Busting Myths About Switching to CAFM Software

Efficiency is key to staying ahead of the competition and because of this Facility Management (FM) teams are increasingly turning to Computer-Aided Facility Management (CAFM) software to streamline operations, improve asset management, and reduce costs.

However, there are many myths surrounding facilities management software. When switching to CAFM software you will encounter some misconceptions.

Whether you’re considering implementing CAFM software for the first time or upgrading your existing system, it’s important not to get deterred by the wrong information. Don't be held back by the wrong information and believe these common myths.  

Myth #1: CAFM Software Is Too Expensive

The Truth: CAFM Software Can Actually Save You Money in the Long Run

One of the biggest myths about switching to CAFM software is that it’s too expensive, especially for small or mid-sized businesses. CAFM systems do have upfront costs, but the return on investment (ROI) usually outweighs the initial expense.

CAFM software helps reduce downtime, prevent costly repairs, and improve productivity by automating key facility management tasks such as work order management, maintenance scheduling, and asset tracking. You can schedule regular inspections and repairs before they turn into major issues, which saves you from costly repairs and replacements. The long-term cost savings often make the initial cost much more affordable than it seems. Over time, the increased lifespan of assets will save money in the long run.

Myth #2: Switching to CAFM Will Be Too Complicated

The Truth: Modern CAFM Software Is Easy to Use and Integrate

It’s not uncommon for people to assume that adopting a new software will be a complex and time-consuming process. This is an outdated thought, modern CAFM software is user-friendly, with interfaces that make adoption much easier than in the past.

Most CAFM solutions come with comprehensive training resources, customer support, and even onboarding assistance to ensure your team is up and running quickly. Your team will find that the system is easy to navigate after a short learning curve.

Additionally, many CAFM systems can be integrated with existing systems and iot, which means you can continue using your current software while taking advantage of the new capabilities provided by the CAFM system.

Myth #3: CAFM Software Is Only for Large Enterprises, Not Small Businesses

The Truth: CAFM Software Is for Businesses of All Sizes

Small companies are often put off from considering CAFM solutions because they believe the systems only benefit large businesses with complex facility management needs. While it’s true that large companies typically have more facilities and assets to manage, modern CAFM software is designed to be scalable and adaptable to businesses of all sizes.

Whether you manage one office building or an entire network of properties, you can find a CAFM system that suits your needs. Many solutions are modular, allowing you to pay for only the features you need. As your business grows, you can easily upgrade to add new features or expand the system to handle more locations.

Myth #4: We Can Continue Using Spreadsheets and Paper for Facility Management

The Truth: Spreadsheets and Paper Are Inefficient and Prone to Errors

Many facility managers have used spreadsheets or paper-based systems, but relying on these outdated methods can be counterproductive in the long run. Manual processes are time-consuming, error-prone, and difficult to scale as a business grows.

In contrast, CAFM software centralizes all of your data in one easy-to-access platform, enabling you to make informed decisions faster and more accurately. With cloud-based CAFM solutions, your team can access important information from anywhere, at any time, using a computer or mobile device.

Instead of tracking maintenance schedules in a spreadsheet that might be out of date or full of errors, you can automate work order generation and maintenance scheduling through your CAFM system. This means tasks are completed on time and the facilities are running smoothly. CAFM systems allow you to access real-time data and reporting, track assets, and ensure compliance on the go.

Myth #5: CAFM Software Is Only for Maintenance Management

The Truth: CAFM Software Manages Much More Maintenance

While maintenance management and property management is a significant feature of many CAFM systems, it’s far from the only function these platforms provide. The misunderstanding occurs because many people are familiar with CMMS (Computerized Maintenance Management System). CMMS software focuses on managing maintenance tasks, workflow, and asset maintenance. Modern CAFM software can manage a wide range of tasks across the entire facility management process, including:

• Asset management: Track the lifecycle of all assets, including equipment, furniture, and buildings.
• Space planning: Optimize the use of office space and facilities by visualizing layouts and managing space allocation.
• Energy management: Monitor and reduce energy consumption to make your facilities more sustainable and cost-effective.
• Inventory management: Keep track of materials, parts, and supplies to ensure that everything needed for repairs and maintenance is on hand when required.

CAFM software integrates tasks improving communication between teams and reducing errors.

Myth #6: Cloud-Based CAFM Software Isn’t Secure

The Truth: Cloud-Based CAFM Systems Are Secure and Compliant

Another myth that deters businesses from adopting cloud-based CAFM software is the belief they aren't as secure are as on-premise solutions. There may have been some concerns about cloud security in the past, but this view is now outdated. The technology has evolved to offer robust security features that protect your data and comply with industry standards.

Many reputable CAFM software providers have extensive security measures, including data encryption, multi-factor authentication, and regular security audits.

Cloud-based systems offer automatic software updates, ensuring that your software remains up-to-date with the latest security patches and features.

For businesses in regulated industries, many CAFM solutions are compliant with standards such as ISO 27001 and GDPR. giving you peace of mind when storing sensitive information in the cloud.

Myth #7: We Don’t Need CAFM Software Because Our Facilities Are Simple

The Truth: CAFM Software Adds Value Even to Simple Facilities

Some businesses might assume that CAFM software is only necessary for complex facilities with multiple locations or intricate operations. However, even businesses with simpler facilities can benefit from the workflow automation, data insights, and asset tracking provided by a CAFM system.

Managing a single building can still have challenges with scheduling maintenance, tracking work orders, or managing energy use. A CAFM system can streamline these tasks and help you make data-driven decisions that improve efficiency and reduce costs, regardless of the size of your operation.

Myth #8 - An ERP does the same job as CAFM 

The Truth: ERP systems are more reactive, while a CAFM solution is more proactive. 

ERPs only provide retrospective data, particularly in the financial sphere. However, CAFM offers projections, real-time data and past data. This allows FMs to make decisions about maintenance and management, which can lead to significant savings over time and a more efficient, forward-thinking approach.

Learn More about CAFM

There are many misconceptions surrounding the switch to CAFM software, and hopefully we have debunked several of these myths and shown the working with the right fm software can offer significant benefits to businesses of all sizes.

Remember, CAFM software isn’t just about maintenance management—it’s about improving efficiency, reducing costs, and helping your business thrive in a competitive landscape. If you’ve been hesitant to make the switch, now is the time to explore a more efficient, data-driven approach to facility management.