And When We Say Cost-Free, We Mean in Every Way Possible

Your work order management system is essential to the daily facility asset management operations of your business. From creating work orders themselves to managing documentation and vendor partners, the amount of information that you and your team process every day likely couldn’t be done — and realistically, shouldn’t be done — without a proper and effective work order management system in place.

However, you already know there are many work order management systems available for facility management teams. While each has common as well as distinct features and benefits, it’s important to consider the cost of these platforms in terms of 1) what you pay as well and 2) the effort/involvement required to use it. Even the most efficient work order management system won’t help you if you still have to invest time elsewhere in making it work. It may be helpful to break down a couple scenarios for comparison.

1. A System Managed by Your Team Only

  • You pay a monthly or annual fee for using the work order platform
  • You pay a fee per work order or ticket to utilize the system
  • Your team is responsible for managing all work orders for all locations
  • Your team handles all setup, communications, and files from vendors
  • Your team handles all system upkeep and other administrative work
  • Your team manages and stores estimates and invoices in the system
  • Your team handles the system developer relationship
  • Updates, changes, research, and analysis are your team’s responsibility
  • Training new hires is your responsibility (or has a fee if done by the developer)
  • Your team has to deal with system maintenance, outages, and other issues

2. A System Managed by Your Team — and an Aggregator

  • The aggregator provides a work order management system for you to use
  • The aggregator is responsible for managing all work orders for all locations
  • The aggregator handles all setup, communications, and files from vendors
  • The aggregator handles all system upkeep and other administrative work
  • The aggregator manages and stores estimates and invoices in the system
  • The aggregator handles the system developer relationship (or is the developer)
  • Updates, changes, research, and analysis are the aggregator’s responsibility
  • The aggregator can train your team on their system or one already in use
  • The aggregator deals with system maintenance, outages, and other issues

Now Consider, in Which Scenario Do You Come Out Ahead?

At first, it might seem like handling all of this work in-house with a set number of FTEs is preferable. You know what the platform costs, and you know what it costs to have those employees. But what is the cost of heavy workloads holding those employees back from accomplishing other high priority tasks?

In facilities management, time is of the essence — a broken down HVAC/R system can lead to store closures and lost revenue. Malfunctioning signage creates negative impressions that can affect customer perceptions. Lighting issues can also lead to safety issues, which impact business operations. If your team can’t address issues such as these fast enough because they’re dealing with other administrative burdens, the cost becomes even greater.

No, in reality the second scenario is far better. Of course, working with an aggregator comes with a cost. But when you work with the right partner, that cost is offset by key value-adds such as a cost-free work order management system — and, greatest of all, the removal of almost all work outlined in the comparison above from your plate. That’s because those tasks are what aggregators do best: handling your facility asset management program on your behalf so your team can focus on other strategic priorities.

One of the distinct benefits of working with an aggregator is that their facility asset management capabilities are performed for all of your locations — not just one or a few. All of them. This is often a challenge for facility teams who otherwise would have to identify self-performing service vendors near each location. Instead, the aggregator leans on established relationships with commercial service vendors and manages all work from start to finish, proactively maintaining assets and helping you control costs.

Learn more about the advantages of working with an aggregator here.

Work with the Leader in Facility Asset Management

At CLS Facility Services, we provide a work order management system that is completely cost free for our clients. Because it’s our own in-house system, you only have one party to work with for updates or support needs. Combined with our preventive maintenance strategies and complete support for virtually every asset across all of your locations, a partnership with us helped you control costs, accelerate results in your program, and more efficiently manage all of the information and data pertaining to facility management.

Connect with us to learn more about our capabilities and our system.