Facility management no longer needs to be planned in Excel
That’s why we at ImmoTrack offer software that digitises, automates and optimises your workflow. You can expect the following benefits:
- Digitised service specification
- Property criteria in digital form
- Simple capture of the frequency of all tasks
- Practical and efficient resource planning
But first, let’s take a closer look at the world of facility management.
Facility management and its objectives
Facility management, often abbreviated as FM, refers to operating and managing properties including technical systems. This is not about the classic duties of a caretaker. Instead, it is about the holistic life cycle of a property and its optimal use. Technical, organisational and business aspects come together here.
The facility manager is involved as early as the construction phase of a property, taking on planning and implementation tasks. During the usage phase, they handle maintenance, refurbishments, conversions and more. As the property approaches the end of its life cycle and demolition becomes an issue, the facility manager is involved as well.
In short, facility management consists of periodic activities that have to be completed. These include, for example:
- Gardening work
- Cleaning of common areas
- Technical maintenance work
The overarching goal of facility management is to preserve the value of the property. Ideally, costs are reduced over time and the property’s return increases. To achieve this, resources must be deployed optimally and productivity must be increased.
This is exactly the task we at ImmoTrack have taken on: we have developed software that captures, maps and controls all processes. This makes it easier for you and your company to take the step into a digitised way of working.
From practitioners for practitioners — ImmoTrack combines experience, expertise and creativity
Let’s take a quick look behind the scenes at ImmoTrack. As a creative and technically skilled software company, we specialise in the digitisation of facility management.
Ofer Becker, the company founder, spent many years as managing director in a facility-management company. This gives him a high level of practical experience and a clear understanding of the work steps and requirements involved.
An intelligent software system makes this work much easier. It benefits not only employees in facility-management companies, but also customers.
One change that already brings enormous relief is eliminating physical service specification binders. Writing tasks by hand or at a PC in the office not only costs time — the result is often confusing. When this step is digitised, all necessary information is always available in an organised way, without having to carry countless binders around.
By now, every company should be aware of how important digitisation is. Nevertheless, not everyone is at the same level in this respect.
We at ImmoTrack are very aware of this, which is why our software can be used regardless of your current level of digitisation. We help all companies in facility management move towards success — with a practical, supportive IT solution.
All the tasks a facility manager performs
A facility manager’s range of tasks is broad and is fully supported by our software. Depending on the property, there are many tasks to complete, some of which vary seasonally. Requirements include mandated obligations and tasks agreed contractually with the customer.
Facility managers also have to observe different maintenance intervals for lifts, heating systems, energy systems and more. New tasks are added, processes change, requirements are adjusted and laws are updated. Facility managers must stay up to date and adapt their processes accordingly.
The sum of all tasks and appointments that have to be coordinated is considerable. Digital support is therefore very welcome — especially because changes must be incorporated as quickly as possible into the property-specific service specification. By and large, these tasks are predictable in advance, and their execution can be optimised with software.
From time to time, however, there are also activities that cannot be predicted — for example, when a heating system fails. Then flexibility is required because urgent action is needed. Supporting facility management software must provide exactly this flexibility. At ImmoTrack, we meet this requirement: our software reorganises all outstanding tasks in no time.
A look at the features of our facility management software
Numerous features ensure smooth and efficient execution at all times. The calendar function enables clear appointment and work planning. Unplanned additional tasks are either inserted as effectively as possible or assigned to another employee who has the necessary capacity.
A clear dashboard shows at any time which employee should complete which tasks and what the current status is. There is also the option to track properties and work in real time via GPS. Both points contribute significantly to transparency within the facility-management company.
Once tasks are completed, they can be documented with photos and checked in real time. Another time-saver is the automatic route planner.
All these features deliver far more than time savings — they also reduce costs. Because every work step is documented and passed on in a verifiable way, facility managers are always on the safe side. In the case of unjustified complaints, there is evidence that the work was carried out professionally and on time.
At the same time, work quality increases as well, because photo documentation and calendar entries leave nothing to chance.
How to put our facility management software into operation
At ImmoTrack, it was important to us to develop software that any facility-management company can benefit from. That is why it can be configured individually based on your needs.
At the beginning, all information about the properties to be managed must be entered into the software. This includes not only the key data. You also enter the duties to be performed — both legally required and contractually defined — along with their frequency.
You can also enter which competencies employees have and which properties they manage. All of this information only needs to be provided once, and the software then takes over the necessary planning work.
After a short time, you will see the first results. How significant they are is in your hands: the more precise your data, the greater the relief our software ultimately provides.
Each location entered corresponds to a property. At each location, the facility manager must complete certain tasks (this is what the periodic activities are called in the system). If there are deviations, detailed data entry is required so our facility management software can automatically incorporate them into the task plan.
Are there tasks that require specialist know-how and therefore have to be handled by external professionals — such as certain maintenance work? The associated service and maintenance contracts are, of course, recorded as well. The corresponding frequencies are also included in the work schedule by our software.
With appropriate algorithms, the software links the individual locations with the tasks to be completed. On this basis, the software creates clear plans for the responsible facility managers.
Mobile, flexible and always well informed
Employees of facility-management companies spend a large part of their working day at the properties in their area of responsibility. They are therefore on the move a lot, making mobile working all the more important. Ideally, the facility manager can access all important data from anywhere and pass on information.
That is exactly what our software enables. In the app, you can view at any time which tasks must be completed at which property. They form the basis for the work schedule, which can be supplemented at short notice with additional tasks if necessary.
Employees of the facility-management company can immediately see which tasks are especially urgent. If completing certain tasks is no longer necessary, the app also informs them right away. In addition, facility managers can reschedule tasks independently when needed.
Could tasks not be completed — for example because other work took longer or the necessary resources were missing? This can also be marked easily in the app so that all other parties are informed immediately.
The web application dashboard provides a structured overview of everything that matters right now. The facility manager is informed in real time about the current status of all tasks pending at the property. A heatmap and traffic-light system make it immediately visible when something is not going according to plan.
For example, tasks that have not been completed and have not been given an explanation are highlighted — allowing you to get to the root cause immediately.
Our software replaces facility management in Excel for good: benefits at a glance
At ImmoTrack, we support you on your path to digitisation. For this purpose, we provide software that optimises all processes and workflows. Everyone involved has an overview of all upcoming tasks at all times and knows exactly what the current status is.
Our software also marks the end of physical service specification binders. This not only saves time, but also reduces the facility manager’s effort. Information no longer has to be written down by hand or recorded, printed and filed in the office. This creates both clarity and flexibility.
Our facility management software gives all employees an optimally structured daily plan. All that is needed is a one-time entry of all information about the properties and the tasks involved.
Our software creates digital task lists that can be viewed conveniently on a smartphone. This reduces follow-up questions in the office and makes it easier to integrate unplanned additional tasks. GPS tracking and photo documentation ensure maximum transparency.
Use digitalisation to your advantage
Digitalisation does not stop at facility management. So it is important to use it as profitably as possible and drive efficiency gains in your company. Planning facility management in Excel is no longer enough to keep up with the competition.
Would you also like to benefit from the advantages of our facility management software? We would be happy to advise you in detail. In a personal meeting, we will explain exactly how our system works with all its features and how it relieves your workload. Simply contact us by email or phone.
