It’s easy to get swept up in the promise of Computer-Aided Facilities Management (CAFM) systems. On paper, they do it all: tracking assets, scheduling maintenance, managing room bookings, and even syncing up your IoT devices.
But in reality? Implementing a CAFM can feel like trying to steer a cargo ship when all you needed was a reliable van. For many teams, these massive platforms end up being more of a headache than a help. Here is why a bells and whistles system might not be the win you think it is, and how to find a better fit.
The CAFM reality check
A CAFM isn't a plug-and-play tool. It’s a complex beast that requires a lot of taming. To get one off the ground, you usually need:
What’s new?
- A dedicated project team just to handle the setup.
- Outside consultants to help with customisation.
- Clean data (which takes ages to input and even longer to maintain).
- Heavy training for staff who might find the interface clunky.
Between licensing fees and the time it takes to see a return on investment, the immediate wins you were hoping for can quickly disappear into a long rollout.
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Do you actually need all that?
Most facilities teams aren't looking for the level of sophistication this gives. They just want to make sure the lights stay on and the boxes get ticked. Usually, their goals are simple:
- Make sure maintenance tasks happen on time.
- Log and track helpdesk requests so nothing falls through the cracks.
- Keep a crystal-clear trail for compliance.
If those are your priorities, an enterprise-level CAFM is probably overkill. You’re paying for a board full of buttons when you really just need a few levers.
The case for simplicity
Before you sign a long-term contract for a complex system, ask yourself: What are the essential business problems you need to solve? What information do you really need to capture and share? How quickly do you need to get up and running?
Simpler, more agile facilities management software offers a much better balance:
- Go live in days, not months: No need for a year-long implementation phase.
- User-friendly: If the software is easy to use, your team will actually use it.
- Cost-effective: You get 100% of the features you need at a fraction of the price.
- Low overhead: You won't need a full-time admin just to keep the system running.
Match the tool to the task
The goal of software is to make your life easier, not to give you another project to manage. By focusing on your most vital needs of visibility, control, and compliance, you’ll often find that a streamlined solution delivers a much faster path to success.
Ready to simplify your operations? If you’re looking for a powerful, easy-to-use solution that handles your maintenance and compliance without the CAFM complexity, we can help.
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