Companies that adapt new technology-based solutions expect to realize an increase in profit through operational efficiencies, this is especially true for Maintenance related software. Today’s facility managers, environmental engineers and building owners who have embraced such notion to make wise investments in technology, have improved the ways they manage expectations and outcomes. Naturally, the more automated they make their processes, the faster they can execute on the expected improvements. And, the more streamlined the operations become, the more information they have at their fingertips to make those key business decisions that will boost profit and reduce costs.
So, what’s the catch? Technology solutions are not always so simple to implement and what is promised isn’t always what is delivered. To prevent your business from getting bogged down by a long and expensive process, it’s important that you consider the major hot-points of implementing a new way of doing business and selecting the right software for your organization.
Efficiency
Is this solution going to make my business more efficient? Obvious question - yes, but history shows that many companies get so focused on 'technology' as the solution that they forget to look at why they wanted technology in the first place. When researching a new software solution, look for specific time saving opportunities that will cut down on the amount of steps a process would take with the new software in place. Those specifics can become the measure for budgeting in relation to the software purchase/implementation and ongoing expense.
Relevant Features
So many times a software vendor will sell you their software package based on its ability to do so many different things. During the sales process, the vendor has little difficulty saying Yes to all of your questions regarding usage and flexibility by virtue of its broad range of developed tools. The problem arises when it's actually time to use the software. Research has shown that the average user will end up using less than 20% of a software solution's package ongoing. In a sense, it stands to reason that you are paying for 80% of software development costs that you will never end up using. The most common phrase heard when asking someone to transfer your call to another person on a telephone is, "I will try, but I'm not sure if I'll get this right, so if I disconnect you, please call back." What good are all the extra features, if you don't know how to use them? Make sure that the software solution that you are looking at purchasing, does what you want well, first and foremost. Concentrate on three maybe four key improvements in work flow and make sure your staff takes full advantage of those features. Try not to get sold on the 'one solution for everything' angle by remembering what relevant features you will actually use on a daily basis.
Costs
Is the initial investment too large and what are my ongoing support costs? Many software companies hide the overall costs of using their product through the omission of key factors. Traditional software comes with an initial purchase price followed by annual user licensing fees and an immeasurable I.T. infrastructure cost. Most advanced software packages require you to install the application onto your servers. You might need to hire someone to run and maintain the servers and most importantly how the information is backed up and secured on those servers. Will you need a secondary server to back up your information? This is why it is important to know all of the facts about your desired product prior to making an initial investment. Look for web-hosted solutions that host your information for you. You will automatically save on any internal information management costs including the need to buy expensive servers. In a web-hosted solution like Maintenance Care, user licenses are unlimited, plus, your upgrades are included. Traditional software will often charge a premium dollar for new upgrades, and urge you to follow with them, by eventually refusing to support the old package. Web-hosted solutions offer you the latest upgrade package for the entirety of your membership in real time, from any locations without additional installation (only require an internet browser).
Long Term Savings
As information about your operation becomes more readily available to you upon using your new software package, make sure your solution provides strong (and customizable) reporting. Imagine being able to schedule a pre-warranty expiry check up on your HVAC unit, to help reduce unnecessary costs of out of pocket expenditures. Preventive maintenance scheduling will not only help at reducing the cost of the operation, but will help to reduce your insurance premiums by eliminating and mitigating liability exposures. Reporting is key to allowing you to create a long term savings plan for your home and give you that extra motivation for the ongoing usage of a software package.
Solution
Maintenance Care is a web-hosted facility maintenance software solution that offers dedicated workflow improvements in an easy to use day-to-day interface. Maintenance Care is focused getting results and providing a true time/cost savings to your environmental services department. The web-hosted model allows for easy budgeting on the operational budget (monthly membership cost) and provides that flexibility of accessing all of the maintenance relevant information from any location around a facility including mobile devices. Find out more about Maintenance Care at www.maintenancecare.com
