Save time and money with this facility management software
That is why they know the requirements for workflows in this business area very well. Above all, they know how much smart digitisation with an intelligent software system makes work easier. This applies to everyone in facility management as well as to the customer. It helps improve workflows and make them significantly more transparent.
Not least, it means the end of physical service specification binders, where it is easy to lose track. The range of tasks is broad and requires not only competence and expertise, but also a great deal of coordination and controlling. To digitise processes and the associated workflow, the software system must be designed holistically.
It should be able to capture, map and control all workflows and processes. In addition, it should be expandable and able to grow with your company. That is exactly our goal at ImmoTrack. It is a fully automated work-planning tool that supports you and your employees in many ways.
In developing it, we aimed to bring in both our many years of experience and the high quality standards of our customers. Through regular exchange, we learn every day and do everything we can to incorporate this feedback into our application. This makes ImmoTrack an intelligent software system for implementing automated workflows.
At the same time, its use is initially independent of your current level of digitisation. We are well aware of how differently digitisation has already been implemented across companies. But one thing is clear to all businesses in facility management: without digitisation via a practical and supportive IT solution, future success will not be possible.
What does ImmoTrack deliver as facility management software?
ImmoTrack helps you deploy resources optimally and noticeably increase productivity. This particularly affects the main task of facility management: managing and preserving the value of a property over its life cycle. This also includes business and infrastructural aspects.
At the very top of day-to-day operations are maintenance, servicing and repair of the building envelope and its technical equipment — right down to individual apartments. This is also the most frequent point of contact between tenants, administrative staff and caretaking. It is an interface that also determines the success of a facility management company.
Because one thing is certain: this is where the greatest potential for conflict lies, and where most complaints originate. All associated tasks can be covered via ImmoTrack. Facility managers’ responsibilities are complex. Depending on the object, there are many recurring tasks, which can also vary seasonally. As a facility manager, you are not only bound by the contract with the customer.
Your duties include meeting all legally required obligations. This includes regular maintenance intervals for sensitive technical equipment such as heating systems, lifts, climate and energy systems and much more. Acceptance and inspections often involve several companies or institutions whose sequence of work must also be coordinated. The volume of recurring maintenance and servicing work should not be underestimated. In addition, new tasks are often added, laws change or requirements are modified.
These changes must also flow into your property-specific service specification as quickly and smoothly as possible. These are tasks that can be planned in advance and optimised in terms of workflows with appropriate software. In addition, there are daily tasks that are at least largely unpredictable — think of failed heating, a lift breakdown or a burst water pipe. The list of possibilities can be quite long depending on the project.
The facility management system must respond flexibly and quickly
Incidents like these alone require a high degree of flexibility, as they are usually urgent. Facility management software must be flexible enough to reorganise daily assignment plans quickly and without much effort. ImmoTrack provides a range of functions that are essential for smooth execution precisely in such cases. With the following features, ImmoTrack creates the necessary transparency for every employee and every task to be completed:
- Real-time GPS tracking of employees and properties
- Clear dashboard with employee allocation and the status of assigned work
- Real-time verification of completed tasks via photo documentation
- Straightforward insertion of unplanned additional tasks; assignment to (or by) specific employees
- Calendar function for efficient appointment and work planning
- Optimised route planner
These functions not only make replanning easier. Optimising the handling of unplanned deployments — for example via the route planner — saves time and costs. Work progress is continuously documented and transferred in real time as completed to the relevant place in the software system.
Time- and resource-intensive complaints demonstrably decrease with these functions. Your employees are always on the safe side and no longer need to defend themselves against unjustified complaints. Digitised processes also increase work quality — and you can prove it at any time via photo documentation and calendar entries.
Preparatory work required for effective use of facility management software
You can configure ImmoTrack individually to your needs. To do so, you should think in advance about the parameters that are important to you. Then enter all important information about the properties you manage into the facility management software. In addition to property data, this includes in particular your contractually or legally defined duties and frequencies (as specified in the service specification).
This also includes the various competencies of employees (internal and external) and their assignment to a particular property. This is a one-time effort that pays off after a short time. The web application then takes over the rest of the planning work for you — making it all the more important to proceed as precisely and thoughtfully as possible at this stage.
You should therefore feed the locations into the system correctly. Each location corresponds to a property. Within this location, the facility management company has to complete a series of recurring activities — called tasks in the system. This includes, for example, cleaning common areas such as the cellar, stairwell or attic within the location.
In addition, there are maintenance tasks such as for lift systems or central air conditioning, central heating, etc. On outdoor areas, general gardening and upkeep work such as lawn mowing or hedge trimming is required continuously. The frequency of individual tasks is often different. For example, hedge trimming is limited by legal regulations to certain times because nesting activities of various bird species must not take place.
Deviations are also automatically incorporated into the work schedule by ImmoTrack at the right time through detailed data entry. In addition, all service and maintenance contracts with external specialist companies are recorded — for example for technical maintenance on lift systems. These frequencies are then scheduled into the work plan by ImmoTrack as well.
The functionality of ImmoTrack facility management software
Once data entry is complete, you benefit in many ways from the functions of ImmoTrack facility management software. Based on the recorded data sets, locations and tasks are linked via algorithms. The result is clear work plans for employees, facility managers and property managers.
Employees in a facility-management company often spend time at and in different properties. That is why mobile working is a very important topic. Via the app, they can see which tasks they have to complete at the properties. As mentioned, these work instructions result from the frequency section of the service specification.
The tasks recorded there form the framework of the daily work plan as the best-case scenario without unpredictable tasks. Priorities are immediately recognisable; every employee can mark completed work and document it with a photo. Further functions include:
- Postpone tasks yourself
- Mark tasks that were not completed
- Identify tasks that are overdue
- Unplanned (ad-hoc) tasks
- Status options for property and task
Facility managers can view this information via the dashboard. This gives them a complete real-time overview of the overall status of all work across the properties. A traffic-light system and heatmap highlight various irregularities — for example, when a caretaker enters the red zone because they will not finish on time, or when tasks that were not completed without explanation start flashing. Property managers also benefit from the transparent functions and displays, right through to the status of work per property.
In addition to the quick overview on the area map, they are interested in data export and reporting. Employees benefit from a clearly structured daily routine. The digitised task list provides an up-to-date overview of the daily plan via smartphone. Idle time and time-consuming follow-up questions in the office are almost completely eliminated. Unplanned work can also be accepted easily.
Facility management software supports the effective property administration of the future — digitally
With ImmoTrack, you can use the advantages of a digitised, optimised and automated workflow for your business effectively and easily. With this application you have all the benefits of a digitised, optimised and automated workflow for your company. Using this software system is also straightforward and effective.
This is an opportunity to use ongoing digitisation economically and profitably. It will not stop at building management. The level of digitisation in companies that deal with facility management is still very different. ImmoTrack is the right solution in at least two respects.
It enables an easy start and grows with the requirements you want to handle digitally. Perhaps you are looking for a meaningful, fully automated work-planning tool to complement your existing software landscape. Do you need a solution that offers a simple, easy-to-use digital instrument? Then take a look at our cloud-based solution and see how ImmoTrack works. It represents practical digital work planning with clear functions and displays for facility managers and their employees.
In addition, you achieve maximum transparency thanks to digitised workflows. Do you have questions about ImmoTrack, would you like a presentation, or do you want to learn how the functionality fits your needs? Then call us or send us an email. We will be happy to present our system with all its options in a personal consultation. Afterwards, you will know whether ImmoTrack is the complement that supports you sensibly and effectively in your daily work.
