaborate and share information, leading to communication breakdowns and delays. Software can improve collaboration and communication by providing a centralised platform for sharing information, communicating updates, and assigning tasks. For example, software programs can allow for real-time collaboration between different teams by providing a unified platform for asset management, maintenance, and communication.
One of the challenges with using spreadsheets for facility management is that they can create silos of information, where different departments or teams may have their own separate spreadsheets with different data sets. This can lead to inconsistencies, duplication of effort, and a lack of coordination. Software can eliminate these silos by providing a centralised database that can be accessed by different teams and departments. This ensures that everyone is working with the same data and reduces the likelihood of errors and miscommunications.
In conclusion, while spreadsheets are a commonly used tool for facility management, software offers several advantages that make it a more efficient and effective option. By using software, organisations can automate tasks, improve data accuracy and integrity, scale up to meet their growing needs, improve collaboration and communication, and eliminate silos of information. Additionally, software can offer greater flexibility, customisation, and security than spreadsheets, making it a more versatile and reliable tool for managing facilities and assets. Ultimately, the decision to use software or spreadsheets will depend on the specific needs of the organisation, but in most cases, software offers a better solution for facility management.
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