Our goal in this article is to help you choose the best solution to automate your business processes.
There are 5 simple steps to help you choose the right system and have a smooth implementation process.
If you are confused by different acronyms like CMMS, CAFM, EAM, read our detailed article for more information.
The Pitfalls of One-Size-Fits-All Facility Management Solutions
Organisations use various Facility Management software to make their buildings, and spaces more efficient, and workflow effective for visitors, tenants, and residents.
The problem is that it's hard to recognize these tools because one tool can have multiple uses and may not be made specifically for one industry.
Using wrong systems leads to ineffective results
For end users, this confusion in terminology is inconvenient:
❌ Companies can't find solutions to automate their business processes.
❌ Having "one-size-fits-all systems" leads to products that don't cover business needs.
❌ Software developers strive to cover all kinds of business processes and introduce many improvements to ready-made solutions. As a result, products often become cumbersome and inconvenient.
❌ Many potential users simply cannot understand the systems, and they choose the "old-fashioned" method of automation: for example, paper reports.
Bottom line: wasted time and money, and ineffective results. What could be done?When it comes to choosing an automation system, there is no single solution to address all your business needs. Keep in mind that every system has its limitations.
Step 1. Examine your company's business processes
A great aid in analysing company processes is your work calendar.
Look at what routine tasks repeat from day to day and always require your attention. What do you do most often with calls and messengers, how much time does it take you to transfer information from paper to spreadsheets, and what data do you lack to make decisions?
Example of routine tasks in the work calendar
At TagPoint, we also help you analyse your current maintenance and operation processes and then recommend optimisations. Feel free to ask us, we'll help you figure it out.
Step 2. Formulate the goals of automation and the requirements for the system
To understand which solution is right for your business, you need to decide what you want to automate.
The main question is — what do we need to automate? And make a decision depending on the answer.
We have outlined below the basic requirements for automation in service companies, offices, and hotels. Highlight the items you need for your business. And rely on them when choosing a particular solution.
Of course, this is not a magic pill that will point to the right and only system. But this way you will know exactly what to start your search with.
Сore needs for automation
We also prepared a short, but helpful checklist. You can use it to evaluate a particular system.
Сhecklist for choosing the system
Step 3. Make the most of the trial period
Most companies on the market offer a trial period. Take it to the next level by trying it out on yourself and your clients.
Step 4. Request an implementation plan from the developer
Discuss with your colleagues and the vendors of your chosen system a step-by-step plan for implementing the new solution.
Request instructions, videos, or master classes.
For example, here's how we describe one of our solutions for hospitality at TagPoint. We explain why and how to use the system in the 15-minute video.
We also share guides and presentations, always ready to answer your questions. Example of a product presentation
Make sure that the plan includes an employee briefing with a detailed explanation of the automation goals.
This will make it easier for you to understand the system: you won't have to master hundreds of settings and scare your employees with innovations.
Step 5. Use the system actively, analyse the data obtained, and motivate your team
The more you interact with the developer’s team and the system, the quicker and smoother the setup will be.
And in just a few weeks of using it, you'll get fresh data and insights that'll show you how things are truly going. You'll see the weak spots in maintenance and operation and figure out how to make things even better.
Please do not hesitate to contact us if you have any further questions. Our team is happy to help!