IWMS vs CMMS: What’s the difference?
As the responsibilities of facilities management become broader and more complex, technology that is designed to make this more manageable and efficient is more vital than ever. That is where an IWMS offers significant value to an organisation.
Transform your environment
By bringing together a wide range of workplace management solutions, including real estate, maintenance, space management and environmental sustainability into one, streamlined system, IWMS software transforms the capabilities of FM professionals and plays a key role in making workplaces their most efficient, comfortable and cost-effective.
Here, we will discuss what an IWMS and its role in the wider world of facilities management, as well as the benefits you can reap by instituting this technology into your infrastructure.
What is workplace management?
Before we dive into IWMS in greater detail, it is worth exploring workplace management in general. Workplace management is a segment of facilities management that focuses on optimising the physical environment of the workplace and supporting the people within it.
The other side of the FM coin, business management, is centred around the activity that takes place within this environment. However, it is widely recognised that the quality of the setting surrounding this work is essential to ensure employees can work at their most productive.
So what do workplace management solutions actually do? Well, it encapsulates anything and everything that can be done to create the best possible environment for staff, whether they’re experienced managers or somebody figuring things out on their first day.
This incorporates:
- The layout of furniture and equipment within the workplace
- Organising room and desk availability to prevent double-bookings
- Supporting strategies for expansions to ensure optimal use of office space
- Managing seat assignments and further granular details
- Move management, including inventory checks and designing the new space
All of these seek to boost employee satisfaction by giving people clarity and confidence in the structure of their work environment, make work more efficient by automating substantial portions of their workplace management needs, and reducing overheads with a smarter use of space and more streamlined operations.
IWMS and other forms of workplace management software will typically be found in larger corporations. They have a lot of space to optimise and personnel to keep happy, and technology such as this helps them achieve this, ensuring there’s never an issue with the cleanliness or comfort of their environment or their workspaces are unavailable.
However, in an attempt to compete with larger organisations, smaller businesses have also been known to implement work management systems to aid performance. Of course, this will depend on its relevancy and available budget.
What is IWMS?
Now that we’ve established what workplace management entails, what role do Integrated Workplace Management Systems play in benefiting people’s working environment?
An IWMS is a single, comprehensive suite comprising of tools designed to manage, monitor and organise a physical workspace. While this has been a primary focus of FM teams for decades, this technology is actually a fairly recent development, as prior to IWMS software, its various components would need to be stretched across multiple platforms.
IWMS software is meant to bring everything that influences the workplace under one roof. Indeed, when Gartner first coined the term “integrated workplace management system” back in 2004, it was referencing software that integrates and manages the following five functional areas:
1. Real estate and lease management
This encompasses the acquisition and finances of properties within an organisations portfolio. Within an IWMS will be the capacity to organise transactions, manage their lease, request for proposal (RFP) management and tax considerations.
2. Facilities and space management
This covers the operation and organisation of the facilities within an organisation, and how employees manage this environment. This relates to everything from tracking and collecting data on assets and understanding the physical layout of a building (often by integrating CAD or BIM software into the IWMS), to the ways people can reserve rooms and desks.
3. Maintenance management
Like a CMMS (Computerised Maintenance Management System), part of the IWMS software handles the corrective and preventative maintenance required throughout facilities and the assets within them. This helps with creating work orders and PPM schedules, inventory and stock management, and assessing the condition of assets across their lifecycles.
4. Environmental sustainability
This encapsulates the ability to track energy usage and levels across an organisation, with the aim of reducing costs and helping an organisation become more energy-efficient and environmentally conscious. This will often integrate with various BMS (Building Management Systems) like thermostats, air conditioning and lighting to automate and manage their usage to support stronger sustainability.
5. Capital project management
Fifth and finally, this segment relates to the development of new facilities and other building projects. This incorporates aspects for the planning and design of the layout, funding and bidding, and financial accounting for the project in question.
Any software that integrates these various facets of FM can be considered an IWMS. However, since 2004 many examples of IWMS software has expanded beyond these five elements, incorporating elements like asset management, overall project management, site selection, and occupancy to provide even more comprehensive support to FMs and employees throughout the workplace.
As noted, in the past, these various aspects would be managed using a range of workplace systems and involve multiple departments. An IWMS brings these into a single, central location, with the aim of making FMs lives a lot easier and their actions more effective.
Do you require CAFM or IWMS software?
You might have seen this question asked a lot, or spotted articles on the “IWMS vs CAFM” debate. For some these terms are virtually interchangeable, while others see IWMS as the evolution of CAFM systems that encompass more features than this software.
Fundamentally, they both have a role as workplace systems. But, CAFM tends to have a firmer focus on the physical structure of a building and supporting the wellbeing of the people inside it. Its speciality lies in space planning and in many instances can be considered predominantly administrative.
In comparison, the reach of IWMS software extends further, as it not only influences how space is used within an organisation and looking after the people within it, but also incorporates environmental and lease management measures as well.
As time has passed, the IWMS or CAFM argument has lessened, with both technologies now more comprehensive in their support of FM teams globally. Indeed, in our own MRI Evolution product, we regard it as the ultimate CAFM/IWMS solution, as it takes on board the best elements of both kinds of software to present an all-encompassing tool for FM professionals.
What are the benefits of workplace systems?
Due to the wide array of features found within modern IWMS software, it offers significant benefits to organisations looking to control their workplaces like never before. Just some of the benefits include:
Compiling data for all assets and real estate
If you represent a multi-site organisation, having a central database containing all relevant, real-time asset and real estate data can be crucial for allowing FMs to keep tabs on their workspaces without needing to physically visit these locations or get regular updates from the ground level. This allows them to apply their time more effectively.
Reducing energy use and unnecessary expenditure
IWMS software enables stronger decision-making in relation to how energy is used around a site, and what can be done to reduce this where possible. Over time this can lead to substantial savings and help an organisation play their part in protecting the world around us.
Empowering and supporting employees
Fundamentally, an IWMS should make life easier for FMs, office managers and other administrators concerned with how their facilities are functioning. But beyond that, by managing the workplace to make it as comfortable as possible, this will boost their wellbeing and morale and encourage them to work more effectively.
Improved productivity
As well as heighten the productivity of employees by keeping them happy and healthy in their workplace, IWMS software can help monitor the performance of various assets, enables organisations to designate shared spaces for efficient working, and guide workplace processes to ensure they run at their most efficient.
Optimised use of space and resources
From extending the lifecycles of assets through more effective planned preventative maintenance (PPM), to optimising how space is employed and managed throughout all properties, this empowers FMs to manage their buildings more intently than ever.
Enhanced strategic planning
By keeping all valuable information in one space and visible through a solid user interface, this reduces the time FMs previously needed to devote to performing manual checks or interacting with numerous platforms. This allows them the headspace to think strategically about how they can truly maximise the space available within their organisation and best look after their members of staff.
Easier to meet compliance
The increased visibility offered by IWMS software makes it more straightforward for teams to ensure they are meeting their compliance requirements, as well as identify and fix any problem in a timely fashion. Whether this relates to energy management or handling of hazardous materials, this greatly streamlines any necessary compliance processes.
Integration with IoT and smart buildings
Smart buildings enhance workspaces by collecting data through the IoT and using this to further automate and manage systems across their facilities. An IWMS can collate this real-time data into strategic dashboards, allowing for organisations to run more seamlessly than they ever could before.
More straightforward reporting
By centralising all essential data into one resource, it is easier for FMs and other administrators to not only follow this information and use it to guide strategy, but also to pull out this data into clear, informative reports that give other stakeholders a clear sense of how efficiently their buildings are operating.
Introducing IWMS into your organisation
We hope this guide to IWMS has been eye-opening. The breadth of benefits and features this technology offers is transforming how FMs operate, driving greater efficiencies and improving the way workplaces meet the needs of the people within them day-to-day.
For the implementation and integration of IWMS software, it is critical that this is completed with the specific requirements of your organisation and the goals that you intend for it to achieve. This entails the need for an effective workplace strategy – one that lays a physical foundation for both new and existing employees to function to their full potential.
With that in mind, our team at MRI are always ready to assist you on the path to revolutionising your working environment. By offering IWMS consulting to understand what you need and expect from this software, to handling its integration into your existing infrastructure, we work closely with you to ensure you reap the maximum benefits from your system.
For more information about our approach to taking control of your working world, talk to our team today, or get hands-on with MRI Evolution by arranging your exclusive demo.
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How to use CAFM software effectively
Whenever somebody asks us how to use CAFM software, the immediate answer is that it depends. The capacity of this remarkable technology has become so vast in recent years that it can practically lend itself to any aspect of business continuity and operations.
Making the right choice
However, that flexibility and power mean that it is hard to directly answer how it is generally used – each system should be bespoke to meet the needs of its specific end-users. But, how effective it operates will depend a great deal on two factors:
- Who you choose as your vendor.
- How well you implement the software.
In this article, we’ll cover both of these considerations, meaning you can be confident of getting the most out of your CAFM software going forward.
What is CAFM software?
CAFM (Computer Aided Facilities Management) software is designed to support FM professionals and other key personnel responsible for all aspects of business continuity. This technology achieves this by streamlining FM duties and compiling the vast quantities of data contained within an organisation relating to its assets, structures and processes into one accessible, easy-to-operate program.
In this way, CAFM software has eliminated the need for reams of spreadsheets, blueprints and binders that FMs would need to keep tabs on. By storing and overseeing this information, these systems make it much more straightforward to understand how a business environment is operating, which consequently leads to:
- More efficient and proactive maintenance due to a better grasp of asset life cycles and requirements
- More knowledge of energy usage and the utilisation of space in a building, allowing this to be optimised over time
- More time and freedom for FMs to devote to strategies that will improve efficiencies throughout the company
- More empowerment to employees and other building users to play a role in making their working environment as well-kept, comfortable and cost-effective as possible
For an in-depth understanding of what CAFM software is and the benefits that it presents to FMs worldwide, we’d urge you to check out “An Introduction to CAFM Systems”.
How can you use CAFM software?
Due to the substantial scope that CAFM software offers to users throughout an organisation, the question “How do you use CAFM software?” is very open-ended – it will depend entirely on what the company in question needs it for.
Indeed, the focus of any successful CAFM software project should be about building an interactive relationship between the provider and the customer. Each organisation is different, and so their solution should never be a one-size-fits-all – it should be tailored to meet the precise needs of the client and the scale of their operations, ensuring they end up with a tool that fulfils their objectives and sticks within their budget.
For instance, a retailer might prioritise a CAFM’s software’s capacity to manage and control stock, so that orders can automatically be made when items reach a certain level. Alternatively, a building containing a lot of electronic or valuable items may wish to ensure that they have software for immediate leak detection.
The possibilities are practically endless with this technology, which is why simply providing an answer to how you use CAFM software is fairly redundant. How you would intend to use it could be vastly different from how another firm intends to use it.
Instead, we would like to devote this article to two essential components to ensure that your solution is the perfect fit – procurement and implementation.
How to use CAFM software: Finding the right vendor
As noted earlier, the partnership between the CAFM software provider and the customer is critical. With this technology, it is not a case of plugging it in and away you go.
This is the beginning of a long-term relationship, so it is critical that the vendor you work with not only provides software with features that meet your needs today – they need to also deliver consistent support, solid training, and develop a solution that can grow with your business.
So, how do you find the perfect provider? In our experience, before you start looking outwards, it’s important to look internally first.
A thorough audit of your existing FM processes will help guarantee that you have a complete understanding of what is required in your organisation. This, in turn, will allow you to formulate the goals you want your CAFM software to achieve. Common solutions that you might be seeking could include:
- Improving the speed, accuracy and reliability of data capture to support the automation of data processing
- Enhancing the organisation’s ability to reduce the need for human intervention and the costs this involves
- Introducing greater efficiencies to operations and better support for FMs and other end-users
However, you also need to consider the specific circumstances that may be affecting your organisation. For instance, do staff find double-bookings of meeting spaces a consistent problem? Is the cramped nature of the working environment a regular complaint? Are FMs struggling to push through helpful changes because they can’t report the right data to company executives?
Also, consider where your business might be in five years’ time. Right now, space management might be your top priority in how you see your CAFM software. But this could shift dramatically in a matter of years as your company evolves and technology changes. Your software needs to be capable of adapting as your goals and objectives shift.
Once these factors have been determined, you’ll be able to confidently answer that all-important question – what objectives should our solution fulfil?
Following the audit, you can then begin searching for vendors that can fulfil these objectives. When doing so, you’ll likely have thoughts over whether you require a hosted or cloud-based solution, if the CAFM software can work both as a mobile and static solution, and of course, you’ll have a budget to work within.
But make sure you’re thorough with your choice of vendor:
- Search online for CAFM software reviews and testimonials from clients – remember, who you choose will not just be your supplier but your partner
- Request a free demo of any software you’re interested in, as well as references or examples from their existing clients (particularly within your specific industry)
- Investigate the various payment options available to see if it can comfortably fit into your budget
- Research the various integrations the solution can perform to see if it meets your existing infrastructure
- Get evidence that they are continuing to develop their CAFM software, as this will indicate whether they can support your needs as your business evolves
- Receive reassurance about their capacity to offer support and training – this will be critical to ensuring everyone in your organisation gets on board with the system and that it returns an effective ROI
It feels like a lot to do, but keep in mind that the CAFM software you choose will ideally touch and benefit the entirety of your business operations. It should act as a fully integrated business tool, delivering information at all levels to benefit performance, efficiency and productivity.
With the customer scoping out their various requirements and the provider offering reassurance that their solution, both should work together closely from start to finish to ensure the end result delivers on these expectations. And that neatly brings us onto the next stage of the article – implementation.
How to use CAFM software: Implementing your software
The careful planning of the implementation of CAFM software and ensuring all data that is entered into it is clean and accurate is at the heart of formulating decisions and making facilities management strategies far easier.
First of all, you need to address the various pitfalls that can derail any attempt at implementation from the outset. These include:
- Failure to secure company-wide buy-in
- Lacking an advocate in senior management
- Missing or inaccurate data
To help overcome the first two of these hurdles, we’d recommend speaking to your provider to compile a meaningful business case for the solution you have in mind. We have helped many of our clients over the years produce this documentation, and know first-hand how it can alleviate any doubts directors and other executives may have about making this investment, and how it will lead to greater savings and efficiencies over time.
However, it takes more than just support at board level. You also need to make sure everyone in the company is willing to incorporate the CAFM software into their day-to-day duties. By setting out a timescale for this to be gradually introduced to team members and provide them with the necessary training, it is more likely they’ll be willing to accept this new approach.
During the implementation process, keep in mind that the harder it is for staff to learn the software, the more difficult it will be to implement and adopt it successfully when compared to an intuitive, easy-to-use platform. This should have been part of your thought process when determining which vendor to work with.
Ways this can be achieved during implementation include:
- Defining the various colours, icons and imagery that will be used within your software, especially with regards to its dashboard and reporting
- Customising menus, entry screens and prompts to ease employees’ experience using the system
- Adapting any training programs for ease of understanding
- Setting up relevant security codes and access rights to ensure that people only have access to the data and areas they need
- Writing or modifying the procedures manual so staff have a clear understanding of how to use the system
In relation to data absences or inaccuracies, again it is just a case of taking the necessary time to work alongside the supplier to ensure all your information is embedded into the system. A good CAFM provider will work closely with you to ensure no stone is left unturned that can hinder the performance or reliability of the software going forward.
To maximise the potential of how your CAFM software is implemented, stick to these three critical considerations:
- Establish clear milestones with your vendor on what needs to be achieved and when, to ensure your solution is set up in a timely fashion
- Nominate someone with the relevant expertise to lead the project on your side and communicate directly with your chosen provider
- Put the training and understanding of the CAFM software among your employees as a top priority, easing its adoption among your team
The implementation stage doesn’t represent an endpoint; the relationship should continue by means of ongoing support assistance, training of users, and relationship management.
Harnessing the power of CAFM software
We hope that this has given you a greater sense of why it’s difficult to explain how to use CAFM software, and what steps need to be taken to ensure that your system meets the unique objectives of your FM team and processes.
Remember that a good provider will identify the ongoing real-time needs of a customer, meaning the services provided extend beyond the use of the technology and address the streamlining of their business processes. At MRI, we have provided this service and attention to detail for our clients for 30+ years, unlocking their ability to control, harness and utilise their data for the benefit of their overall operations.
For more information on how to use CAFM software and how we can tailor our all-encompassing solutions to meet your requirements, contact our team today.