Facilities management is extremely fast-paced and often comes with a wealth of challenges and hurdles to overcome. From the extreme workload and emergency maintenance issues, to ensuring compliance and sharing property data with key stakeholders—there is a lot to manage.

So, what are the main challenges that facilities managers (FMs) and facilities management companies face? And how can Computer Aided Facilities Management (CAFM) software help conquer them?

1.Managing a high workload.

Facilities managers are often inundated with a variety of tasks, ranging from routine maintenance to emergency repairs, space planning, and asset management. Juggling these responsibilities can be overwhelming, leading to potential oversights and decreased productivity.

CAFM software streamlines workflows by automating routine tasks, providing a centralised platform for work order management, and enabling real-time monitoring of ongoing projects. This empowers facilities managers to prioritise and allocate resources effectively, ensuring that critical tasks are addressed promptly.

With real-time data, Elogs CAFM can automate manual processes and allow FMs to see what is happening across their buildings at any given time. Essentially, this removes the tedious task of manual tracking, increases efficiency, and drives productivity.

2.Responding to emergency callouts.

Building emergencies can strike at any moment, demanding immediate attention and swift action from FMs. Delayed responses can result in costly downtime, safety hazards, and dissatisfied occupants.

That’s why Elogs CAFM+ Service Desk is such a life saver. Our service desk team takes responsibility for all building issues, seeing them through from start to finish. Ultimately, this means that facilities managers don’t need to be on call round-the-clock.

With a service desk, property issues can be addressed promptly, minimising disruptions and maintaining a safe and functional environment for tenants.

3.Keeping property data up-to-date.

In facilities management, accurate property data is crucial for effective decision-making and resource allocation. However, manually maintaining this information across multiple systems and spreadsheets can be a daunting task and is often prone to errors and inconsistencies.

Elogs CAFM consolidates all property data into one centralised database, ensuring that information is readily accessible, accurate, and consistently updated. Our CAFM system stores all your documentation, tracks actions, and allows you to see comprehensive audit trails.

With full visibility and real-time data of buildings and assets, FMs can make data-driven decisions, in addition to improving asset performance. Essentially, this streamlined data management approach enhances operational efficiency and facilitates informed decision-making.

4.Ensuring building compliance.

Compliance with regulatory legislation is a critical responsibility for facilities management companies . Failure to adhere to these standards can result in costly fines, legal implications, reputational damage, and potential safety hazards.  There are many ways that a CAFM system can help FMs ensure compliance.

Elogs CAFM helps facilities managers to track and monitor regulatory requirements, schedule property inspections, plan maintenance works, and maintain detailed records—all of which help in keeping buildings complaint. CAFM platforms also store all critical facility-related data, including asset information, maintenance records, and work order requests.

By consolidating this information in a central database, FMs can see exactly what activities need to be carried out when and where across their buildings. By harnessing the power of CAFM technology, FMs ensure that their properties remain compliant, mitigating risks and fostering a safe and secure environment for occupants.

5. Sticking to an annual budget.


With an endless list of maintenance activities, suppliers and contractors, and tenant requests—FMs can struggle to stick to an annual budget. Effective budget management is essential for the financial sustainability of any organisation.

Facilities managers must carefully allocate resources, prioritise expenditures, and identify cost-saving opportunities. CAFM software provides robust financial management capabilities, allowing facility managers to track expenses, forecast budgets, and analyse cost trends.

Elogs CAFM provides reporting and analytical tools to give FMs all the data needed to take control of their business’ finances. CAFM can also help to identify spending trends which makes it easier to forecast accurately for the next financial quarter.

By getting to grips with the most and least costly activities across your buildings, CAFM reduces the risk of poor budget allocation. This data-driven approach empowers informed decision-making, enabling facilities managers to optimise resource allocation and maximise cost-effectiveness.

6.Meeting sustainability targets.

As environmental concerns continue to gain prominence, organisations are increasingly focused on reducing their carbon footprint and implementing sustainable practices. Facilities management companies play a crucial role in achieving these goals by optimising energy consumption, minimising waste, and promoting eco-friendly initiatives across their buildings.

CAFM systems offer advanced sustainability management tools, enabling facility managers to monitor energy usage, identify inefficiencies, and implement targeted strategies to reduce environmental impact. Elogs CAFM can help reduce the burden of managing Environmental, Social, and Governance (ESG) compliance alone.

With tools for data collection, analysis, and reporting, CAFM can help businesses efficiently monitor, manage, and optimise their operations from a sustainability perspective. This data-driven approach ensures that sustainability targets are met while fostering a greener and more responsible operational model.

7.Selecting reliable suppliers and contractors.

Choosing the right suppliers and contractors is critical for ensuring quality service, cost-effectiveness, and timely project completion. However, evaluating and vetting potential partners can be a time-consuming and complex process.

Elogs CAFM system integrates with Prosure360, a supply chain management software, which provides total supply chain control. This unique platform shows whether your contractors and suppliers meet your specific business requirements.

With our integrated platforms, FMs don’t need to worry about the legitimacy of their service providers. This empowers facility managers to make informed decisions, selecting reliable partners who align with their organisation’s standards and requirements. We have also recently added a new feature to the Elogs CAFM allowing the client to rate their service providers.

8.Sharing data and information securely.


In today’s digital age, data security and information sharing are serious concerns for every business. Facilities management companies must ensure that sensitive data is protected while enabling seamless collaboration and information exchange among stakeholders. CAFM systems incorporate robust security measures to safeguard sensitive information.

Acting as a single source of truth for FMs, Elogs CAFM system makes it easy to find relevant information quickly, helping to save time and resources. Additionally, Elogs CAFM facilitates secure data sharing, enabling FMs to collaborate effectively with internal teams, key stakeholders, service providers, and external partners.

9.Driving effective preventative maintenance.

Preventative maintenance is a critical aspect of facility management, helping to extend the lifespan of assets, minimise downtime, and reduce long-term costs. But, manually tracking and scheduling maintenance activities can be a daunting task, prone to errors and oversights.

CAFM software automates preventative maintenance schedules, providing real-time alerts and notifications to ensure that maintenance tasks are performed on time. Elogs CAFM offers a PPM tool which makes it easy for FMs to streamline workflows and keep control of planned maintenance activities. This proactive approach minimises the risk of equipment failures, enhances asset longevity, and optimises operational efficiency. The Elogs Service Desk team also help to increase efficiency because they chase any work that has not been completed according to the PPM schedule. This means that all jobs stay on track.

10.Being present 24/7.

Facilities operate around the clock, and facilities managers should prepare to address issues and respond to emergencies at any time. However, maintaining a constant physical presence can be challenging and resource intensive.

That’s why Elogs CAFM comes fully equipped with a dedicated 24/7 service desk. Acting as an extension of our clients’ business,  our service desk team enables tenants to call up anytime, day or night, and get their building issues sorted quickly and easily. For facilities management companies, this means that they can always deal with their tenants’ problems or requests.

This helps to foster a responsive and efficient operational model and allows FMs to build better professional relationships. The challenges that FMs face are multifaceted and ever-evolving. However, by embracing the power of CAFM software, these professionals can effectively navigate the complexities of their roles, streamline operations, and drive operational excellence.

From managing high workloads to ensuring compliance and sustainability, CAFM systems provide a comprehensive suite of tools. These tools empower facilities managers to overcome obstacles, optimise resource allocation, build a brilliant reputation, and deliver exceptional results.

By leveraging the capabilities of these advanced software solutions, FM companies can position themselves as industry leaders, driving innovation and setting new standards for operational efficiency and performance.

Embrace new technologies like CAFM or you’ll be in danger of getting left behind! Stay ahead of the curve with Elogs CAFM!

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