What technological tools can help you manage contracts in FM?

Facilities Management (FM) involves a complex web of contracts and services, making effective contract management essential. CAFM Software: Computer-Aided Facility Management (CAFM) software assists in space management, asset tracking, and maintenance scheduling, seamlessly integrating with contract management systems. For security-related contracts, integrated systems manage access control, surveillance, and alarms, ensuring safety and compliance. Inventory Management Software tracks and manages inventory, assets, and equipment efficiently, a critical aspect of FM contract compliance.

Finding a software can be tricky. Here are a few key things I look for. Vendor Management - The software that I currently use integrates a scorecard that can be submitted by the user. Makes finding top performers easier! Organize - Ability to organize layout based on user preference. Not every user likes the same layout. Color code options - ability to organize certain focus aspects (Top customers, emergency, etc) by color helps users maximize time. Notes - Ability to select note type (pricing, internal, billing, etc) and log notes is key to help every job go as smooth as possible. Also helps coms between depts. Proposals & Invoicing - ability to create bids and connect AP & AR right to your book keeping software is a game changer.

Employing technological tools for contract management in Facilities Management (FM) provides a significant advantage by addressing and mitigating risks and costs linked to contract compliance, performance, and disputes. These tools leverage automation and data analytics to systematically monitor and ensure adherence to contractual obligations, reducing the likelihood of compliance breaches. Additionally, they enhance performance tracking, allowing for real-time assessments and proactive interventions to optimize service delivery. In the context of dispute resolution, technology streamlines the documentation and retrieval process, facilitating a more efficient resolution of conflicts.

Communication is the key to any FM business. Software that allows extensive note keeping options is crucial. It’s near impossible to remember every detail about every job. Being able to label notes greatly improves customer/vendor/department communications. Color coding notes is also great to improve coms. i.e if I pay a vendor with credit card. I can add a billing note that highlights red. When I send it to AP, they quickly see the billing note and know the vendor has been paid and not to issue a check.

The integration of technological tools in contract management within Facilities Management (FM) fosters improved collaboration and communication with both internal and external stakeholders. By leveraging these tools, FM professionals can create centralized platforms for information sharing, ensuring that all relevant parties have real-time access to contract details, updates, and performance metrics. This enhanced transparency promotes effective communication among team members and facilitates collaboration on shared goals. Additionally, these tools often include features such as notifications and alerts, ensuring that stakeholders are promptly informed of critical developments or upcoming milestones.

When it comes to managing contracts in Facility Management, technology can be a game-changer. Take cleaning contracts, for example. Traditionally, they're all about the hours worked and the number of people involved, but that doesn't really reflect the quality of the work, does it? Now, imagine this: technology that measures cleanliness, like sensors in restrooms or tracking room usage to trigger cleaning when needed. This changes the game. Contracts can be tied to performance metrics, resulting in not only better quality but also cost savings. And it's not just about cleaning. Think about HVAC maintenance or cafeteria services in office environments. Technology opens up opportunities to optimize contracts and deliver top-notch results.

A good software will minimize clicks, searching for answers, etc. Something to look for software is to find one that allows you keep everything in the software. Photos of a job, pricing, notes, deadlines etc all in each job entry. This allows for efficient communication to your customer or vendor. When all your data is in one place it maximizes your efficiency and heightens your ability to quickly provide answers to your customer or vendor.

The incorporation of technological tools into contract management within Facilities Management (FM) brings about a notable advantage in terms of efficiency and productivity. These tools streamline and automate various aspects of the contract management process, reducing manual workload and potential errors. By automating routine tasks such as document storage, compliance tracking, and performance monitoring, FM professionals can allocate their time more strategically, focusing on critical decision-making and problem-solving. Furthermore, the centralized nature of these tools ensures quick access to essential information, expediting decision-making processes and minimizing delays.

The adoption of technological tools in contract management within Facilities Management (FM) not only enhances efficiency but also fosters a culture of innovation and value creation. These tools often come with advanced features, such as analytics, artificial intelligence, and data-driven insights, allowing FM professionals to gain a deeper understanding of their contracts and operational processes. By leveraging these innovations, organizations can identify trends, optimize performance, and uncover opportunities for improvement. The integration of technology encourages a proactive approach to contract management, enabling FM teams to stay ahead of challenges and continuously refine their strategies.

When choosing contract manager software, Following factor must be kept in mind: Is this Software helping you to manage all contracts of different country offices and location at head office Is software remotely accessible by all, user friendly and not taking any time to approve. Does it help in generating automate reports Is this also locally easily deployed. Are all real estate date and lease values are displaying local currency as well US dollar currency.

Something else to consider in software is automation. The ability to mass send jobs or even just one job by a single click is great. There are softwares that you can dispatch a work order to your vendor or tech with a single click. It automatically drafts an email to your vendor/techs email with an option for them to either accept or decline. Depending on their selection the software will update the work order accordingly. Eliminates a ton of time on hold, clicking back and forth for the information and follow up. You can dispatch. Move on to your next task and without doing anything else see on your main page dispatch is confirmed or declined. Letting you know if further action is needed. In house IVR systems are also a plus!

Only CAFM...All in 1 solution..in this phase, MOC become bit harder especially if you had limited hard services contract... Resources to be reviewed in such a case