How do I choose the right CAFM provider for my organisation?

There are a lot of CAFM platforms out there. Some look impressive in a pitch. Some promise the moon. And some… are just slightly prettier spreadsheets.

So how do you actually choose the right one for your team?

Spoiler: it’s not just about features. It’s about fit.

Start with these questions:

How long does implementation really take?
Weeks or months? You want a platform that can get up and running quickly, without dragging your team through onboarding purgatory.

Is it mobile-friendly and easy to use?
If your team can’t use it on the go,or needs a manual to log a job,it won’t get used. Simple as that.

Will my team actually use it,or avoid it?
A slick demo means nothing if the system gets ignored the moment it goes live. Look for platforms designed for FM teams, not just IT buyers.

Can it scale as we grow?
Your needs will change. More sites, more assets, more complexity. Make sure your CAFM can grow with you, not slow you down.

Is support included, or an extra charge?

Support shouldn’t be a bolt-on. It should be built-in, responsive, and genuinely helpful. Because when something breaks, you want a human, not a ticket number.

Do they have customers like us?

Case studies, testimonials, referrals,look for providers who already support teams in your industry, with challenges like yours. That’s a good sign they get it.

Look past the pitch decks

It’s easy to get dazzled by feature lists. But the best CAFM platforms aren’t just software, they’re partners.

They’ll help you:

• Get live quickly
• Train your team properly
• Customise workflows around your ops
• Spot inefficiencies
• Stay compliant without the admin mess
• And evolve as your buildings, people, and business grow

Choosing the right provider is less about ticking boxes and more about asking:
“Will this make my life easier, or give me one more system to babysit?”

TL;DR?

• Ask about rollout time, usability, support, and scalability
• Don’t just buy features, buy fit
• The right CAFM provider should feel like an extension of your team
• And the platform should solve problems, not add complexity

Want to talk through what that might look like for your team? Book a demo!