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CAFM-Systems (Computer Aided Facility Management) play a decisive role in facility management. They enable the efficient management of buildings, facilities and resources. However, the wrong choice of system can lead to considerable costs and time losses. In this blog post, the 10 most common mistakes in the CAFM-system selection and how to avoid them.
Mistake no. 1: Failure to analyse your own requirements
A common mistake with the CAFM-One of the main reasons for selecting a system is the failure to analyse your own requirements. It is important to identify the company's specific requirements in order to select a system that fulfils these requirements. Examples of possible requirements are the management of maintenance schedules, the collection of energy consumption data or the integration of IoT devices. If these requirements are not sufficiently analysed, this can lead to a system that does not meet the company's needs and is therefore inefficient.
Mistake no. 2: Failure to involve users in the selection process
Another common mistake is the lack of user involvement in the selection process. The users are the ones who will be using the system on a daily basis, so it is important to take their feedback and needs into account. By involving users, potential problems or opportunities for improvement can be identified. User feedback can also help to increase the acceptance of the system and improve the Efficiency improve workflows. If users are not involved in the selection process, this can lead to a system that does not meet user requirements and is therefore not utilised effectively.
Mistake no. 3: Neglecting integration into existing systems
The integration of the CAFM system into existing systems is another important aspect that is often neglected. A CAFM system should work seamlessly with other systems such as ERP (Enterprise Resource Planning) or CRM (Customer Relationship Management). This enables smooth data exchange and avoids duplicate data entry. Examples of possible integrations are the automatic transfer of invoice data to the accounting system or the synchronisation of customer data with the CRM system. If integration is neglected, this can lead to inefficient workflows and data inconsistencies.
Mistake No. 4: Insufficient consideration of the scalability of the system
The scalability of the CAFM system is another important factor that is often not given enough consideration. An organisation can change and grow over time, so it is important to choose a system that can scale with the future needs of the business. Examples of possible scaling requirements include managing multiple locations or supporting a growing number of users. If scalability is not sufficiently considered, this can result in a system that cannot keep up with the growing needs of the organisation and is therefore inefficient.
Mistake no. 5: Ignoring data security requirements
Data security is another important aspect that is often ignored. A CAFM system contains sensitive company data such as building plans, maintenance logs or personal data. Data. It is important to ensure that the system meets the necessary security standards to prevent unauthorised access or data loss. Examples of possible data security requirements include the encryption of Dataaccess control or regular data backups. If data security requirements are ignored, this can lead to a security risk for the company.
Error No. 6: Failure to consider the user-friendliness of the system
The user-friendliness of the CAFM system is another important factor that is often neglected. A user-friendly system enables users to access the information they need and complete tasks quickly and efficiently. Examples of possible usability requirements include an intuitive user interface, easy navigation or the ability to make customised settings. If user-friendliness is not sufficiently taken into account, this can lead to low acceptance of the system and inefficient workflows.
Mistake no. 7: Underestimating the importance of service and support from the provider
Service and support from the provider is another important aspect that is often underestimated. A CAFM system requires regular Maintenanceupdates and technical support. It is important to ensure that the provider offers a reliable and responsive service. Examples of possible service and support requirements include a fast response time for technical problems, regular updates or training for users. If the importance of service and support is underestimated, this can lead to long downtimes, outdated systems or a lack of support.
Mistake no. 8: Insufficient planning and preparation of the implementation process
The planning and preparation of the implementation process is another common mistake. The Implementation of a CAFM system requires careful planning to ensure a smooth transition. It is important to create a detailed schedule, allocate resources and provide the necessary training for users. Examples of possible implementation requirements include Data migrationthe configuration of the system or the training of users. If the planning and preparation are inadequate, this can lead to delays, errors or an inefficient implementation process.
Error no. 9: Lack of evaluation of the system after the Implementation
Evaluating the system after implementation is another important aspect that is often neglected. It is important to regularly review and assess the system to identify potential problems or opportunities for improvement. Examples of possible evaluation requirements include reviewing system performance, analysing user feedback or identifying training needs. If the system is not evaluated, potential problems may remain undetected and the Efficiency of the system.
Error no. 10: Lack of control and monitoring of the system during operation
Checking and monitoring the system during operation is another important aspect that is often neglected. It is important to regularly check whether the system is functioning properly and achieving the desired results. Examples of possible control and monitoring requirements include checking data integrity, analysing key performance indicators or conducting regular audits. If the system is not controlled and monitored, problems can go undetected and affect the efficiency of the system.
Conclusion:
Choosing a CAFM system requires careful planning and analysis in order to avoid the mistakes mentioned above. It is important to analyse your requirements, involve users, consider integration with existing systems, consider scalability, meet data security requirements, ensure ease of use, consider the provider's service and support, carefully plan and prepare the implementation, evaluate the system after implementation and control and monitor the system during operation. Careful system selection can help to improve the efficiency of facility management and save costs and time. It is recommended to seek expert advice when selecting a system to ensure that all aspects are taken into account.
A recent article on the CAFM blog emphasises the importance of choosing the right CAFM system. The article "The cost of not using CAFM" explains how companies that do not have an effective CAFM system implementhigh costs and inefficient processes. It is emphasised that the correct selection of a CAFM system is crucial in order to ensure the Advantages of facility management and achieve a positive return on investment. Read the full article here.
