One of the most transformative changes brought about by the internet is the sheer volume of information now available at our fingertips. Whether using a desktop computer, smartphone, tablet or smartwatch, we can instantly access reviews, comparisons and recommendations before making almost any decision.
When Amazon began allowing customers to rate and review books in the 1990s, many authors and publishers were deeply uncomfortable with the idea. Yet that feature helped establish a model that now influences almost every industry.
Today, we review restaurants, tradespeople, hotels, employers and countless products and services before spending our money. The same principle increasingly applies to Facilities Management software.
For FM professionals considering a new platform, user reviews and comparison sites can provide valuable insight into how different systems perform in practice.
Why Facilities Management Software Matters
Facilities Management covers an enormous range of responsibilities, which means there is no single software platform that will suit every organisation.
Some systems focus on maintenance and work orders, while others specialise in:
- Asset management
- Space planning
- Property management
- Energy monitoring
- Lease administration
- Capital projects
- Environmental performance
The right software can help Facilities teams improve visibility, reduce administration and make better-informed decisions across the estate.
According to software comparison platforms, common functions offered by FM systems include:
- Managing assets and equipment records
- Monitoring maintenance costs
- Automating workflows
- Scheduling recurring tasks
- Improving asset efficiency
- Streamlining repair requests
- Tracking work-order completion
- Reducing property and maintenance costs
Common Features of FM Software
Facilities Management platforms often combine several modules within one system.
Maintenance Management
Maintenance tools allow teams to create, assign and monitor planned and reactive tasks.
They may include:
- Preventive maintenance schedules
- Contractor allocation
- Mobile engineer updates
- Service-level monitoring
- Escalation alerts
- Maintenance history
This helps teams move away from paper-based records and fragmented spreadsheets.
Asset Management
Asset-management tools allow organisations to record important information about building systems, equipment and infrastructure.
This can include:
- Asset location
- Condition
- Service history
- Warranty information
- Replacement costs
- Expected lifespan
Accurate asset data can improve lifecycle planning and reduce the risk of unexpected failure.
Space Management
Space-management software helps organisations understand how their buildings are being used.
Features may include:
- Floor plans
- Occupancy tracking
- Desk allocation
- Room utilisation
- Capacity planning
- Workplace analytics
This has become particularly valuable as hybrid working changes occupancy patterns.
Move Management
Move-management modules can help coordinate relocations, departmental changes and office reconfigurations.
They may support:
- Move requests
- Task allocation
- Furniture planning
- IT coordination
- Communications
- Progress tracking
Capital Projects
Some platforms include tools for managing refurbishments, construction work and investment programmes.
These can help teams monitor:
- Budgets
- Timelines
- Contractors
- Approvals
- Risks
- Project documentation
Lease and Property Management
For organisations managing larger property portfolios, software may support:
- Lease records
- Rent reviews
- Critical dates
- Service charges
- Property costs
- Occupancy details
Sustainability and Energy Performance
Environmental modules may analyse:
- Energy consumption
- Carbon emissions
- Water usage
- Waste
- Building performance
- Sustainability targets
These tools can help Facilities teams identify inefficiencies and demonstrate progress against environmental commitments.
Benefits of FM Software
A well-chosen platform can deliver several operational benefits.
More Efficient Workflows
Automating routine tasks reduces administrative work and helps ensure important actions are not missed.
Better Asset Performance
Accurate maintenance records and condition data can help extend asset life and reduce emergency repair costs.
Improved Cost Control
Centralised information makes it easier to monitor spending, compare suppliers and identify recurring problems.
Stronger Reporting
Dashboards and automated reports provide managers with better visibility of performance and risk.
Reduced Space Costs
Occupancy and utilisation data can help organisations decide whether space should be consolidated, redesigned or repurposed.
Improved User Experience
Building users can often submit requests through online portals or mobile apps and receive updates without repeatedly contacting the Facilities team.
Examples of Leading FM Platforms
Historically, software comparison sites have listed dozens of Facilities Management platforms from a wide range of providers. The following systems have previously received strong user feedback, although features, pricing and ownership may have changed over time.
Axxerion
Axxerion has been positioned as a comprehensive property and Facilities Management platform suitable for organisations managing portfolios ranging from dozens to thousands of units.
Its functionality has included:
- Property management
- Maintenance
- Lease administration
- Accounting
- Workflow automation
Its cloud-based model has allowed users to access the system from multiple locations.
Avantis
Avantis has focused heavily on maintenance and asset-performance management.
The system has been designed to help organisations improve asset profitability and support decision-making across multiple levels of the business.
Its strengths have historically included flexibility, maintenance control and adaptable deployment.
OfficeSpace
OfficeSpace has been aimed at organisations of different sizes, with a particular focus on space management and workplace planning.
Its key features have included:
- Interactive floor plans
- Workplace allocation
- Space reporting
- Move management
- On-demand analytics
The platform has been promoted as user-friendly and particularly useful for organisations managing flexible workplaces.
AwareManager
AwareManager has offered a range of FM functions, including:
- Asset management
- Inventory management
- Preventive maintenance
- Work-order management
Its mobile capability and ability to continue working during temporary connectivity loss have been highlighted as useful features for operational teams.
Facilities Management eXpress
Facilities Management eXpress, commonly known as FMX, was developed to centralise maintenance requests, scheduling and resource coordination within a cloud-based system.
Its functionality has included:
- Maintenance management
- Facility scheduling
- Work-order tracking
- Inventory
- Reporting
- Event management
The cloud-based approach allows users to access the platform from any location with an internet connection.
Reviews Should Be Used Carefully
User ratings can be helpful, but they should not be the only factor influencing a software decision.
A system with a perfect score based on one or two reviews may provide less reliable evidence than a slightly lower-rated platform with hundreds of users.
Before selecting a product, consider:
- Number and quality of reviews
- Organisation size
- Sector experience
- Customer support
- Integration capability
- Data security
- Implementation requirements
- Total cost of ownership
A platform that works well for a multinational property portfolio may be unnecessarily complex for a small organisation.
Cloud-Based or On-Premise?
Cloud-based FM platforms have become increasingly popular because they can often be accessed remotely without requiring extensive internal infrastructure.
Potential benefits include:
- Easier remote access
- Automatic software updates
- Faster deployment
- Reduced local server requirements
- Better support for mobile working
However, organisations should also assess:
- Cybersecurity
- Data residency
- Connectivity requirements
- Supplier resilience
- Contract terms
- System availability
Some organisations may still prefer on-premise or hybrid arrangements where security or operational requirements demand greater internal control.
The Importance of Mobile Access
Facilities teams rarely work exclusively from a desk.
Engineers, contractors and site managers need to access information while moving around buildings and estates.
Mobile functionality can allow users to:
- Receive work orders
- Update task status
- Upload photographs
- Record asset information
- Scan barcodes or QR codes
- Access manuals
- Capture signatures
The strongest systems make the mobile experience simple and reliable rather than treating it as an afterthought.
Questions to Ask Before Choosing an FM System
Before selecting a platform, organisations should ask:
- What specific problems are we trying to solve?
- Which features are essential?
- Who will use the system?
- Will it integrate with existing technology?
- How much training will be required?
- What support does the supplier provide?
- How will data be transferred?
- What is the total cost over the contract term?
- Can the system scale as the organisation grows?
- How will success be measured?
Starting with these questions can prevent organisations from purchasing software that looks impressive but does not meet their real needs.
Pilot Before Full Implementation
Where possible, test the platform with a small group or single site before committing to a full rollout.
A pilot can reveal:
- Usability problems
- Data-quality issues
- Training requirements
- Integration challenges
- Unexpected costs
- User resistance
It also gives Facilities teams the opportunity to refine processes before introducing the system across the entire organisation.
Final Thoughts
Facilities Management software can improve efficiency, reporting, asset performance and cost control, but there is no universal best system.
The right platform depends on the organisation’s estate, objectives, resources and users.
Review and comparison sites can provide a useful starting point, but organisations should combine user feedback with careful requirements gathering, product demonstrations, security assessment and practical testing.
The most successful implementation will not necessarily involve the platform with the longest feature list. It will be the one that solves genuine operational problems, is easy for people to use and provides accurate information that supports better Facilities Management decisions.
Talk to Maxwell Stephens
If you are hiring in Facilities Management, talk to our team about what the market currently expects. If you are an FM professional weighing up your next move, the Facilities Management jobs we are handling span the public, private and not-for-profit sectors.
