Next-generation facility

management software
time to get strategic
Six ways you can use facilities management
software to plan for the future

planonsoftware.com Next-generation facility management software time to get strategic 1

 Next-generation FM software
time to get strategic

Perfect for today, ready for tomorrow 3

Next-
1. Making real estate work harder and smarter 4
generation
2. Creating a mobile culture 5
facility
management 3. Embracing the alternative workplace 6

software 4. Ensuring technology works for people (not the other way round) 7
time to get 5. Keeping the lights on 8
strategic
6. Protecting your workforce 9

Now, is the time to get strategic 10

2 Next-generation facility management software time to get strategic planonsoftware.com

Next-generation FM software
time to get strategic
Perfect for today, ready for
tomorrow
All over the world, forward-thinking facility
management professionals have turned
to facilities management (FM) software
to efficiently manage their facilities and
real estate portfolios. Its being used to
streamline business processes, reduce
facility costs, and simplify space and
maintenance management. Simply put,
it has revolutionized overall workplace
performance and helped corporations meet
their sustainability objectives.
But many facility management professionals
dont realize that the next generation of
facilities management software can also be
used to strategically plan for the future of
The future always their businesses.
arrives too fast and in
the wrong order
Alvin Toffler,
writer and futurist
planonsoftware.com Next-generation facility management software time to get strategic
Change your thinking, change the future
In order to do this, you need to move beyond
using FM software to simply maintain current
physical infrastructure and control costs.
You need to look at how you can use it to
maximize the value of your organizations
core operations and improve your bottom
line. This includes:
Transforming the building infrastructure to
facilitate execution of business processes
and optimize collaboration between
people.
Improving the internal quality of life within
a building.
Increasing the safety, both physically and
virtually, of a buildings occupants.
A challenge? Not if you know what youre
looking for.
Look forward, today
In this white paper well look at how next-
generation facilities management software
can drive a business forward in six key areas
that will change the way businesses do
business. Well cover:
1. Making real estate work harder and
smarter.
2. Creating a mobile culture.
3. Embracing the alternative workplace.
4. Ensuring technology works for people (not
the other way round).
5. Keeping the lights on.
6. Protecting your workforce.
3

1. Making real estate work harder
and smarter
The economic downturn caused many
FM professionals to defer building
maintenance. And ongoing global real
estate value reduction caused by market
surplus continues to pressure organizations
balancing their owned and leased real estate
in the best possible way.
Pushing life expectancy to the limit
Instead of expanding their real estate,
companies are looking to maximize
their bottom lines. FM professionals are
increasingly called upon to determine
whether its best to maintain, upgrade,
repurpose, or demolish existing buildings and
associated infrastructure.
To put this into perspective, approximately
85% of future costs are expected to go
towards growing people with only 15%
being dedicated to facilities(1). Companies are
staying in their existing facilities longer. And
as we move into the next decade, the real
estate of many western companies will often
be pushed beyond their initially projected life
expectancies.
The future belongs to the agile
To make the most of these conditions
(and the unknown scenarios to come),
you need the agility to change as fast
as your businesss needs. You need to
think strategically from envisioning ideal
scenarios to measuring current space,
reconciling existing assets and equipment
with future targets.
Next-generation facilities management
software enables you to do all this and more:
A single, reliable source of quality data
makes your real estate costs transparent
and maximizes the financial, technical,
and functional performance of the real
estate youre managing ensuring full
compliance and alignment with your
organizations future strategy.
4 Next-generation facility management software time to get strategic
Next-generation FM software
time to get strategic
With the right facilities management
software in place, you can strategically
plan and optimize the number, size, and
value of your buildings as well as monitor
their function and condition.
It enables you to collect real estate data
in a centralized, structured database
that immediately eliminates existing
spreadsheets and local administration.
Occupancy and vacancy can all be
monitored but more than this, it delivers
a full set of tools to help you forecast
future demand for real estate, facilities,
and services.
Consistent data and a compliant data
management workflow ensure integrated
support for all real estate processes and
reliable management information.
You get proactive monitoring of service
delivery and an accurate picture of costs,
quality, SLAs, and supplier performance
which helps to reduce failures, processing
times and associated costs.
Integrating Building Information Modeling
(BIM) with FM software closes the
information gap between the architecture,
engineering and construction (AEC) phase
and the operating phase of a building.
This means BIM can now be used to
ensure facilities management impacts are
considered during the design phase
enhancing a buildings performance and
ensuring operations are managed more
efficiently throughout a buildings life.
Next-generation FM software enables you
to integrate your FM and RE processes
with smart building technology and your
core business systems.
It will enable you to lower your
organizations costs by reducing the
number of point solutions you use. And its
configurability will help ensure alignment
and compliance with authorization
policies, evolving business processes or
changing demands.
Ultimately, next-generation FM software
enables you to ensure your real estate is
able to adjust to your businesss changing
demands, even if expansion or new facilities
arent an option. And if they are, youll
have all you need to strategically align your
real estate and facilities portfolio with your
businesss future strategy.
planonsoftware.com
Next-generation FM software
time to get strategic

2. Creating a mobile culture It supports best practices in both fixed and

The workforce of today is vastly different
to the one of 10 years ago. And the rapidly
changing dynamics of todays employees are
challenging FM professionals to find flexible,
innovative ways to match their needs.
The biggest issue is the rise of mobility as
a driver for change. People no longer arrive
en masse at 9 and leave at 5. Average
workplace occupancy is dropping (it now
stands at under 50%). In addition, a large
proportion of the workforce have private
commitments like family life, taking care
for others or social activities. This requires
additional flexibility in terms of time in
the office. In fact, around 20% of todays
employees already work flexibly and this is
expected to double in just three years.
Moving forward with mobile
Organizations that recognize the need for
flexibility and mobility are better placed to
attract the right talent, creating environments
where people and businesses thrive. Back
in 2014, for the first time, access to the
internet via mobile devices surpassed access
via desktop and laptop computers(2). Next-
generation FM software allows you to plan
for and accommodate more flexible, more
mobile ways of working:
flexible workplaces allowing businesses
to revolutionize their core workplace
strategies.
It gives employees all the support and
services they need, wherever and
whenever they need them all on their
mobile devices.
Sensor technology can support your
workforce, allowing them to find and
use the spaces and resources they
need. These embedded devices can be
integrated and connected together to
create an intelligent building information
network, whether within a single building
or across geographically dispersed
facilities.
The Big Data derived from sensor
technology also allows you to intelligently
harness insights into workplace usage
patterns giving you the means to
strategically plan for the demands of your
increasingly mobile workforce. Using this
data, Microsoft has so far been able to
reduce its energy budget by $1.5million
and not every building has been brought
online(3).
It delivers comprehensive KPIs on your
existing space utilization allowing you to
accommodate the changing workforce
and highlight further opportunities and
areas for improvement.

Working with next-generation FM software,

you can ensure your employees get the
environment, services, and flexibility they
need today while strategically planning for
the demands of tomorrow.

planonsoftware.com Next-generation facility management software time to get strategic 5


3. Embracing the alternative
workplace
Research from Gartner indicates the nature
of work is changing from how it is performed
to who performs it and, most importantly
for FM professionals, the places where its
performed. Organizations are implementing
alternative workplace practices and new
ways of working to foster more efficient
collaboration, knowledge-sharing, flexibility,
speed, innovation, and productivity.
The result is the alternative workplace.
Working outside the box
The alternative workplace is a combination
of non-traditional work practices, settings
and locations which supplement or replace
traditional offices.
It has evolved as the global economic
downturn, technological developments, and
sustainability challenges pressure businesses
into new ways of working. Ways that reduce
costs, optimize resources, and increase
workplace flexibility.
Not surprisingly, Forbes has revealed that 82
of the top 100 Best companies to work for
allow employees to work outside the office
20% of the time.
6 Next-generation facility management software time to get strategic
Next-generation FM software
time to get strategic
Improving productivity
To realize the full potential of the technology
supporting the alternative workplace,
companies need to be able to track and
understand the use of both company and
alternate workplaces. Next-generation FM
software is a key piece of the puzzle:
It will support you in implementing
efficient space management while helping
develop innovative workplace strategies
aligned with the changing needs of your
organization.
It will enable you to bring all relevant data
(eg spaces, workplaces, floor areas,
CAD drawings, departments and people)
together in one central database the first
step in professional space management
and workplace innovation.
It supports a wide range of space and
workplace allocation, from fixed and
shared workspaces through to alternative
or dynamic space and workplace usage.
And it will allow you to constantly monitor
utilization and increase the efficient use of
space.
Next-generation FM software will give
you all the data and information you need
to strategically plan for a variety of work
settings, allowing people to choose the one
most conducive to the work at hand. And in
doing so, not only reduce overall expenses
but also foster productivity to move your
business forward.
planonsoftware.com
Next-generation FM software
time to get strategic
4. Ensuring technology works for
people (not the other way around)
The need to maximize collective insights and
creativity is causing organizations to consider
where and how people gather to co-create
new knowledge.
Co-creation enables organizations to solve
complex problems and innovate for the
future. Innovative businesses are creating in-
house co-working environments, anticipating
the increase in learning, satisfaction,
productivity, and connectivity these spaces
will deliver. And technology is playing a major
role in making this a reality.
The smart way to work
Smart technology, delivered from the cloud,
enables anywhere, anytime collaboration.
Not surprisingly, this kind of technology
is the number one trending topic for FM
professionals looking to enable greater
efficiency and drive strategic change.
planonsoftware.com Next-generation facility management software time to get strategic
Next-generation FM software enables you to
harness the power of the cloud and create
the collaboration businesses are looking for:
It enables anytime, anyplace access to
services and knowledge.
It integrates services and increases
productivity in alignment with your
organizations goals.
It enables efficiency in service contracting
and execution through continuous
performance monitoring.
A single data source allows
standardization and immediate cost
reduction across an entire organization,
whether the work is taking place locally or
globally.
And you get streamlined and integrated
processes, resulting in better, faster
processing.
In short, it gives your employees the freedom
to collaborate where and when they please
(while also giving you the control you need to
strategically plan for the future.)
7

5. Keeping the lights on
Businesses are on the cusp of a major
transformation. Over the next decade, new
smart assets and facilities will enter offices,
factories, and homes in numbers weve
never seen before. Were also seeing the
rapid convergence of nanotechnology, bio
technology, materials technology, information,
and communication technology.
If this wasnt enough, theres also the
acceleration of technological developments
and growing information exchange between
developed and developing countries.
And it doesnt end there. New materials,
new technologies, the increased use of
autonomous robotics, the creation of
the Internet of Things where physical
objects and humans are connected and
communicate virtually are all driving rapid
and irreversible change.
As these machines replace humans in some
tasks and augment them in others, their
largest impact may be less obvious. Namely
what happens if they should fail?
8 Next-generation facility management software time to get strategic
Next-generation FM software
time to get strategic
Ensuring business as usual
As businesses become more reliant on these
emerging (and increasingly vital) technical
advances, ensuring business continuity is
becoming a critical responsibility and its
falling on FM professionals shoulders.
Next-generation FM software ensures you
can confidently deliver a safe, secure, stable,
always-on work environment both now and
in the future:
Automated alerts will help your employees
react fast in the event of a potential issue.
In-built analysis tools will help pinpoint
potential points of weakness so they can
be addressed long before they cause a
problem.
It allows you to establish maintenance
regimes ensuring just-in-time and fit-for-
purpose maintenance across any type of
workplace, asset or installation.
And because next-generation FM software
can be integrated with any building,
security or access management system,
you get full control over the major factors
which can negatively affect business
continuity.
Simply, with next-generation FM software
in place, you can strategically plan for (and
prevent) virtually any disaster or risk to your
business long before they become a reality.
planonsoftware.com
Next-generation FM software
time to get strategic
6. Protecting your workforce
We are facing a talent crisis. Currently the
baby boomer generation is one of the largest
represented in todays workforce and theyre
rapidly approaching retirement. In fact its
estimated that roughly 10,000 people will
turn 65 every day until 2030(4).
With figures like these, its easy to see
why gaps are opening up faster than the
remaining workforce is able to fill them. And
its expected the competition for talent will
only increase over the coming decade.
To attract the best and brightest employees,
companies are going to have to face being
scrutinized. Prospective employees will
examine how an employers brand image
and values reflect their own. And with the
ever-growing concern about protecting
the environment for future generations, a
companys approach to sustainability will play
a key recruitment role.
Forward thinking companies realize this.
planonsoftware.com Next-generation facility management software time to get strategic
Taking care of tomorrow, seeing results
today
Every week, Google opens 1.3 million square
feet of office space and avoids using any
red list materials(5). Of course, theyre not
the only ones to place sustainability high
on their corporate agenda. Its expected
sustainability will continue to be an important
trend across countries and industries over the
next decade. Fortunately you can use next-
generation FM software to plan for it today:
You can get key insights into a wide
range of sustainability metrics and
demonstrate the interrelationship between
consumption, emissions, and costs.
The resulting data can highlight immediate
opportunities for improvements in multiple
areas.
The analytical tools within next-generation
FM software are already based on
regulatory and best practice standards
(such as LEED and BREEAM).
Once changes are put in place to improve
your businesss sustainability, next-
generation FM software will help to quickly
and easily monitor progress.
Next-generation software will give you all you
need to strategically manage and plan for
your businesss sustainability challenges. And
the results will enhance your business (and
the world) for years to come.
9
 Next-generation FM software
time to get strategic

Now is the time to get strategic
The next decade is certain to be one where
business, industry, and society are presented
with a wide variety of new challenges and
opportunities.
We can already see rapid changes due to the
accelerating pace of technology, the creation
of new, previously unheard of technologies,
and new high value services we can create
with this technology.
New demands are being created which
are leading to new service concepts and
whole new ways of doing business. And
its up to you as a forward-thinking facilities
management professional to stay ahead,
going beyond simply maintaining physical
infrastructure and controlling costs.
Next-generation facilities management
software puts the tools you need in your
hands. Use it to think, plan, and implement
strategic initiatives to not only manage and
improve the circumstances you face today,
but prepare for any eventuality tomorrow.

The future starts here.

References:
With over 30 years of CAFM experience, Planon is the leading global
provider of software that supports organizations in optimizing their real
estate and facilities management processes. Planons software has been ISS 2020 Vision Scenarios for the Global
(1)

completely designed in-house and is fully integrated to deliver reliable Facility Management Industry

management information. Gartner the leading independent technology smartinsights.com: Mobile Marketing
(2)

research organization has consistently rated Planon as a global leader Statistics 2015
in their Magic Quadrant for Integrated Workplace Management Systems facilitiesnet.com: Microsoft uses big data
(3)

(IWMS). Planon has implemented its comprehensive solutions for over 2,000 to manage buildings
clients, supported by offices around the world. To learn more about Planons safebuilt.com: Training for the silver
(4)

IWMS software visit planonsoftware.com or follow us on Twitter @Planon_US tsunami

or @Planon_CA. fairsnape.com: Architects and Green Deal
(5)

10 Next-generation facility management software time to get strategic planonsoftware.com