Three steps to pre-empting facility issues with CAFM

Avoiding unplanned events, from minor equipment glitches to full-out failure, is the priority objective for any facilities manager. In recent years, the adoption of CAFM systems has played a key role in enabling planned preventative maintenance (PPM) to become a cornerstone of effective facilities management. By ensuring equipment is routinely serviced and kept in good working order, an organisation can avoid unexpected downtime, reduce costs and extend equipment lifecycles in the process.

There are, however, several other issues that can derail a facilities manager’s day, from health and safety risks to regulatory compliance failures. CAFM can also play a vital role in enforcing robust processes that minimise any chance of the unexpected occurring.

1. Using real-time data and robust processes to identify potential safety hazards and mitigate risk

One of the biggest concerns for facilities managers is ensuring that any work is undertaken safely – and that can be a challenge when there are issues such as asbestos present on a site. Recording hazards in CAFM Explorer® ensures that helpdesk/service staff, engineers or sub-contractors working at that site are aware of the potential hazard. Adding a checklist or risk assessment to each hazard within the system means that whenever an engineer is allocated a job in that location, the work order includes the need to wear appropriate PPE or check the status of the hazard before undertaking any work. Including a mandatory response before the job can be started ensures that the correct safety processes are always followed. Plus, with a full audit trail, the business can demonstrate its commitment to good health and safety practices.

2. Improving engineer efficiency to maximise equipment performance 

Pressure on costs, equipment delivery delays and a shortage of engineering staff all add to the challenges for facilities managers. It can be hard to stick to service schedules or repair broken equipment when short of both people and kit. CAFM Explorer’s single, accurate view of all equipment and assets, including service timelines and spare parts in store, provides an effective route to PPM. With a flexible system, facilities managers can optimise the day-to-day activity of engineers based on specific business needs. 

For example, one organisation may opt to prioritise the servicing of all air conditioners in one building. Another may allow engineers the flexibility to respond to all planned and reactive jobs within a specific location, such as a hospital ward, to maximise their time and reduce travel. Help desk managers can see the location of work orders to ensure the closest available individual is allocated to respond to user requests for support, improving response time. Plus, with an up-to-date picture of equipment in store, there will be no risk of wasted visits due to a lack of spare parts.

3. Streamlining regulatory compliance

One of the most important tasks for any facilities manager is ensuring equipment is serviced in line with regulatory compliance requirements. Using CAFM Explorer, every asset’s service schedule can be recorded, with information automatically updated to the dashboard, ensuring full visibility when it is time to schedule an engineer visit. 

The system can include checklists of activity required for specific equipment, to ensure every correct step is taken at the right time. Furthermore, with every work order tracked and updated, including actions taken, CAFM provides a complete audit trail required by both public and private sector organisations. Work orders are also linked to assets so a full job history is available for each piece of equipment.

CAFM can also be used in tandem with industry standards such as SFG20 to further support compliance of equipment servicing.

With full visibility, CAFM doesn’t just enable PPM, thus reducing downtime and improving equipment lifespan. It also minimises the risk of unexpected events, freeing up managers to focus on delivering ever greater efficiency.