Workflow Automation Guide for Facilities Management
Discover how workflow automation can streamline facilities management, reduce costs, and improve efficiency with our comprehensive guide.
Skip the manual work. Here's how to automate your facilities management:
| What You Get | How It Helps |
|---|---|
| No More Paperwork | Software handles data entry and updates |
| Faster Response | Instant alerts and task assignment |
| Connected Systems | All platforms talk to each other |
| Better Resource Use | Real-time tracking and management |
Key Areas You Can Automate:
- Building systems (HVAC, lighting, access)
- Maintenance scheduling
- Work orders
- Equipment tracking
- Vendor management
The Numbers:
- Cut energy bills by 10-30%
- Reduce equipment downtime by 48%
- Complete tasks 42% faster
- Save £25,000/month on manual tasks
Getting Started:
- Pick your tools (£16-£118 per user/month)
- Connect your systems
- Train your team (4-week plan)
- Track results
Watch Out For:
- Staff resistance to change
- Data security risks
- System integration issues
Bottom line: 94% of workers waste time on manual tasks. Automation fixes this - if you do it right.
Want proof? The global automation market hit £7.5 billion in 2022 and will grow 33% by 2030.
Main Parts of Workflow Automation
Here's a breakdown of the core systems that power workflow automation in facilities management.
Building Systems Connection
A Building Management System (BMS) works as your building's brain. It connects and controls everything through one central system:
| System Type | What It Controls | Results |
|---|---|---|
| HVAC | Temperature, ventilation | Cuts energy bills 10-30% |
| Lighting | Indoor/outdoor lights | Saves 10-90% on costs |
| Access | Doors, gates, lifts | Better security |
| Fire Safety | Alarms, sprinklers | Faster emergency response |
Maintenance Systems
A Facility Management System (FMS) takes care of maintenance work automatically. It keeps track of:
- Equipment health
- When to service things
- Parts you have
- Jobs that need doing
- Who's doing what
The U.S. Department of Energy found that good maintenance systems cut equipment downtime by 48% and help finish tasks 42% faster.
Space Management
Computer-Aided Facility Management (CAFM) helps you handle building space better:
| Task | What It Does |
|---|---|
| Room Booking | Books meeting rooms automatically |
| Desk Planning | Runs hot-desking |
| Space Usage | Shows how rooms get used |
| Move Management | Plans office moves |
Energy Control Systems
The University of Utah's stadium shows BMS in action:
Security Systems
Look at Utah State Correctional Facility's security setup:
| Feature | What It Does |
|---|---|
| Access Control | Watches doors |
| CCTV | Keeps eyes on everything |
| Emergency Response | Locks down when needed |
| System Integration | Works with HVAC and lights |
With 3,600 inmates and 1,200 staff, it shows how automation handles big security jobs.
Where to Use Automation
Here's how facilities teams cut manual work and speed up daily tasks with automation.
Planning Maintenance
A CMMS takes care of maintenance planning automatically:
| Task | How Automation Helps | Results |
|---|---|---|
| Schedule Creation | Creates tasks based on equipment needs | 62% more tasks done |
| Parts Management | Orders when stock gets low | Less downtime |
| Task Assignment | Links jobs to staff skills | Better team efficiency |
| Follow-ups | Sends task reminders | Fewer missed checks |
Work Orders
Modern systems handle the entire work order process:
1. Request Stage
The system takes requests from any device and puts all details in one spot. It sorts jobs by how urgent they are.
2. Assignment Stage
It picks staff based on their skills and availability, then sends job details straight to their devices.
3. Tracking Stage
Everything updates in real time. Requesters get notifications when jobs are done, and all records stay in the system.
"Around 39% of construction projects are still managed with manual or mostly manual processes. That is gigantic." - Warren Shiau, Research VP for the International Data Corporation (IDC)
Equipment Tracking
Smart tags and sensors help track assets:
| Feature | What It Does | Why It Matters |
|---|---|---|
| Location Tracking | Shows where equipment is | No more searching |
| Usage Monitoring | Tracks equipment use | Better buying decisions |
| Service History | Logs maintenance | Spots breakdown patterns |
| Cost Tracking | Monitors spending | Keeps budgets in check |
Working with Vendors
Automation makes vendor management simple:
| Area | Without Automation | With Automation |
|---|---|---|
| Contact Details | All over the place | One central spot |
| Performance Tracking | Manual tracking | Live monitoring |
| Contract Dates | Often missed | Auto-alerts |
| Access Control | Time-consuming | Quick changes |
For businesses dealing with about 67 vendors, automation puts everything in one easy-to-manage system.
How to Set Up Automation
Want to automate your facility management? Here's how to do it right.
Review and Plan
First, let's look at what's eating up your team's time:
| Task Type | Signs It Needs Automation | Expected Time Savings |
|---|---|---|
| Work Orders | Manual data entry, delayed responses | 4-6 hours/week |
| Maintenance Schedules | Missed checks, paper records | 8-10 hours/week |
| Vendor Management | Scattered contact info, late renewals | 3-5 hours/week |
| Equipment Tracking | Lost items, double bookings | 5-7 hours/week |
Picking the Right Tools
Here's what you'll pay and get from top FM software:
| Software | Monthly Cost | Best For | Key Features |
|---|---|---|---|
| MaintainX | £16/user | Mobile teams | Work orders, real-time updates |
| SafetyCulture | £24/seat | Safety checks | Checklists, photo evidence |
| Fiix | £45 | Asset tracking | Equipment history, parts inventory |
| Maxpanda | £118 | Full FM suite | All-in-one system |
Connecting Systems
Here's how to make your tools work together:
| Connection Type | What It Does | Tools to Use |
|---|---|---|
| Email to Tasks | Turns emails into work orders | Gmail + MaintainX |
| Calendar to Alerts | Sends maintenance reminders | Outlook + Slack |
| Sensors to Reports | Tracks equipment status | IoT devices + CMMS |
| Forms to Database | Logs inspection data | Mobile forms + Cloud storage |
Training Staff
Here's a 4-week plan to get your team up to speed:
| Phase | Duration | Focus Areas |
|---|---|---|
| Basic Training | Week 1 | Login, navigation, basic tasks |
| Practice Tasks | Week 2 | Test orders, maintenance logs |
| Live Testing | Week 3 | Real tasks with support |
| Full Launch | Week 4 | Independent use, feedback |
"About 30 percent of the activities in 60 percent of the world's occupations could be automated."
Here's something to think about: 11% of unplanned downtime comes from operator mistakes. Good automation helps stop these problems before they start.
New Technology Features
Here's what's making buildings work better.
Using IoT Devices
IoT sensors track your building's key metrics:
| What to Monitor | How It Works | Results |
|---|---|---|
| Room Usage | Motion sensors detect movement | Turns off lights/AC when empty |
| Air Quality | Air sensors check conditions | Adjusts ventilation as needed |
| Equipment | Machine sensors track performance | Spots issues before breakdowns |
| Stock Levels | Inventory sensors watch supplies | Orders items when running low |
Here's a fact that might surprise you: The U.S. Department of Energy says offices can cut energy costs by 30% just by adding occupancy sensors.
AI in Facilities
Your building gets smarter with AI:
| AI Feature | What It Does | Cost Savings |
|---|---|---|
| Smart HVAC | Changes settings based on usage | Up to 15% on energy |
| Predictive Repairs | Spots equipment problems early | Up to 50% on maintenance |
| Security Monitoring | Watches for unusual activity | Reduces guard costs |
| Energy Management | Adjusts power use automatically | Up to 20% on bills |
"Digital twins can and often do incorporate artificial intelligence to tweak systems to improve efficiency, something a BIM can't do." - Mehdi Nourbakhsh, CEO of YegaTech
Digital Building Models
Think of digital twins as your building's mirror image in 3D:
| Feature | Purpose | Benefit |
|---|---|---|
| Real-time Updates | Shows current conditions | Spot problems instantly |
| Virtual Testing | Try changes before making them | Avoid costly mistakes |
| Data Integration | Links all building systems | Better decisions |
| Remote Access | View building status anywhere | Faster responses |
Put on VR glasses, and you can check any part of your building without leaving your desk. See machine status, stock levels - everything happening RIGHT NOW.
Bottom line? Connect everything. Link your IoT sensors to your building system. Hook up your AI to your digital twin. When your systems work as one, your building starts to run on autopilot.
Measuring Results
Here's what matters when tracking your automation success:
Key Numbers to Watch
| Metric Type | What to Measure | Target |
|---|---|---|
| Work Orders | Response time | Under 24 hours |
| Maintenance | Planned vs reactive | 60% planned, 40% reactive |
| Staff Tasks | Completion rate | 90% or higher |
| User Rating | Satisfaction score | Above 80% |
Your work orders tell a big part of the story. Keep an eye on:
- How fast jobs get done
- Which requests are running late
- Whether jobs get fixed on the first try
For equipment, focus on:
- Hours it's not working
- What you're spending on fixes
- Time between breakdowns
Money Saved
Want to know if automation is paying off? Here's where to look:
| Area | How to Calculate | Example Savings |
|---|---|---|
| Staff Time | Hours saved × hourly rate × 12 months | £25,000/month on email tasks |
| Energy | Before vs after usage × rate | 15-30% with smart sensors |
| Maintenance | Previous costs - new costs | Up to 50% with AI prediction |
| Security | Guard costs vs automated system | 20-40% reduction |
Here's proof it works: One cybersecurity team cut their threat response time by 60%. That meant £200,000 back in their pocket each year.
Track These Numbers:
- Time and money saved (the obvious stuff)
- Monthly maintenance spending
- Energy bill changes
- Number of emergency fixes
If you're hitting 90% planned maintenance, you're on the right track. That's the number that shows your automation is doing its job.
Common Problems and Solutions
Help Staff Accept Change
Here's what works when teams face new systems:
| Problem | Solution | Expected Result |
|---|---|---|
| Fear of job loss | Show how automation handles boring tasks | 15-20% boost in training sign-ups |
| Learning new tools | 30-minute hands-on practice | Staff gets comfortable fast |
| Push-back | Start small, show quick wins | 10% more tool use in 6 months |
| Low support | Get team leaders on board early | Better staff survey scores |
"Start change management when you create a new process - if you don't plan it, you'll hit resistance." - William Ratliff, Senior Career Services Manager at Employment BOOST
Here's what to do:
- Talk to teams about their current work
- Demo real system benefits
- Give staff test runs before launch
- Listen to feedback and adjust
Keep Data Safe
New automation needs solid security. Here's the plan:
| Security Step | Why It Matters | What to Do |
|---|---|---|
| Control Access | Block unwanted entry | Set up user levels |
| Encrypt Data | Keep info private | Use top encryption |
| Back Up Often | Save data from crashes | Daily backups, monthly tests |
| Train People | Stop human errors | Monthly security updates |
Do these things NOW:
- Check data access levels
- Set strong passwords
- Update your software
- Watch for weird system behavior
- Teach security basics
Here's what helps:
- Choose tools with security built in
- Test before going live
- Track system usage
- Have a backup plan
Fun fact: 90% of security problems come from human mistakes. Good training stops most issues cold.
Wrap-up
Here's how workflow automation changes facilities management:
| Benefit | Impact | Results |
|---|---|---|
| Time Savings | Less manual work | Staff cuts paperwork time by 90% |
| Error Reduction | Built-in checks | Fewer work order mistakes |
| Cost Control | Smart resource use | Lower maintenance spending |
| Data Tracking | Instant updates | Fast issue detection |
| Staff Focus | Core tasks | Better building maintenance |
"Automating a facility manager's maintenance of records or the tasks they need to accomplish helps streamline their day-to-day." - Caryn Hewitt, Senior Director, Consulting Services, CenTrak
Want your automation to work? Here's what to do:
| Task | Action | Result |
|---|---|---|
| Update Systems | Monthly checks | Get new features |
| Train Staff | Monthly sessions | Boost system knowledge |
| Check Data | Weekly reviews | Catch problems early |
| Manage Vendors | Keep contacts fresh | Get fast support |
| Back Up | Test every 3 months | Keep data safe |
Make your system work better:
- Track how people use it
- Get staff feedback
- Fix issues right away
- Update your backups
- Run security checks
"Properly implemented, technological advances like RTLS and automated workflow solutions enhance operations, support staff, lead to better patient outcomes, and achieve the desired ROI." - Caryn Hewitt, Senior Director, Consulting Services, CenTrak
Here's a fact: 94% of workers say manual tasks waste their time. Your automation system fixes this - if you maintain it well.