CAFM vs. Excel: Why Facilities Managers Are Making the Switch for Better Efficiency
Posted on 18th November 2024 at 19:45
When it comes to keeping facilities running smoothly, many property, facilities, and maintenance managers turn to the classic spreadsheet hero: Microsoft Excel. With macros, formulas, and project tracking capabilities, Excel can handle a lot. Pair it with Outlook, and it might feel like you have all you need to manage maintenance tasks, track assets, and even plan your next big project. It’s easy to see why so many businesses go this route—it’s familiar, cost-effective, and works with a simple Microsoft licence.
But what if that’s not quite enough?
For many organisations, especially those managing multiple properties or complex assets, the limitations of Excel become increasingly evident over time. Errors, duplicated work, missed follow-ups, and manual documentation errors can lead to wasted time and money. Let’s explore why more and more businesses are switching to CAFM (Computer-Aided Facilities Management) systems, and how this upgrade can help streamline your facilities management with far less room for error.
Table of Contents
1. The Limitations of Excel for Facilities Management
Excel is often seen as the budget-friendly solution, especially for small teams. You can create basic maintenance schedules, keep track of projects, and even manage contracts—all within a spreadsheet. Hosting files in the cloud and sharing them with colleagues provides a degree of collaboration, but as facilities management needs grow, so do Excel’s limitations.
Consider some common challenges:
Communication Gaps: If remote team members don’t stay in sync, you risk missing important updates.
Human Error: Double-bookings, missed entries, or delayed responses due to outdated data are common in a spreadsheet environment
Missed Costs: Errors can result in unnecessary callouts, contractors attending jobs that no longer exist, and other preventable costs. These may seem small in isolation, but over time they can add up significantly.
For growing businesses, small inefficiencies can become big obstacles, especially when managing multiple sites, assets, or maintenance schedules. This is where a dedicated CAFM system can make all the difference.
2. What is CAFM, and How Can It Help?
A CAFM (Computer-Aided Facilities Management) system is specifically designed to streamline and centralise facilities management tasks. Instead of multiple spreadsheets and emails, a CAFM system provides a single platform to handle all aspects of property and asset management.
Here’s how it benefits your facilities operations:
1. Automated Scheduling and Communication: With CAFM, planned maintenance is scheduled automatically, and reminders are sent directly to contractors. This eliminates the hassle of back-and-forth emails and minimises the risk of missed appointments or unconfirmed bookings.
2. Centralised Documentation: No more searching for critical documents or certificates—everything from asbestos reports to boiler certifications is securely stored and easy to retrieve in one place. This level of organisation is especially useful for compliance and audits.
3. Seamless Workflows with Contractors: CAFM allows you to manage third-party contractors more effectively. You can choose to share upcoming work for the next 90 days, a full year, or something in between. Contractors can log in, view assignments, and submit required documentation directly into the system, simplifying communication and reducing the need for manual updates.
4. Clear Follow-Up Processes: When maintenance work requires follow-ups or remedials, CAFM keeps everything connected. Each task, note, and document is linked to the original maintenance plan, creating a comprehensive record and reducing the chances of oversight.
3. Excel vs. CAFM: A Case for Growth
While Excel is an excellent tool for basic tracking and ad-hoc project management, it’s not built for complex or large-scale facilities management. CAFM systems have evolved over the last decade to provide user-friendly interfaces, interactive calendars, and real-time dashboards that offer a far clearer view of all ongoing and upcoming activities across properties and assets.
From intuitive maintenance schedules to contractor portals, modern CAFM solutions do far more than just replicate Excel spreadsheets. They provide a structured, scalable approach to facilities management that supports business growth without unnecessary cost or confusion.
4. Is CAFM Affordable?
Understandably, budget is a big concern when considering any software upgrade. But many CAFM providers offer pricing that scales with your needs, making it accessible even for smaller organisations. And because CAFM helps eliminate the hidden costs of missed jobs, duplicated efforts, and lost documentation, it can often end up paying for itself over time.
5. Choosing the Right CAFM System
There are a variety of CAFM systems available, each with its own features and capabilities. As with any major investment, it’s important to find a system that fits your specific needs. Look for providers that offer flexibility, support, and a genuine interest in helping you optimise your facilities management processes.
6. Final Thoughts
Excel might be a comfortable, affordable option, but for property, facilities, and maintenance managers who want to minimise errors and enhance efficiency, a CAFM system could be a game-changer. Upgrading to a dedicated facilities management platform can streamline operations, reduce avoidable costs, and help your business grow sustainably.
If you’re ready to explore CAFM, start by looking at a few options and see which provider is willing to work with you and support your team’s growth. It’s time to go beyond spreadsheets—invest in a tool that can truly support the complexities of modern facilities management.
Want to here more tips and tricks for Property, Asset and Maintenance Management?
Share this post: