How to automate facility management workflows

Managing facilities efficiently is becoming increasingly complex, with traditional manual processes leading to delays, higher costs and operational inefficiencies. From tracking work orders to ensuring regulatory compliance, facility managers face numerous challenges that slow productivity and increase risk. Automating key workflows can streamline maintenance scheduling, improve asset tracking and enhance overall space utilisation. With the right tools, facility teams can reduce downtime, cut costs and improve the workplace experience.

At MRI Software, we provide industry-leading facilities management software designed to automate key workflows and improve efficiency. Our solutions include essential facility management software features such as predictive maintenance and compliance tracking. Leveraging AI in facilities management, we help organisations optimise their operations, reduce risk and future-proof their property management strategies.

Table of contents:

• Why automate facility management workflows?
• Key facility management workflows to automate
• How to implement an automated facility management system
• How MRI Software supports facility management automation

Why automate facility management workflows?

Managing facilities efficiently requires a streamlined approach to maintenance, asset tracking, space utilisation and compliance. Traditional facility management workflows often rely on manual processes, leading to inefficiencies, delays and increased operational costs. By automating these processes, facility managers can improve efficiency, reduce errors and ensure seamless operations.

Common challenges in traditional facility management workflow

Many facility management teams still rely on outdated systems, spreadsheets and manual paperwork to track maintenance requests, asset lifecycles and compliance requirements. This leads to common challenges such as:

• Delayed responses to maintenance requests: Without a centralised system, work orders can be misplaced or overlooked, leading to prolonged downtime.
• Inaccurate asset tracking: Manual record-keeping makes it difficult to monitor asset conditions, leading to unplanned repairs and replacements.
• Poor space utilisation: Without automation, organisations struggle to optimise office layouts and track occupancy rates.
• Compliance risks: Keeping up with regulatory requirements manually increases the risk of non-compliance and potential fines.

Benefits of facility management automation

Automating facility management workflows offers several advantages that enhance operational efficiency and decision-making. Key benefits include:

• Faster response times: Automated systems streamline work order submissions and prioritisation, ensuring issues are resolved promptly.
• Cost savings: Predictive maintenance and automated scheduling reduce repair costs and extend asset lifespans.
• Improved compliance: Digital tracking ensures all necessary inspections and audits are conducted on time.
• Optimised space management: Real-time occupancy data helps businesses allocate resources effectively and improve space utilisation.

Key facility management workflows to automate

1. Work order management and maintenance scheduling

Automating work order management ensures that maintenance requests are received, assigned and tracked in real time. Facility teams can schedule preventive maintenance, monitor ongoing repairs and receive notifications for overdue tasks. Automation reduces delays, prevents missed service requests and enhances overall maintenance efficiency.

2. Asset tracking and predictive maintenance

Manual asset tracking makes it difficult to monitor equipment performance and schedule necessary maintenance. Automated asset management solutions use IoT sensors and AI-driven analytics to predict when an asset is likely to fail, allowing facility managers to take proactive measures. Predictive maintenance minimises costly downtime and ensures the longevity of critical assets.

3. Space management and occupancy tracking

Optimising space usage is crucial for businesses looking to improve efficiency and reduce real estate costs. Automated space management solutions provide real-time occupancy data, allowing facility managers to adjust layouts and allocate workspaces based on actual usage patterns. This ensures maximum space efficiency and enhances workplace experience.

4. Vendor and contract management

Managing vendor relationships and contracts manually can be time-consuming and prone to errors. Automation helps track contract lifecycles, manage renewals and ensure vendors meet compliance requirements. By digitising vendor management, facility teams can reduce administrative overhead and improve supplier accountability.

5. Compliance tracking and reporting

Meeting regulatory requirements is essential for maintaining safe and legally compliant facilities. Automating compliance tracking ensures that inspections, certifications and audits are completed on time. Digital documentation allows facility managers to generate reports quickly, reducing the risk of non-compliance penalties.

How to implement an automated facility management system

Choosing the right tools

Selecting the right facility management software is the first step toward automation. A robust platform should include features such as automated maintenance scheduling, real-time asset tracking, space utilisation analytics and compliance management tools. Cloud-based solutions offer additional advantages, enabling facility teams to access data from anywhere and collaborate efficiently.

Integrating automation with existing software

Facility management automation works best when integrated with existing enterprise systems such as ERP, HR and financial management software. Seamless integration ensures that data flows between different departments, eliminating redundant data entry and improving decision-making.

Training staff to adopt new automated workflows

Successful automation requires proper training and change management. Facility managers should educate staff on how to use new tools effectively, provide ongoing support and encourage adoption through clear communication of benefits. User-friendly interfaces and intuitive dashboards help employees transition smoothly to automated workflows.

How MRI Software supports facility management automation

At MRI Software, we provide industry-leading solutions to help organisations automate facility management processes. Our comprehensive software suite includes space management software for real-time occupancy tracking, predictive maintenance tools to extend asset lifespans and automated compliance management to ensure regulatory adherence.

By leveraging our technology, facility managers can reduce operational inefficiencies, optimise resource allocation and enhance overall facility performance. Whether you’re looking to improve work order management, streamline vendor relationships or automate asset tracking, MRI Software offers the tools you need to succeed. Find out more by contacting us today on +44 (0)203 861 7100.