In today’s fast-paced world, businesses must keep up with the rapid rate of technological change. Facility management software is one such aspect of a business that requires modern and efficient software to manage its facilities and operations. 

Choosing the Right facility management software for your business can take time due to the vast selection available. This article will discuss the most critical factors comparison when selecting facility management software for your business.

Understanding Your Business Requirements

Before diving into the selection process, it’s essential to identify your business needs and establish your goals. Analyse your current facility management processes and pinpoint areas for improvement. 

Consider aspects such as asset management, maintenance scheduling, and space optimisation.

Key Features to Look for in Facility Management Software

Following are some of the key features to look for infor the right facility management software are as under:

  1. Ease of Use: A user-friendly interface is crucial, as it will encourage employee adoption and reduce training time. Look for an FMS with intuitive navigation, clear instructions, and a minimal learning curve.
  2. Scalability: Your FMS should be able to grow with your business. Choose a solution that offers flexibility and can adapt to your organisation’s size and needs changes.
  3. Integration Capabilities: The software must integrate seamlessly with your existing systems, such as accounting, HR, and project management tools. This ensures a smooth flow of information between various departments and enhances overall efficiency.
  4. Customisation: A one-size-fits-all approach only works for some businesses. Look for an FMS that allows customisation to cater to your specific requirements and preferences.
  5. Cloud-Based vs On-Premise: Consider whether you need a cloud-based or on-premise solution for your business. Cloud-based software offers better accessibility and lower upfront costs, while on-premise solutions may provide more control and security.
  6. Mobile Accessibility: A mobile app or responsive web design is essential in today’s fast-paced environment. Ensure your chosen FMS supports mobile access for real-time updates and remote management.
  7. Security and Data Privacy: The protection of sensitive information is critical. Choose an FMS that adheres to industry-standard security protocols and offers data encryption, access controls, and regular backups.

Key Features To Look For In Facility Management Software

Comparing Facility Management Software Providers

Once you have identified your business needs and essential features, it’s time to evaluate potential FMS providers. Consider the following factors when comparing vendors:

  • Reputation and Experience: Look for a provider with a proven track record and experience in your industry. Learn more about their skills and how satisfied their clients are by reading reviews, testimonials, and case studies written by those clients.
  • Customer Support: Efficient and responsive customer support is vital for addressing issues and ensuring a smooth implementation. Assess the provider’s support channels, response times, and availability.
  • Training and Implementation: A smooth onboarding process is essential for a successful software implementation. User manuals, video demonstrations, and webinars are examples of the training resources that should be evaluated.
  • Pricing and Licensing: Compare pricing models and licensing options. Some providers offer subscription-based pricing, while others may have a one-time purchase or per-user licensing. Ensure the pricing structure aligns with your budget and requirements.

Comparing Facility Management Software Providers

Requesting a Demo and Trialling the Software

Before finalising your decision, request a software demo from your shortlisted providers. This lets you see the FMS and assess its usability, features, and compatibility with your business processes. Think about trying out the software for free to see how it performs in your specific circumstances.

Making the Final Decision

After completing the steps above, you should be well-equipped to select the right facility management software for your business. Ensure you involve key stakeholders

in the decision-making process, their input and buy-in are essential for successful implementation and adoption.


Monitoring and Evaluation

Once you have chosen and implemented your facility management software, monitoring its performance and evaluating its impact on your business processes is crucial. Set up Key Performance Indicators (KPIs) and track them regularly to measure the software’s effectiveness and identify areas for improvement.

Regular Updates and Maintenance

Maintain your FMS with the most recent features and security updates to ensure optimal performance and data protection. Schedule regular software maintenance and collaborate with your provider to address issues or concerns.

Future-Proofing Your Investment

As technology advances and your business needs evolve, it’s vital to future-proof your FMS investment. Stay informed about industry trends, emerging technologies, and new features. Contact your service provider to ensure they can meet your changing needs and expand with your business.


Choosing the appropriate facility management software for your organization is an essential decision that can significantly impact its efficacy and productivity.

By thoroughly assessing your business requirements, comparing potential providers, and carefully evaluating features and performance, you can confidently choose the FMS that best aligns with your unique needs and objectives. Remember to continually monitor and adapt your software to stay ahead in the ever-evolving world of facility management.

Ready to Experience the Benefits of a Cutting-Edge Facility Management Solution?

ePMS, the provider behind Empowering Imagination, offers powerful and user-friendly facility management software designed to meet the diverse needs of modern businesses. We invite you to request a demo and experience first-hand how our innovative solutions can transform your organisation’s facility management processes, optimise resources, and drive productivity. Start your journey towards a more efficient and cost-effective facility management strategy with ePMS today!

Frequently Asked Questions (FAQs)

The goal of facility management software (FMS) is to help businesses streamline facility management procedures, boost their productivity, and make the most use of their available resources.

FMS typically includes features such as asset management, maintenance scheduling, space planning, and energy management, among others.

Implementing the right FMS can provide numerous benefits, including:

  • Improved efficiency and productivity
  • Reduced operational costs
  • Enhanced resource allocation and optimisation
  • Centralised data management and reporting
  • Better compliance with industry regulations and standards

FMS costs vary depending on the provider, features, and licensing model. Some providers offer subscription-based pricing, while others have one-time purchase or per-user licensing options. To determine the best pricing structure for your organisation, consider your budget, size, and specific requirements.

The following procedures should be followed to ensure a trouble-free upgrade to a new FMS:

  •  Take part in the decision-making process with influential parties.
  • Choose a provider with a strong reputation and experience in your industry
  • Ensure the provider offers comprehensive training resources and support
  • Develop a detailed implementation plan, including timelines and responsibilities
  • Communicate the benefits of the new FMS to employees to encourage the adoption

The success of your FMS may be gauged by creating Key Performance Indicators (KPIs) that are in step with the aims of your business. Regularly check and analyse these KPIs to measure the software’s effectiveness and identify areas for improvement.

Most FMS solutions offer integration capabilities, allowing them to seamlessly connect with your existing systems, such as accounting, HR, and project management tools. This ensures a smooth flow of information between various departments and enhances overall efficiency.