FMJ.CO.UK CAFM FOCUS
OCTOBER 2019 29
CAFM plays an essential role in meeting the
needs of FMs in properly maintaining and
organising these locations, and presenting
the most productive, beneficial working
environment for everyone utilising them.
An immediate benefit of CAFM so ware
is in clearly visualising the space available
through an intuitive floor layout interface.
This enables FMs to e ectively organise desk
use in the building, ensuring all available
space is optimised and any maintenance
work can be prepared in advance.
Furthermore, powerful room booking and
meeting reservation applications support
the e ective administration of the building.
These apps allow users to reserve areas
independently, informing FMs of what areas
need to be prepared in advance, all through
an easy-to-use app.
Another benefit CAFM o ers coworking
is how it enhances the way users engage
with their FM teams and each other. The
range of social engagement apps available
on these systems helps to ensure the
sociable atmosphere required to maximise
the e ectiveness of these spaces, and that
any facility-based issues a ecting users’
productivity or comfort are rapidly flagged,
logged, prioritised and handled.
FSI’s social application ChatLog, for
example, enables users to immediately
highlight problems with the facilities utilising
predefined questions, giving FM teams clear
information on the issue, the volume of
people a ected and the level of priority it
should take.
Fundamentally, as the number of
coworking locations continues to rise,
FMs need to consider tools that help
them to e ectively maintain these
facilities to the required standard, as well
as cutting-edge apps developed to create
the positive, productive and collaborative
atmosphere that these locations are
expected to provide.
GARY WATKINS
CEO, SWG
FM has transitioned from a reactive
service to a strategic, forward-thinking
discipline. It is the backbone of an agile
working environment, providing the
communication and insight to keep o ice
spaces operating e iciently, for a happy
and productive workforce.
At a fundamental level, CAFM allows
facilities teams to manage resources
e ectively. Work is completed more
quickly and the probability of equipment
breakdown is reduced, thus creating
a more productive environment. Used
more widely, CAFM can keep the whole
workforce running smoothly through
space management and automation
capabilities.
Space management functionality
within CAFM is invaluable in maximising
the potential of a shared environment.
Detailed floorplans not only show the
locations of desks and resources for
hot desking, but can also be tagged
and colour-coded to help keep track of
contracts and occupancy for
charge backs and reporting.
So ware can be used to
identify underused
space by testing
various layout
scenarios right
down to desk
level in order to
create the best
possible working
environments.
Hot desking is
known to require less
space than a traditional
static o ice layout, but it
also provides opportunities
for employees. O ice users can easily
book a desk based on its location or
proximity to other resources or teams
to minimise time wasted looking for a
seat or a printer, for example. Working
at di erent desks also provides the
opportunity to interact with other
members of the organisation, stimulating
new ideas and communication for a truly
agile business.
Multiple contracts can easily be
managed within the same platform, so
service providers or building owners
can manage di erent tenants without
confusing or accidentally sharing
information with the wrong parties. For
example, reports can be produced for the
whole building or for one area, and the
tenants using the CAFM system to book
space will only be able to see availability
within their own area.
The same is true of self-service; tenants
can request services, report faults or
book rooms or desks within their area
quickly and easily, as the system only
shows information relevant to them.
Ultimately this means people
are more likely to use the CAFM
application, keeping it updated
and ensuring the continued
smooth running of the working
environment.
Self-service check-in
has an important place in an
agile workplace, improving the
fl ow of people and information
throughout the building.”
Self-service check-in has
an important place in an agile
workplace, improving the flow of
people and information throughout
the building. CAFM can take care of the
whole process, from capturing sign-in and
taking a photograph through to printing a
name badge. A custom notification is then
sent to the host to advise of their guest’s
arrival.
A recent development that enhances
the functionality of CAFM systems is 3D
building information modelling (BIM),
which is becoming ingrained within
organisations, and complementary
technology is working to make it more
accessible to facilities professionals. For
example, using a smartphone to scan a QR