Requirements checklist
What to ask for when choosing software for facility management companies.
A checklist built from how facility management companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Sites, contracts and deployment
- Attendance at the site
- Daily checklists with photos
- Planned maintenance calendar
- Complaint tickets
- Consumable indents and use
- Contract bill and wage register
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners and directors
- For operations managers
- For site facility managers
- For helpdesk staff
- For the client admin or association
Reports to ask for
Ask to see each one with your own sample data.
- Headcount deployed against headcount contracted, site by site
- Attendance, absence and reliever cover by site and category
- Complaints logged, attended and pending, by site and type
- Planned maintenance due, completed and overdue
- Consumable indent and issue per site
- Contract bills raised, with payment outstanding by client
- Wage sheet with overtime, advances and deductions
Systems it may need to connect to
Note which ones you already run.
- SMS and email
- Biometric or GPS attendance devices
- QR labels on assets and checklist points
- Payment collection links
- Ledger export
Questions for any vendor
Put these to every supplier you are comparing.
- Can it show whether a site is short of its contracted strength?
- How are resident complaints recorded?
- Does it cover planned maintenance on client equipment?
- Will the client be able to see anything?
- Is attendance marked at the site or at the office?
- Can one person be deployed to more than one site in a month?
- Does it work out wages?
- What about a link to our ledger?
- Can existing sites and assets be moved over?
- What does it cost?
- How soon can the operations team run sites on it?
- What should we have in hand before set-up?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Every site reports differently
- Short deployment is argued at month end
- Consumable costs creep up
- Planned maintenance slips
- Complaints are closed without proof
Prefer to talk it through? See the facility management companies page.