For those of you tracking with me…this is PART 4 of our 5 part series about the benefits of using Facility Management Software for work order processing, equipment tracking and so much more.
If you have not been tracking with us (and we know who you are), then you can see the first three post on our BLOG page.
Last time we left off looking at some of the salient reasons to use a web based facility management software package…I will not review them all as it would take too long…so let’s jump in to the last few…ready?
- Historical Data: I have used the P90X workout series…it is really good and the trainer keeps reminding us that we need to write down what weights we use and how many reps. He uses a cute little phrase to say “if you don’t know what you’ve done, how can you know what you need to do”? That same applies to our building management and maintenance. If you are not tracking what you have done…then how do you know what needs to be done in the future? If you are not tracking when a HVAC unit was last serviced, how will you know when it needs to be done the next time? Having a database that lists your equipment and the historical data will give you great insight on the condition of the equipment and the steps that may need to be taken in the future. This kind of tracking is not just to have data of the past, but to help plan for the future.
- Asset database: Do you know the make, model, serial number and filter size of each piece of equipment at your facility? Do you know what kind of light bulbs you have and how many fixtures in the facility use that type bulb? Stop for a second…tell me the size water heaters you have as well as the make and model number…can you do that? How many exit signs do you have…and what kind of bulbs do they utilize? Now, I would not expect you to know all of this off the top of your head…but could you, with a few clicks, get to this data? Is it written on a legal pad or tucked away in the corner of your mind. These are tough questions that need to be asked and answered.
- Warranty tracking: Have you ever paid for a service call to later find out that it was under warranty? How did that make you feel? Were you able to get a full refund? I have witnessed, far too often, when a church just gets work done because something is not functioning correctly without much consideration as to the warranty that may still be active. This is a waste of Kingdom dollars and frankly; it frustrates me. I have a client right now that had been calling subcontractors to get work done…and in some cases paying directly for said work…that was the responsibility of the general contractor that built the space. This was not the contractors fault, but rather the church did not have a system in place to know what items were still under warranty. Knowing what the warranty is for your major components can save you a great deal of money…short term and long term.
So…this wraps up the “why” portion of our discussion. Next time, in our last segment, we will look at the features that you should consider when evaluating different solutions…and yes…I suggest you do your due diligence to find the RIGHT solution for your church. There are several good applications on the market. Some are geared primarily toward churches and others are more “commercial” applications but may still meet your needs. Do your research…and take advantage of Free Web Demos…they can be invaluable.