Facility management app: a simpler, digital and tracked workflow for property maintenance

This is a major relief, because facility management brings together several fields: architecture, nature, business and people. The result is multi-layered processes that need to be managed. The facility manager’s task is to design these processes around the building.

At the same time, these are no longer activities that put only the building at the centre. Today, the customer is the main focus.

Requirements are changing—and so are the facility manager’s workflows. To manage them optimally and adjust them at short notice when needed, appropriate web applications are extremely helpful.

In the age of digitisation, physical service specifications have had their day. It is time to move forward, and that is exactly what our facility management app enables—setting the course for more efficient use of resources.

An overview of responsibilities in facility management

A facility manager’s overarching primary task is to keep an overview of the overall current status of all work across the properties. On the one hand, they ensure compliance with mandatory requirements; on the other, they carry out tasks that have been contractually agreed with the client in advance.

This includes garden work such as mowing lawns or trimming hedges, and cleaning common areas such as stairwells or basements. It also includes technical maintenance of air-conditioning systems, lifts and more. Different intervals must be observed, and some work is seasonal.

Suitable software can automate these new workflows—and that is exactly what we offer at ImmoTrack with our facility management app. It reorganises all pending tasks in no time, no matter how suddenly they arise—for example when a lift gets stuck. This gives our web app maximum flexibility.

The facility manager’s role is changing

Web applications are not the only digital changes in facility management. Buildings are becoming more technologically advanced, and this trend is unlikely to change in the future. It is entirely possible that buildings will manage themselves in the long term—at least in part.

However, this will not make facility managers’ work any less demanding. Their role is evolving too. Sooner or later, facility management employees will need to engage more closely with IT. Using our web application is a helpful first step in that direction.

What exactly is the ImmoTrack facility management app?

At ImmoTrack, we provide web-based software that makes coordinating and processing work orders easier. It marks the end of physical service specifications, which quickly become confusing as more changes are added. With such a broad range of tasks as in facility management, any support that helps you keep an overview is invaluable.

Facility management requires a great deal of coordination and controlling. As an end-to-end software system, ImmoTrack captures all processes, maps them and controls them along with the associated workflows. Of course, it is scalable—so it can grow with your company.

Maximum flexibility thanks to our facility management app

As mentioned, change is the norm in facility management. This is not only due to emergencies, legal changes or updated requirements. Digital transformation (keyword: smart buildings) also plays a role. That means maximum flexibility is needed to meet new demands as quickly as possible.

The faster that happens, the higher customer satisfaction will usually be. So you need software that is flexible enough to rearrange daily schedules in no time, without major effort. For this purpose, our facility management app provides numerous functions that ensure smooth operations even when changes happen at short notice.

Thanks to real-time GPS tracking, your staff always know exactly where they need to go next—even when new properties are added at short notice. Combined with the integrated scheduling tool, this saves a lot of time. All work is visible on a clear dashboard, which also shows which employee is responsible.

Our web application also shows the current status of tasks. As soon as an activity is completed, it can be documented with photos. This enables significantly faster checks, even in real time. If the result needs correction, the fix can be added directly to the day plan.

Because of this photo documentation and corresponding entries in the integrated calendar, you always have evidence. If unjustified complaints arise, our facility management app ensures you are never left empty-handed.

What makes ImmoTrack’s facility management app so special?

In sectors like facility management, it quickly becomes clear that theory and practice often differ significantly. That is why practical experience is essential when developing software designed to make work easier in these areas—and that is exactly what we bring to ImmoTrack.

Company founder Ofer Becker spent many years as managing director in a facility management organisation. He therefore knows exactly which hurdles need to be overcome in day-to-day operations. Hardly a day goes by in facility management when everything runs as planned; unexpected tasks regularly arise, requiring a reorganisation of the workday.

Of course, facility managers must meet ever higher expectations. That requires rapid rescheduling to enable highly effective work. Ofer Becker set himself the goal of meeting these demands, and poured all his practical experience and expertise into the ImmoTrack facility management app.

He was supported by his long-time colleague Avi Schwarz, who also worked in a facility management company and contributes valuable experience every day. The goal is to make digitisation and artificial intelligence a fixed part of daily work—relieving facility managers and their teams, while increasing customer satisfaction.

We at ImmoTrack are in constant dialogue with our customers and always welcome suggestions and requests. We do everything we can to incorporate them into our web application and meet high quality standards at all times. This way, we also learn every day and evolve together with the changing demands in facility management.

How to get started with ImmoTrack

We know that companies’ digitisation levels vary widely. That is why you can use our web application regardless of your company’s current level. Without a practical IT solution, it will become increasingly difficult to achieve results in the future. That is why ImmoTrack offers everyone an entry into the digitised world of work.

You configure our fully automated work-planning tool to match your needs. You have thought carefully about which parameters matter to you—now you can get started. First, you enter all information about the properties you manage into the software.

In addition to general contractual data, you also record duties and frequencies defined by law or contract. You also specify which internal and external employees are responsible for which properties. That’s it—this effort is required only once, and our web application takes care of the rest.

However, it can only plan optimally if you enter all required information correctly. Be as precise as possible and review your inputs. Once you have done that, ImmoTrack shows you all locations, each corresponding to a property.

Each location is linked to the recurring activities your staff carry out there. The system refers to them as tasks. The web application also imports all service and maintenance contracts concluded with external specialists. ImmoTrack also factors the associated frequencies into the work plan.

This way, everyone involved always has a precise overview of all tasks, appointments and their current status. The latter is displayed using a traffic-light system: completed tasks are, for example, in the green zone; tasks that can no longer be completed on time or were not ticked off without justification appear in red.

The vision behind ImmoTrack

Did you know that on average, 40% of work assigned in facility management is carried out incorrectly—or not at all? The reason is usually not a lack of competence or diligence among employees. The problem lies in analogue workflows that are difficult to control.

The result is countless complaints, around 75% of which are completely unjustified. Facility managers, employees and customers can quickly end up in a negative spiral. That is why at ImmoTrack we are committed to leading facility management into a digital, promising future.

Protecting employees is also a top priority for us. Our facility management app combines both aims. It makes it easy to improve work quality and reduce unjustified customer complaints—by around 60%. That’s a figure worth noting.

Here are a few more numbers on the benefits of our facility management app:

• You save 20% on paper and administrative effort.
• You reduce planning time by 65%.
• 45% of on-site visits become unnecessary.
• Your employees’ productivity increases by 25%.

Would you like to benefit from the advantages our facility management app offers? Then get in touch with us. If you want to see our web application in action, request free access. In a demo, we will show you the potential our software can unlock for your organisation.