Facility management isn’t what it used to be, and that’s a good thing. But while technology has opened the door to smarter maintenance, better asset tracking, and streamlined communication, it’s also created a new kind of headache: figuring out which tools are worth your time.
If you’re running a building, or several, you already know the job doesn’t stop because a platform is buggy, a mobile app doesn’t load, or your CMMS needs a three-hour training course just to close out a work order. You need software that works the way your team works, not the other way around.
Start With the Way Your Team Actually Operates
Before touching software, take a hard look at your current workflows. Where are you losing time? Are your techs still relying on paper tickets? Do you lose track of recurring maintenance because there’s no reminder system in place? Is your asset history scattered across emails, spreadsheets, and half-remembered conversations?
You can’t solve problems you haven’t identified. Spend a week observing how tasks flow from request to completion. Talk to your techs, not just the folks in the office. They’ll tell you what’s slowing them down. That clarity becomes your checklist, not some vendor’s idea of best practices.
All-in-One Isn’t Always Better
The idea of one platform doing it all sounds great until you’re stuck with a bloated system that’s trying to be everything to everyone. These all-in-one solutions often overpromise and underdeliver. You’ll end up paying for features you’ll never use while the ones you do need feel like an afterthought.
There’s nothing wrong with using more than one tool, as long as they work together. In fact, building a modular tech stack is often the smarter move. It lets you combine specialized tools that are great at one thing rather than settling for something average at everything.
If your work order system is rock-solid but doesn’t handle vendor coordination, bolt on a scheduling platform that does. If your reporting needs go beyond what your CMMS can deliver, connect it to a better analytics tool. The key is to make sure they speak the same language.
Integration Isn’t a Luxury, It’s a Requirement
You don’t have time to export spreadsheets, re-enter data, or chase down the same information across multiple platforms. If your tools can’t sync with each other, you’re building in friction that will only get worse as your operation grows.
Look for systems that offer open APIs or built-in integrations with accounting, procurement, and HR tools. This lets your data move automatically between platforms without your team playing middleman.
And don’t wait until after you’ve bought something to think about this. Ask vendors upfront: What other systems does this integrate with? Is there a fee for API access? Will this work with the tools you already use?
Field Techs Shouldn’t Struggle With Mobile
If a technician can’t open a work order, pull up an asset history, or log a repair from their phone, that system is already obsolete. Any facility software today has to work in the field, fast, reliably, and without a learning curve.
This isn’t a “nice-to-have.” It’s non-negotiable.
A lot of platforms claim to be mobile-compatible, but if the app feels like a desktop site shrunk down to fit a phone, your team’s going to ignore it. And once that happens, your data starts to fall apart because the front line isn’t using the system as intended.
A good mobile app should let someone in the field complete their tasks in a few taps. Anything more than that is wasted time.
Reporting Shouldn’t Be a Project
You shouldn’t need to chase reports or hire a data analyst just to answer basic questions like: “How many PMs were completed last month?” or “What’s the average response time for HVAC tickets?” That information should be visible without digging.
Your platform should give you dashboards that update in real time, break things down by location or category, and let you drill into specific items when needed. The people who make decisions about budgets, staffing, and capital improvements rely on this data. If it’s wrong, delayed, or hard to get, you’re flying blind.
This is another place where integration matters. If your CMMS doesn’t talk to your accounting or procurement system, your cost reporting will never be accurate.
Good Support Makes or Breaks the Rollout
No matter how solid the software is, there will be questions. What separates a decent vendor from a great one is how they handle support, during implementation and beyond.
Watch how fast they respond during the demo process. Are they helpful, or just trying to close a sale? Do they know your industry, or are they reading off a script? If they’re slow to respond before you’ve signed a contract, don’t expect miracles afterward.
Once the software is live, you’ll want responsive, knowledgeable support that can solve problems, not just log tickets. If your team is stuck and there’s no one to call, that system won’t last long.
Don’t Overpay for What You Don’t Use
Software pricing can be tricky. Some platforms charge per user. Others charge by square footage, number of assets, or by module. What looks like a great price at the start can quickly balloon once you try to roll it out company-wide or add functionality that should’ve been included in the first place.
Read the fine print. Make sure the licensing model makes sense for your operation. If you have a large team, a per-user fee might get expensive fast. If you’re managing multiple sites, look out for extra charges per location or for mobile access. The last thing you want is to roll out a new system only to realize you can’t afford to put your whole team on it.
Let Real Usage Drive Customization
It’s easy to go overboard customizing software before your team even starts using it. Resist the urge to build every workflow, label, or report template in advance. Roll it out, see how your team actually uses it, and adjust from there.
Most of the time, teams will find a rhythm on their own, and they’ll tell you what tweaks are actually useful. Starting simple makes adoption smoother and avoids overcomplicating the rollout.
Choose Tools That Can Grow With You
Even if you’re managing a small portfolio today, your tech should be able to scale as your footprint grows. You don’t want to switch platforms every time you add a building.
That doesn’t mean overbuilding now, it means selecting systems that offer room to grow. The right tech stack supports your operation today but won’t hold you back tomorrow.
