Herramientas de gestión en Facility Management

Management Tools for Facility Management

The growing need for profitability, business flexibility and transparency means a bigger and bigger challenge for Facility Managers. What are the real costs and where are the potential savings? What is the best provision strategy? How can quality be measured and granted without compromising the budget? And new complexities such as legislation, normative compliance, business continuity, technology evolution and sustainability.

Due to the size of the budget that FM manages, savings translate quickly into profit for the organization. It is essential to have up-to-date, reliable and immediate information to make decisions. Those software tools specifically designed for FM will help manage that volume of information.

Software tools

Software tools for FM can be divided into these groups:

  • ERP (Enterprise Resources planning)
  • (Computerized Maintenance Management System)
  • CAD (Computer Aided Design)
  • CAFM (Computer Aided Facility Management )
  • IWMS ( Integrated Workplace Management systems)

ERP is a system designed for planning, control and operation from a financial point of view. It is characterized by being made up from different modules integrated to support the main activities: finances, production, sales, purchasing, logistics, accounting, project management, GIS, inventory and storage control, payrolls, etc. ERP manages essential items related to FM from a financial point of view.

CMMS is a system that helps with equipment maintenance, corrective, preventive and predictive maintenance. It is focused on resources availability and includes tickets control, inspection planning, stock and spare parts control and creation and follow-up of work orders.

CAD is 2D and 3D drawing software.  2D drawing tools are based on vector geometric entities such as points, lines, arcs and polygons, with which can be operated via a graphical interface. 3D modellers add surfaces and solids. CAD can also be used in the context of product life cycle management.

CAFM is an information and management system that allows working in graphic and alphanumeric ways equally and is supported by a document manager that is integrated in the system. It helps manage graphically and simply all buildings information. Most of CAFM packages in the market are based on CAD systems with a more or less robust link to alphanumeric elements in data bases.

CAFM and IWMS terms are usually used equally. However, there are differences between these two systems. From a functional point of view, the biggest difference is that IWMS includes Real Estate, rent and project management and sustainability functionalities.

IWMS systems integrate five functionality key components, operated from just one technological platform and a data base. These functionality areas are:

  • Property Management (property, rent and insurances control, investment plans, etc.)
  • Space and Project Management (tickets control, follow up planning, stock control, etc.)
  • Service Management (requests, reservations, fleet management, etc.)
  • Sustainability Management (energy consumption, carbon footprint, waste management, etc.)


There are many software tools in the market to help us with our activity. Some of them are so complex that con manage everything we can imagine. But, as everything, it has a price. We should evaluate its return of investment to determine it viability.

First of all, we cannot forget that they are management tools; they are not a solution ‘per se’. Depending on the size of the portfolio we have to manage, they might be even unnecessary. In other cases it should be determined first what is exactly what we need, because if we do not know what we want, the process may turn against us.


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Do you want more information about what we do in Consultancy, Training and Research en Facility Management?

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Participate in the Observatorio FM

You can choose between these 3 options to participate:

How to participate?

Collaborating with the Observatorio FM is a personal and voluntary decision, and there is no contractual obligation or economic retribution for it.

Any interested person can apply to participate as a leader of a new project, or apply as a collaborator in an existing one.

A technical committee will evaluate the subject matter of the proposed projects and the applications of the participants, deciding which ones are carried out and by whom.

Each person decides how much they want to dedicate, depending on their availability or type of project. The aim is for it to be an altruistic activity and not an additional workload.

What does it consist of?

To promote and publish studies that help professionals in the sector and to help others understand our profession and discipline.

The results and deliverables are shared openly, always acknowledging the contributions of all authors and contributors.

The Observatorio FM’s activity will respect the objectivity, ethics, rigour and good practices that govern our Research area.

Contributors have access to the best collaborative tools, sectoral information and contacts, as well as the assistance of expert consultants and researchers at international level.


FM Observatory

FM Observatory is a platform which develops and disseminates Facility Management information. It’s accessible to all those who’d genuinely like to participate. Ethical use and objectivity are essential, and all results must be shared. You decide how long you devote to it and what you want to achieve.

You can participate as:

  • Leader: define the topic and coordinate the activity
  • Collaborator: help with development

We will provide:

  • Current situation and trends regarding the subject
  • Access to experts and advisers
  • Collaborative tools
  • Design assistance and dissemination platform

All contributions will be given credit in completed projects.



We are part of the European research group and we work in international teams to develop different types of initiatives:

  • Public financing
  • International bids

We also work for service providers who require support with decisions linked to:

  • Positioning
  • Product launches
  • Finding partners


As accredited experts in the drafting processes of European and International standards on Asset and Facility Management, we are the perfect partner to assist you with:

  • Standards alignment
  • Assistance with certification
  • Specialised training

FMHOUSE is the only Spanish-speaking consulting firm that participates in these processes.



At FMHOUSE we think that progress made in Facility Management should be shared, so we strive to produce and publish the following material:

  • National and international trends
  • Industry analyses
  • Market studies

The “FM Observatory” is open, should you like to contribute with a publication.



Our view of spaces or workplaces from a Facility Management perspective leads to a better understanding of such a need as a service, as it is essential to apply the same logic and methodology.

Generally we offer:

  • Assessment and optimisation
  • Design strategies
  • Solutions and scenarios
  • Wellbeing and productivity

We apply our knowledge and experience to offices, learning spaces, shopping centres and the industrial environment.



In order to make the right decisions, clear accurate market data as well as facts about the organisation itself is essential. In the Facility Management environment, this is even more critical due to the impact it has on business.

Examples of benchmarks:

  • Operating costs
  • Resource use/allocation
  • Audits and compliance assessment

These services are requested mainly by end users, but also by service providers.


Customer Experience

Facility Management’s overarching goal is customer satisfaction, whether they are internal or external. Understanding their feelings and needs is the key to offering a good service.

Our support is based on:

  • Satisfaction assessment
  • Customer perception
  • People-oriented models
  • Change management

We strive to understand and get to know our clients’ customers, in all sectors and types of businesses.


Digital Transformation

The Facility Management world is experiencing a major transition to digital environments. We help our clients understand how it impacts them and assist them throughout the change.

Our areas of support are:

  • Process digitization
  • Viability and integration
  • Digital culture
  • Technological response

We operate as independent advisers, not as brand vendors.

We advise end-users and service providers.

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Service Design

All kinds of companies need to define or improve the way in which it structures supporting activities provided by Facility Management.

Our main products are:

  • Status diagnostics
  • Service dimensioning
  • Grouping and models
  • Help with tenders
  • Assistance with implementation

Our proposals are structured according to individual requirements.

We help end customers and also service providers.

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