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Streamlining facility management: The power of automation

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By Satish Alahari, Deputy Head – Specialist Services Group, Embassy Services Pvt. Ltd.

The demand for efficient and streamlined facility management services has never been higher. To meet this demand, the incorporation of automation into facility management services has become the cornerstone of providing consistent quality, cost-effective solutions, and a hassle-free experience for clients across various sectors. 

Streamlined workflow via automation

In the past, facility management often relied on manual processes for maintenance requests and issue resolution. Such methods were prone to delays and miscommunication, leading to unsatisfied clients and costly operational disruptions. However, with the advent of automation, facility management is entering a new era of efficiency.

Automation is key to optimising workflows. Take, for example, the implementation of an intelligent ticketing system, which automatically logs and prioritises maintenance requests. This not only speeds up issue resolution but also enhances productivity. Additionally, by empowering on-site teams to proactively raise tickets, automation ensures swift closure and customer satisfaction, setting a new standard for service quality.

Predictive maintenance

One of the most significant advantages of automation in facility management is predictive maintenance. This strategy utilises sensors and data analytics to monitor the health of critical systems and equipment in real-time. By collecting and analysing data, potential issues can be identified before they escalate into costly emergencies.

For instance, an automated HVAC system continuously assesses performance metrics and alerts facility managers to any anomalies. This proactive approach allows for timely maintenance, ensuring the comfort of building occupants while minimising downtime and repair expenses. It’s a win-win situation, where service quality remains high, and costs are kept in check.

IoT platform for enhanced monitoring

The Internet of Things (IoT) is another powerful tool in the facility manager’s arsenal. IoT technology allows for the efficient monitoring and regulation of asset performance, occupant comfort, and resource consumption, promoting sustainability practices. Beyond that, it facilitates proactive maintenance by monitoring foot traffic and occupancy levels, ensuring optimal operational efficiency.

A comprehensive CRM tool

In addition to automation, a comprehensive Customer Relationship Management (CRM) tool is indispensable for today’s facility management companies. This tool consolidates the functionality of various facility management tools, enabling on-site teams and clients to monitor, identify, and address process gaps in pursuit of continuous improvement.

Digital logbook

The technology module digitises Housekeeping (HK) and Mechanical, Electrical, and Plumbing (MEP) checklists, streamlining supervision and ensuring adherence to best-in-class standards. It also facilitates asset management by digitising the technician’s job card, maintenance checklists, 52-week PPM calendar, history card, asset abnormality alerts, AMC expiration alerts, and analytics to support maintenance management.

Employee feedback tool

Effective communication is at the heart of successful facility management. The feedback module empowers employee engagement by allowing them to share valuable feedback via a simple QR code scan. This open channel of communication fosters a culture of continuous improvement within operations, which, in turn, drives organisational growth.

The role of industry knowledge

While automation provides the technological backbone for modern facility management, industry knowledge remains equally important. Understanding the specific needs of different sectors and tailoring automation solutions accordingly is where expertise comes into play. By combining automation with a deep understanding of industry nuances, facility management companies can deliver superior service.

In conclusion, the adoption of automation in facility management is not merely a response to technological trends; it’s a commitment to excellence. Automation, coupled with industry knowledge, allows facility management companies to meet and exceed clients’ expectations, setting new benchmarks for quality, cost-effectiveness, and operational excellence. As technology continues to advance, embracing automation and staying informed about industry trends will be critical for staying competitive and providing top-tier facility management services.

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