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Three Big Ways People Will Screw Up Your Facilities Management Software

Posted by Christie Turner on Jul 2, 2019 11:40:00 AM

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That’s right – if your facilities management software isn’t delivering the results you’d hoped for, it might be worth considering whether you and your team have inadvertently been undermining it.

“But wait,” you might be saying. “I thought the software was supposed to make us better at our jobs.” It does (if it’s the right software)! It just needs to be unleashed. Here’s what to watch for to fix your people–technology interface:

1. Manual processing instead of automation.

Your people shouldn’t be struggling to sync information across different systems or wasting precious time on processes that can easily be automated. If you’re seeing the following situations, you’ve got a humanware problem that can be solved with software integrations:

  • Manually importing and exporting information to exchange it between systems.
  • Someone tells you, “I spend about an hour a day on that spreadsheet we import into the accounting system.”
  • You learn that a report isn’t accurate because one field has to be manually imported from another system.

Automating routine tasks isn’t just a major time saver for your people, it also gives you better data faster – a firmer foundation for your decision making at all points in your business process. Software integrations free up your people to do what only people can do well, and puts computers to work on the tasks they do best. Integrations are a win-win for everybody.

2. Limiting access to critical data.

A secure system has defined user roles, but if you don’t know your users’ actual real-world roles, you may find that they don’t get what they need from the system. Do you hear things like:

  • “Oh, only Connie has access to that.”
  • “I never really log in.”
  • “I can never find what I’m looking for in the system.”

How do you make sure your people have appropriate access to the tools and data they need?

To ensure successful use of CMMS software – and all the business advantages that go with it – you need a clear understanding of what each user does. Then you can create and assign appropriate roles in the system with everything your people need to succeed.

When people can’t find what they need to do their jobs, they’ll create workarounds that undermine efficiency and negate the value of your CMMS. Talk to your people, create robust roles in the system and set them free to work together.

3. Limiting the ways people can work with the software.

These days, people expect to work the way that’s most comfortable to them. If you install facilities management software and then limit how users can interact with it, you’re undermining it from the start. You can tell that the system isn’t meeting your people where they are if you hear things like this:

  • “We didn’t turn that feature on.” 
  • “We’ve got that locked down on mobile.”
  • “I’ll go back to my desk and approve that for you.”

How can you maximize how your people use the software?

Give your people the power to work as efficiently as possible, with the same ease with which they order products online. Most people are very comfortable with mobile apps today, and giving your facilities management team the power of productivity anywhere means they won’t be devising inefficient workarounds everywhere.

The people you work with are incredibly resourceful, and when they can’t do their jobs within the facilities management software you’ve given them, they’ll improvise other ways to get work done. These ways will be less efficient, less effective and entirely opaque to the rest of your team, which was much of the reason why you opted for the software to begin with. Give your people what they need to work easily with your CMMS and you’ll never have to worry about your humanware undermining your system again.

If your system doesn’t have the human–technology friendliness, security and flexibility your team needs, contact Corrigo to learn more about the industry-leading platform for Facilities Management.

Topics: CMMS, Communication, Work Flow Automation, Visibility, Automation, Collaboration, Efficiency