CAFM Software: Reimagining The Workplace For The Better

A person using a phone and a computer tablet Dave Bryan, Product Manager at Idox explains how with a CAFM system in place, managers have a valuable opportunity to reimagine the workplace for the better.

The pandemic has in many ways transformed the facilities management sector, both in terms of the renewed responsibilities on facilities managers and transitioning to a more digital way of working. The introduction of remote and hybrid working has fundamentally changed facilities operations and the office environment and although most have been away from the workplace for some time, they still expect a high level of service. As such, the role of facility manager is imperative to supporting organisations in welcoming staff back to a renewed office setup and maintaining a hybrid strategy. Yet, with more responsibilities placed on FM teams, this renewed way of working can appear overwhelming, with an even longer list of tasks to take on.

Optimising The Work Environment

Many companies have chosen to operate a hybrid working model, so space management continues to be an important requirement for facilities managers, enabling them to redesign workspaces to allow for social distancing, one-way routes and breakout areas that they may not have previously needed. In addition, many businesses are looking to reduce or repurpose the amount of real estate they have in operation. With the tools and insight provided by a CAFM system, any spare square footage can be optimised, re-allocated or mothballed to provide value to the business. This also allows managers to adopt a higher level of flexibility within the workplace, to accommodate hot desking, collaborative working and large meetings when required, all while prioritising the user experience and productivity.

With enhanced strategic oversight of facilities enabled by CAFM, facilities teams can benefit from a smart response to fluctuating energy and occupancy levels. Through the use of sensors, it’s clear which rooms are in use and therefore require heating and lighting, instead of wasting resources on unused areas. With efficient use of space informed by insight into usage patterns, office spaces can be redesigned accordingly, tracking or restricting use of indoor space, adjusting the office configuration to accommodate hot-desking and team meetings. This not only enables a more efficient use of the workspace, but also contributes to supporting company sustainability initiatives.

This insight also feeds into an enhanced emphasis on hygiene measures, ensuring hand sanitisation stations are stocked and cleaning schedules are adjusted to support an agile working environment. Combined with intuitive desk-booking and visitor management capabilities, facilities managers are assured that peak-occupancy levels are automatically managed so that the number of people on site is in line with workplace guidelines.

No matter the environment, businesses will have different cohorts of users that will all have differing needs, including staff, contractors, visitors and students. Integrated applications and digitised processes such as desk and meeting room booking, communication tools and streamlined maintenance requests can all go a long way to providing a positive user experience and realising the benefits of a reimagined workplace.

Capitalising On Data Insight

With support from integrated CAFM systems, facilities managers have access to growing amounts of data across numerous functions and purposes. The analysis and insight from that data can provide powerful tools for facilities managers, enabling them to translate that insight into automated processes and work orders which in turn create significant operational savings.

IoT sensor technology can enhance data analysis further, as assets can communicate their status with no human interaction required. As this technology has rapidly advanced, discrete wireless sensors can now be deployed quickly with minimal configuration and maintenance. Data points such as temperature, space occupancy, sanitiser fill levels, cleaning status, CO2 levels can all be collected and analysed to inform management decisions and future strategy – all empowering facilities managers with the tools to remotely optimise working environments to suit user needs, keep them safe and compliant.


Sustainability is another factor that is fast becoming a responsibility of facilities managers. From moving away from paper-based systems to more digital processes, to improving waste management, there are a number of elements under the microscope of sustainability. CAFM systems can support managers to optimise these processes while also reducing costs. Sensors can be used to light and heat areas only when occupied, energy management can monitor how energy is used in real time and highlight areas where consumption could be reduced further.

Planned Preventative Maintenance (PPM)

In addition, when it comes to asset life cycles, certain assets will require more servicing attention than others to maintain optimum performance. But at some point, the cost and emissions required to keep an asset going are no longer in the company’s best interest. Planned Preventative Maintenance (PPM) via a CAFM system can support this analysis, identifying which assets are working smoothly and don’t require servicing (and those that do), thereby helping to reduce the level of reactive maintenance jobs and freeing up facilities managers for more valuable tasks. In addition, as jobs can be logged faster with real-time status updates, efficiency can be significantly increased. Benchmarking of performance can also track the results and impact of changes to continually evolve and improve processes.


The pandemic proved to be a catalyst for technology investment, but in many ways this rollout of technology was overdue. Although restrictions have eased, as we’ve seen over the last two years government guidance and the business landscape can change rapidly – organisations must be prepared for the next challenge. In order to future-proof businesses as much as possible, investment into the right technology, tools and skills is critical to foster resilience, agility and continuity.

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