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For facilities managers, landlords, and property owners, maintaining a well-run building is a balancing act between compliance, cost control, and operational efficiency.
Computer-Aided Facilities Management (CAFM) systems have become an essential tool for managing buildings effectively. But with so many options available, how do you know which system is right for your facility?
A high-performing CAFM system goes beyond just tracking maintenance. It helps optimise operations, ensure compliance, and reduce long-term costs. In this guide, we’ll break down what makes a great CAFM system, what risks come with poor implementation, and how to choose a platform that genuinely adds value to your facilities.
CAFM (Computer-Aided Facilities Management) software helps organisations track assets, schedule maintenance, monitor compliance, and manage space and resources efficiently. It acts as a centralised platform for real-time data, supporting smarter decision-making across commercial, industrial, and public sector buildings.
The right CAFM system should support:
Preventative and reactive maintenance tracking: Ensuring issues are resolved before they escalate.
Asset management: Optimising the lifecycle of building equipment.
Work order management: Streamlining job assignments and tracking progress.
Regulatory compliance: Storing records and generating reports for audits, ensuring buildings meet UK regulatory standards such as MEES and HSE safety requirements.
Energy management: Identifying inefficiencies and reducing energy waste.
Space planning: Tracking office layouts, equipment, and infrastructure.making the most of available real estate.
Managing physical assets efficiently can significantly reduce operational costs. A good CAFM system enables:
Inventory management for spare parts and consumables.
Workspace optimisation tools to ensure efficient use of office and commercial space.
Want to explore how CAFM aligns with compliance and sustainability?
đź”— Karsons Consulting – Environmental Engineering Services
Not all CAFM systems are created equal. A badly implemented CAFM system does more harm than good. Without the right tools, facilities managers risk data inaccuracy, inefficiency, and non-compliance.
Key Risks of Poor CAFM Implementation:
Data Inaccuracy: Inaccurate or incomplete data can lead to poor decision-making and operational inefficiencies.
User Frustration: A complex or unintuitive interface can result in low user adoption and high error rates.
Compliance Issues: Failure to maintain accurate records and documentation can lead to non-compliance with industry standards and regulations, potentially resulting in legal and financial repercussions.
High Costs: Poorly implemented systems can incur high initial and ongoing costs, including expensive customisations and external consultancy fees.
Safety Risks: Inadequate maintenance and failure to adhere to safety regulations can result in safety hazards, such as fire, electrical, gas, water, and air quality issues. This can endanger the well-being of building occupants and lead to legal repercussions.
If you're responsible for facilities management, ensuring compliance with health and safety regulations is essential to avoid legal risks and operational disruptions. The UK Health and Safety Executive (HSE) provides official guidance on workplace compliance, outlining key requirements for maintaining safe and legally compliant facilities. You can access the full details on HSE’s Managing Workplace Compliance guidelines to stay informed on best practices and regulatory expectations.
Want more insights? Download our FREE Guide:
8 Signs Your Building Needs a Better CAFM System.pdf
Our team at Karsons Consulting has extensive experience working with CAFM systems and understands what makes them successful. Based on insights from our team members - Jaden, Hashil, Asvin, and Roshith—we’ve identified the key factors that define an efficient, user-friendly, and reliable CAFM system.
To get the most out of a CAFM platform, look for features that drive efficiency and ensure regulatory compliance. The best platforms provide seamless integration, automation, and actionable insights.
Cloud-Based Accessibility
Modern CAFM solutions should be cloud-based, allowing real-time access from anywhere. This ensures facilities managers can monitor and manage operations remotely, improving response times and coordination.
Remote access for on-the-go facilities management.
Automatic updates and enhanced security.
Secure data storage ensures all facility records are protected.
Mobile compatibility for on-the-go access to maintenance schedules, asset tracking, and compliance reports.
Scalability, making it suitable for multi-site management.
Intuitive User Interface and User-Friendly Dashboards with Analytics
An effective CAFM system should offer user-friendly dashboards with clear KPIs and data insights to support strategic decision-making. A well-designed UI helps reduce training time and improves adoption rates among staff.
Custom reports for regulatory audits and internal reviews.
Real-time monitoring of assets, work orders, and maintenance schedules.
Visual maintenance logs, compliance checklists, and energy performance tracking.
Customisable reporting tools to generate insights specific to your facility’s needs.
Analytics for cost forecasting and performance tracking.
Comprehensive Asset and Maintenance Tracking
Keeping up with preventative and reactive maintenance is key to avoiding costly repairs and downtime.
52-week maintenance planner with job sheets and photographic records.
Preventative and reactive maintenance automation.
Automated maintenance scheduling based on usage, warranties, or compliance requirements.
Work order tracking allows managers to assign tasks and track progress in real-time.
Integration with Building Systems (BMS, IoT)
A CAFM system should seamlessly connect with Building Management Systems (BMS), IoT sensors, and financial software to create a fully integrated facilities ecosystem.
Connects with HVAC, lighting, and energy monitoring systems.
Automates data collection for condition-based maintenance.
Monitor real-time energy consumption and automate climate controls.
Track equipment performance using IoT-enabled predictive analytics.
Enhance security by integrating access control and CCTV monitoring.
Regulatory Compliance and Safety Management
Facilities managers face strict legal requirements around fire safety, air quality, and building maintenance.
Track regulatory deadlines for statutory inspections, risk assessments, and maintenance.
Send automatic alerts for expiring certifications and risk assessments to ensure nothing is missed.
Store compliance certificates and reports for audits and evidence of due diligence.
Stores statutory compliance reports for audits, and to avoid legal risks.
Learn more about CAFM in sustainable building operations.
đź”— Karsons Consulting – Building Services Design
With so many solutions available, choosing the best CAFM system depends on your facility’s unique needs. Choosing a CAFM system requires careful consideration to ensure long-term efficiency.
Scalability: Will the system adapt to portfolio growth and additional users?
Integration: Does it connect and work seamlessly with your existing BMS, IoT devices, and accounting software?
User Experience and Adoption: Is the interface intuitive and easy to train staff on?
Mobile Access: Can technicians and managers use it remotely?
Vendor Support and Training: Does the provider offer long-term updates and customer training, and technical assistance?
Choosing the right CAFM software isn’t just about features. It’s about functionality, ease of use, and future-proofing your facility’s management processes.
Want help selecting a CAFM system? Karsons Consulting provides expert guidance.
đź”— Contact us for a CAFM consultation.
A CAFM system is an investment that can transform how your facilities are managed, reducing costs, improving efficiency, and ensuring compliance. But choosing the right system and implementing it effectively is just as important.
Karsons Consulting helps property managers assess, implement, and optimise CAFM solutions tailored to their needs.
đź“© Get in touch with Karsons Consulting to discuss your CAFM requirements.
Email us at info@karsonsconsulting.com | Call us on 020 3282 7605
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CAFM (Computer-Aided Facilities Management) is a software solution that optimises maintenance, asset tracking, and compliance for buildings
CAFM is widely used in commercial real estate to automate HVAC servicing, track lease compliance, and optimise energy efficiency.
A CAFM system is used to manage building operations, track maintenance, and optimise asset performance, helping facilities teams improve efficiency and compliance.
Key capabilities include space management, asset management, maintenance management, energy management, and compliance tracking. Benefits include:
Lower operational costs through preventative scheduling.
Increased asset lifespan with lifecycle tracking.
Reduced maintenance costs through preventative scheduling.
Compliance assurance with automated regulatory tracking.
Improved workspace utilisation through space planning features.
A CAFM system automates reminders, stores compliance documents, and provides reporting tools to help facilities managers stay on top of legal obligations.
Yes, most modern CAFM systems integrate with building management systems (BMS), IoT devices, and financial software for seamless operations.
CAFM automates maintenance, tracks building performance, and enhances compliance reporting.
Industries such as healthcare, education, corporate real estate, manufacturing, and retail benefit significantly from CAFM software due to their complex facility management needs.
IWMS (Integrated Workplace Management Systems) cover broader functions like real estate and environmental sustainability, while CAFM focuses specifically on facilities management.
Costs vary widely. Basic CAFM solutions start at £5,000 per year, while enterprise-level systems can exceed £50,000.
Karsons Consulting are members of the Chartered Institute of Building Services Engineers, The Association of Consultancy and Engineering, British Institute of Facilities Managers and the Building Services Research and Information Association.
