The way to use current information to construct the case for a greater software program resolution

When organizations battle with facility administration programs, the information they should make a powerful enterprise case to maneuver to a more practical platform is usually already inside the present system. 

Key takeaways 

• Discover the information you want: The prevailing facility administration system accommodates invaluable information that can be utilized to focus on its shortcomings and make a powerful case for switching to a greater platform 
• Establish the basis causes of the issue: Dig into the basis explanation why the present system isn’t working, resembling a number of disconnected level options, poor implementation, or a elementary mismatch between platform capabilities and enterprise wants 
• Construct a cross-functional enterprise case: When making a case for change, spotlight the influence on numerous departments, resembling HR, finance, and IT, and display how a better resolution helps deal with particular challenges and help organizational objectives 

By trying intently at your present system, it may be attainable to construct a compelling case for change, highlighting inefficiencies, gaps, and missed alternatives that may be addressed by adopting a extra streamlined, environment friendly, and scalable resolution. 

Begin by figuring out what’s not working and why 

Earlier than you may make the case for a brand new platform, you could articulate why the present system doesn’t meet your wants. Right here, you’ll must transcend basic frustration and dig into the precise root causes. 

Each scenario is a distinct, however there are some frequent causes groups want a brand new system, together with: 

• A number of, disconnected level options: The crew makes use of separate instruments for work orders, inspections, asset monitoring, and vendor administration. As a result of the programs don’t speak to 1 different, there’s duplicate information, handbook work, and reporting complications 
• Poor implementation and low adoption: The software program may need had some potential, however the supplier rushed the rollout, failed to coach your crew, and by no means configured their product to match your workflows. Now nobody needs to make use of it 
• Basic mismatch between platform capabilities and enterprise wants: Your group has grown, and also you’re managing extra places, property, and total complexity. The software program hasn’t stored up, although, as a result of it lacks cell entry, predictive upkeep instruments, or the flexibility to scale throughout websites 

All of those are frequent, however the issue of too many platforms is particularly widespread. In reality, 58% of organizations cite a number of information dashboards as one among their largest challenges when analyzing organizational information, whereas 55% battle with the time it takes to build up significant information throughout totally different programs, and 37% require 11 or extra full-time workers simply to collate, analyze, and report on operational information, based on Eptura’s 2025 Office Index report. 

Ask a lot of questions and audit the entire tech stack  

To determine which points apply to your scenario, start by speaking to your crew. Technicians, supervisors, and coordinators work together with the system day-after-day, and so they’re typically the primary to identify inefficiencies. 

Ask them inquiries to pinpoint what’s slowing them down, together with in the event that they’re avoiding the platform altogether or nonetheless counting on spreadsheets, paper varieties, or textual content messages to handle duties? If that’s the case, it’s a transparent signal the system isn’t supporting workflows. Additional suggestions can reveal whether or not the difficulty is usability, lack of cell entry, or poor configuration. 

Subsequent, take a detailed have a look at your workflows. Study how the crew creates, assigns, and tracks work orders. Is the method clean and intuitive, or does it contain a number of handbook steps and workarounds? In case your crew has developed casual programs outdoors the platform simply to get issues carried out, that’s a purple flag. platform ought to streamline operations, not drive your crew to construct their very own options. 

Then, audit your tech stack. Checklist each digital and handbook instrument your crew makes use of for upkeep, inspections, asset monitoring, vendor administration, and reporting. Establish any overlap, gaps, and lacking integrations. In case your crew is logging into 5 totally different programs to finish a single activity, you’re coping with fragmentation that’s costing time and creating threat. 

Lastly, examine your platform’s capabilities to your group’s operational objectives. If your organization is targeted on vitality effectivity, compliance, or managing a number of places, does your present system help these priorities? Can it monitor vitality utilization, automate compliance reminders, or present visibility throughout websites? If not, it’s doubtless misaligned together with your broader technique. 

Search for proof of issues contained in the software program 

A robust technique to display your present facility administration resolution isn’t working is to make use of information from the software program. When a system is underperforming, the proof typically lives contained in the instruments you’re hoping to interchange. Relying on the basis trigger, you’ll be able to floor totally different metrics that reveal inefficiencies, gaps, and missed alternatives. 

By pulling this information instantly out of your current system, the proof makes your case for switching platforms extra credible, extra pressing, and far more durable to disregard. 

Too many instruments slowing all the things down 

Utilizing separate programs for inspections, asset monitoring, work orders, and vendor administration might sound manageable at first. However over time, this patchwork of level options creates friction that slows down your crew and complicates reporting. 

To point out how fragmentation is affecting your operations, search for indicators like these in your platform information: 

• Duplicate data throughout programs: Verify for repeated entries in asset logs, inspection stories, or work orders. If the identical gear or activity seems in a number of codecs, your crew is probably going re-entering information manually 
• Guide reporting time: Measure how lengthy it takes to compile stories. In case your crew is pulling information from a number of programs, that’s a transparent signal of inefficiency 
• Missed or delayed duties on account of system gaps: Evaluation completion charges and inspection schedules. If duties are constantly late or missed, disconnected programs could also be in charge 
• Technician login frequency throughout platforms: Observe how typically technicians log into a number of programs every day to quantify how a lot time is misplaced switching between instruments 

These metrics provide help to transfer past anecdotal frustration and present the actual operational value of fragmented programs. 

Nobody needs to make use of the system 

Typically the issue is the way it was rolled out. In case your crew by no means obtained correct coaching, or if the system wasn’t configured to match your workflows, adoption will undergo. And when folks cease utilizing the platform, it stops delivering worth. 

Search for these indicators that poor implementation is holding your crew again: 

• Consumer exercise logs: Take a look at login frequency, session length, and have utilization. Low engagement throughout the board factors to poor adoption 
• Uncompleted or overdue work orders: If duties are constantly overdue or unassigned, it might be as a result of the system isn’t getting used or isn’t usable 
• Coaching completion charges: In case your platform consists of onboarding modules or coaching logs, verify what number of customers accomplished them. Low completion charges typically correlate with low confidence within the system 
• Assist ticket quantity: Excessive numbers of inside help requests associated to the platform can point out confusion or frustration stemming from poor implementation 

The information helps you present that the difficulty isn’t resistance however an absence of help. 

In lots of circumstances, it’s additionally associated to total usability. Organizations spend money on facility and upkeep administration software program to deal with operational challenges resembling gradual response instances, gear downtime, and compliance points. So, whereas it is smart that choice groups concentrate on options that clear up these issues, usability is vital. When you have a system that’s exhausting to make use of, individuals are not going to make use of it.  

System can’t sustain, gained’t scale 

As your group grows, your facility administration wants turn into extra complicated. You’re managing extra places, extra property, and extra expectations. In case your present platform wasn’t constructed to scale, it is going to begin displaying indicators of pressure. 

To display that your system now not matches your online business wants, have a look at: 

• Cellular utilization stats: In case your crew works within the subject however cell utilization is low or nonexistent, the platform will not be accessible or purposeful on cell units 
• Lacking predictive upkeep triggers: In case your system doesn’t help condition-based upkeep or sensor integration, you gained’t see information tied to asset efficiency thresholds, and that absence is itself an information level 
• Scalability limits: If efficiency degrades or reporting turns into inconsistent as you scale, that’s proof of a mismatch 
• Customized subject utilization or workaround monitoring: In case your crew is utilizing customized fields, notes, or exterior spreadsheets to trace issues the platform doesn’t help, that’s a transparent signal the system isn’t assembly operational wants 

These alerts present that your platform is actively limiting your skill to develop and adapt. 

Construct a enterprise case that highlights the cross-functional worth of switching options 

When constructing an efficient enterprise case for a better resolution, don’t focus solely on one crew’s ache factors. You additionally want to point out how the present tech stack is creating friction throughout the group. Whether or not it’s HR struggling to help hybrid work, finance coping with handbook reporting, or IT attempting to handle a patchwork of disconnected instruments, the restrictions of your current platforms doubtless have an effect on extra than simply services. So, your proposal ought to spotlight the issues and the potential advantages in ways in which resonate with every division. 

Begin by figuring out how the present system is falling brief. For instance, if HR is attempting to enhance worker expertise however lacks dependable occupancy information, or if finance is spending hours reconciling prices throughout a number of programs, these are direct penalties of outdated or fragmented expertise. Then, present how a better, built-in resolution may help clear up these challenges for everybody. 

To strengthen your case, tailor the messaging for various stakeholder teams, together with: 

• Human assets: Clarify how higher area utilization and reserving information can help hybrid work methods, enhance worker expertise, and contribute to retention 
• Monetary operations: Spotlight how automation and centralized information cut back overhead, enhance useful resource allocation, and ship measurable value financial savings 
• IT groups: Emphasize how consolidating platforms reduces complexity, improves information safety, and helps scalability 
• Govt management: Align your proposal with strategic objectives like digital transformation, operational agility, and threat mitigation 

By connecting the swap to measurable outcomes that matter throughout departments, you construct a case that’s not solely related however important. 

Switching to success: Making a powerful enterprise case for abandoning wasteful legacy software program 

By aligning your proposal with enterprise objectives, incorporating cross-functional information, and presenting clear monetary metrics, you’ll be able to present why it’s time to maneuver on from a system that’s now not assembly your wants. The present platform could also be slowing down operations, creating reporting challenges, or failing to help the dimensions and complexity of your group.  

To make your case as robust as attainable, spotlight each the measurable outcomes and the broader organizational influence. Present how the present system is holding again operational effectivity, limiting visibility, and making it more durable to ship a constant worker expertise. Then clarify how a greater resolution would deal with these gaps and help long-term progress. 

By Jonathan Davis

As a content material creator at Eptura, Jonathan Davis covers asset administration, upkeep software program, and SaaS options, delivering thought management with actionable insights throughout industries resembling fleet, manufacturing, healthcare, and hospitality. Jonathan’s writing focuses on matters to assist enterprises optimize their operations, together with constructing lifecycle administration, digital twins, BIM for facility administration, and preventive and predictive upkeep methods. With a grasp’s diploma in journalism and a various background that features writing textbooks, enhancing online game dialogue, and educating English as a international language, Jonathan brings a flexible perspective to his content material creation.