What is computer-aided facility management (CAFM)?

Facilities managers are, more than ever expected to do more with less. From reducing operational costs and meeting sustainability targets to ensuring safety and compliance across buildings, the role has become increasingly complex. To meet these challenges many organisations are turning to technology – and one of the most widely adopted solutions is computer-aided facility management (CAFM) software.

In this post, we explore what a CAFM system is, how it works and why it’s essential for managing facilities efficiently in a tech-driven world.

Key features of CAFM and the problems they solve

CAFM platforms are designed to streamline the day-to-day management of facilities, assets and workspaces. By centralising data and automating workflows, they provide facilities teams with visibility, control and actionable insights.

Work order management

At its core, CAFM helps facilities teams organise and track maintenance tasks. Instead of relying on spreadsheets or paper-based requests, managers can create, assign and monitor work orders from a single dashboard. This ensures nothing slips through the cracks, improves communication across teams and helps reduce downtime for critical systems.

Asset management and tracking

With CAFM, organisations can maintain a central register of assets, including their location, condition and lifecycle data. This visibility enables better planning around preventive maintenance, reduces unexpected failures and helps extend asset lifespans.

Space and occupancy management

CAFM provides detailed insights into how space is being used, helping businesses optimise layouts, plan moves and avoid wasted square footage. For companies adopting hybrid work models this functionality is crucial in aligning office space with actual demand.

Energy and sustainability tracking

Modern CAFM systems often include tools to monitor energy consumption, water usage and emissions. By analysing patterns, facilities managers can identify inefficiencies and implement corrective measures that support sustainability goals and contribute to Net Zero initiatives. (See also: energy-efficient building strategies).

Mobile access anywhere

With mobile-enabled CAFM software, maintenance teams can access work orders, asset data and floor plans directly from their devices. This eliminates delays, ensures updates happen in real time and allows staff to remain productive while on the move.

What are the pros and cons of using CAFM?

Like any technology, CAFM systems come with advantages and considerations.

Pros

Improved operational efficiency

By automating routine tasks, CAFM reduces administrative overhead and ensures facilities run smoothly, freeing up teams to focus on strategic improvements.

Cost savings

Optimising space usage, preventing asset downtime and reducing utility waste all contribute to lower operational costs over time.

Better data for decision-making

With real-time reporting and analytics, facilities teams can monitor facility management KPIs and make data-driven decisions that improve performance.

Enhanced compliance and safety

Centralised data and automated reminders ensure inspections, certifications and audits are completed on time, reducing compliance risks.

Supports ESG and sustainability goals

By tracking energy and resource usage, CAFM plays a key role in helping organisations meet sustainability targets and demonstrate progress against ESG commitments.

Cons

Cost of implementation

CAFM can be a significant investment for smaller organisations, with costs including software licences, hardware, training and support.

Lengthy set-up

Depending on the scope of the implementation, rolling out CAFM across an organisation may take time and require internal resources for training and support.

Data cleansing

For CAFM to deliver value, data needs to be accurate. Cleansing and preparing asset data before implementation can be a major undertaking.

Ongoing maintenance

CAFM is not a “set and forget” tool. It requires continuous updates, upgrades and dedicated resources to ensure it delivers ongoing value.

CAFM vs IWMS

CAFM is sometimes grouped together with IWMS (integrated workplace management systems), but there are important differences. Both solutions help organisations improve efficiency and transparency, yet they operate at different scales.

• CAFM is primarily focused on facilities operations, helping teams manage maintenance, assets, energy usage and space on a day-to-day basis. It is tactical in nature, giving facilities managers the tools they need to keep buildings running smoothly.
• IWMS, on the other hand, has a much broader remit. It integrates multiple aspects of real estate and workplace management, including lease administration, capital projects and sustainability initiatives. It is a strategic solution, often deployed enterprise-wide across large organisations with multiple sites.

While CAFM is well-suited to small and mid-sized businesses or teams that need a more focused operational tool, IWMS is designed for large, complex estates where cross-functional data integration is critical. For example, MRI’s own solutions demonstrate how the two can complement each other, with CAFM driving facilities efficiency at the operational level and IWMS providing visibility at the portfolio level.

CAFM vs CMMS

Another common comparison is between CAFM and CMMS (computerised maintenance management systems). While the two share similarities, they are not interchangeable.

• CAFM covers a broad spectrum of facility management needs. It includes space utilisation, occupancy planning, floor mapping, asset location, lease administration and sustainability tracking. In other words, it looks at the big picture of how facilities operate and integrates multiple functions into one system.
• CMMS by contrast, is narrowly focused on maintenance management. It deals specifically with scheduling preventive maintenance, creating work orders, tracking repairs and monitoring the efficiency of maintenance teams.

Both solutions offer significant benefits, but their scope differs. A CMMS is more tactical, ensuring equipment and assets remain functional through timely maintenance. A CAFM solution is more strategic, providing insight into how facilities are used, how costs can be reduced and how sustainability goals can be achieved.

For many organisations, the two systems can work together. A CMMS might handle the day-to-day scheduling of maintenance tasks, while a CAFM system integrates that data with broader insights around space, energy and asset performance. This creates a more holistic approach to facility management, ensuring both tactical needs and long-term strategies are supported.

For more detail, see our guide on CAFM and CMMS.

Contact MRI Software

For companies looking to optimise facility operations, enhance asset performance and integrate sustainability initiatives, MRI’s facilities management software offers industry-leading CAFM solutions. For organisations that need to reduce maintenance costs and extend asset lifespans, MRI’s CMMS provides advanced capabilities to manage the full asset maintenance cycle. Contact us today to learn more.

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