CAFM software is becoming an increasingly popular tool for facilities managers (FMs). But how is Computer Aided Facilities Management (CAFM) better than a spreadsheet? FMs have used spreadsheets as the go-to facilities management tool for a long time. Spreadsheets were used to track properties and assets before facilities management software became available. So why should facilities managers now switch to CAFM?

Although spreadsheets may be familiar, FMs must adopt digital techniques to remain competitive. In this article, we’ll highlight exactly why CAFM systems are the best option to streamline facilities management.

Why do facilities managers still use spreadsheets?

One of the main reasons that FMs still use spreadsheets is because they’re familiar. Most facilities managers know how to use Microsoft Office programmes and don’t require training. Also, spreadsheets aren’t generally a big investment, so it seems like the cheapest and easisest tool to use. Although CAFM is much more effective, you need to make the case for investment to senior leaders.

Spreadsheets are easy to set up, unlike Computer Aided Facilities Management systems which require an implementation plan. However, if you choose a trustworthy software provider, implementation should be simple and seamless. There is a common misconception that the old way is the best way—but not in this case. If facilities managers refuse to get on board with modern technologies, they risk lagging behind their competitors. To be an industry leader in facilities management, CAFM is not just a solution, it’s a necessity.

What is a CAFM system?

If you are a facilities manager who still uses spreadsheets, you may be wondering what is a CAFM system? Computer Aided Facilities Management (CAFM software) helps you manage buildings, infrastructure, and assets more effectively. It gives facilities and property managers total visibility and better control of their buildings, making building maintenance easier.

CAFM systems can be especially useful for implementing planned and reactive maintenance, ensuring properties are well-kept and compliant. There are many benefits of CAFM for facilities managers and property managers alike, which is why it has become such a popular tool.

Planned preventative maintenance is generally a better approach as it allows you to save money and drive business efficiencies. Elogs CAFM can provide a built-in PPM planner to help you schedule regular maintenance activities.


Why is CAFM software a more effective facilities management solution?

If we compare spreadsheets to a CAFM system, there is no competition. Here are 5 ways that CAFM systems outperform spreadsheets:

Access real-time data


Unlike spreadsheets, CAFM software gives you access to real-time data. This gives you complete transparency of everything that’s happening in your buildings at any given time. Important information, relating to maintenance work and suppliers, can easily become outdated when using spreadsheets. With Computer Aided Facilities Management, you can keep your property data current and accurate.

Instead of manually updating spreadsheets, a CAFM system automates these processes and reduces the chance of errors. This also means you can reallocate staff time to maximise productivity and focus on other business priorities. Access to real-time data also allows for more accurate analytics reporting, enabling you to better track progress and monitor your properties and assets. With real-time status updates, you can ensure property compliance, keep equipment in good working order and drive business efficiencies going forward.

Automate manual tasks

As you can imagine, spreadsheets require a good deal of manpower. Given that spreadsheets require you to input data manually, it can be a particularly tedious task. If your business still uses spreadsheets to keep track of your properties and assets, you are probably wasting a lot of unnecessary time and energy.

There is also much more room for error with spreadsheets. In facilities management, job requests are raised, accepted, and then tracked through to completion. Using spreadsheets to record each job from start to finish is not only laboursome, but also risky. Research even suggest that 90% of spreadsheets contain human errors due to incorrect data entry or other manual mistakes.

CAFM reduces the risk of human error and automates these manual processes. It logs job requests on the system and tracks its progress through to completion. The software offers updates and notifications, giving you a holistic view of your buildings in real-time.

With Elogs CAFM, you can even track actions and see comprehensive audit trails so that everyone stays informed. By making the most of CAFM automation, you can reallocate staff time to maximise productivity and focus on other business priorities.

Implement preventative maintenance

Planned preventative maintenance is a crucial part of building management. That’s why 60% of businesses associate preventative maintenance with decreased downtime and improved safety. However,  it’s much harder to implement a PPM strategy using spreadsheets. Although you can use spreadsheets to schedule maintenance activities, there is a distinct lack of functionality to carry out effective preventative maintenance.

Spreadsheets can’t provide real-time updates. This is problematic because maintenance planning requires accurate information to make predictions and plan routine activities. It’s also important to consider the amount of time it would take to set up PPM templates and input data into spreadsheets. Computer Aided Facilities Management allows you to efficiently track maintenance activities, monitor asset performance, and generate comprehensive reports for better decision-making.  A CAFM system with a built-in PPM planner can significantly reduce business costs.

Store Important documentation


Spreadsheets may allow you to input basic information and data, but you shouldn’t store important documentation in spreadsheets. Although you can password protect certain documents, spreadsheets are still extremely susceptible to security breaches. Anyone who has access to your spreadsheets can easily alter or corrupt delicate information, putting your documentation at risk.

When managing a large property portfolio, you need to guarantee the safety and integrity of your data. That’s where CAFM comes in. CAFM systems gives you full visibility of your supply chain by storing all documentation in one place, keeping it safe and secure. Using this software, you can restrict editing access to protect important documents such as compliance certifications or lease agreements.

Elogs CAFM always ensures that your documents are stored securely and can be accessed at any time. The platform also allows you to receive document expiry reminders and monitor documents effectively. CAFM software can help FMs manage any number of sites, properties, and assets at a glance.

Share data with key stakeholders

In the same way that storing documentation in spreadsheets is risky, sharing can also be a tricky process. In property management, you often need to share various documents with tenants, suppliers, and key stakeholders within your business. Given that spreadsheets can easily become out-of-date or inaccurate, it makes it difficult to share relevant data with those requesting it.

With real-time data and easy-to-access information, CAFM provides the perfect platform to communicate with stakeholders and share reports. This intuitive software makes it much easier to find relevant information, so that you don’t have to trawl through endless spreadsheets to find the data you’re looking for.

If you want your business to grow, making the switch to CAFM is a no-brainer. As a small business, a spreadsheet system might be enough for the time-being, but eventually you will need to evolve. Automation is the key to scaling up, and the more properties you manage, the more you’ll need a advanced facilities management software. Elogs CAFM provide a user-friendly, state-of-the-arts platform with offer a 24/7 service desk to make sure nothing gets dropped. Implementing a CAFM system is easy with Elogs, so don’t settle for inefficient spreadsheets.

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