A man in a hardhat and safety vest uses a tablet in a manufacturing plant
Process Improvement

Streamline Workflows With Facility Management Software

Written By: Ray Waldron
November 14, 2023
6 min read

Managing large facilities is a high-stakes endeavor that requires diligent attention to detail. To ensure profitability and safety, facility management teams must constantly optimize operations and monitor a broad range of variables. From reducing energy consumption and supervising maintenance crews to planning improvements and monitoring building systems, teams can easily be overwhelmed by the sheer volume and complexity of tasks required to keep facilities operating at optimal levels.

The right facility management software can help by automating many routine processes and ensuring critical tasks are consistently executed on time and without error. A superior facilities management platform will integrate technology and data throughout the facility to provide a “single source of truth” that delivers greater visibility and transparency into building operations. Above all, facility management software must be fully customizable, allowing management teams to adapt the software to the needs of their workflows rather than altering workflows to accommodate the limitations of rigid software.

Quickbase can help. Specializing in Dynamic Work Management through no-code application development, our platform provides templates and pre-configured building management software that can be completely customized by virtually any member of the team. With Quickbase’s no code tools, users with little or no coding experience can nevertheless create and modify sophisticated applications to simplify and streamline the tasks of facility and commercial building management.

Advantages of facility management software

Automated facility management software offers tremendous advantages over traditional tools like spreadsheets or manual, paper-based processes. With superior software, facility management teams can:

  • Improve efficiency. By automating tasks and centralizing information, facility management software allows teams to accomplish more each day in less time and with fewer resources.

  • Reduce energy costs. Management software may provide tools to track usage and cost, monitor the health of systems, and recommend steps to lower consumption and optimize expenditures.

  • Streamline maintenance activities. To save money on maintenance activities while extending the life of equipment and assets, facility management solutions use data-driven analysis to prioritize maintenance work and optimize maintenance expenses.

  • Increase building safety. Facility management platforms may use AI-powered processes to track the health of safety systems, monitor surveillance equipment, and address issues to prevent safety lapses.

  • Minimize system downtime. By automatically monitoring the health of operational systems and mitigating problems early, facility management software can reduce or eliminate the kinds of problems that cause systems to go down.

  • Reduce costs. By automating workflows and streamlining processes, facility management software can help teams to achieve significant cost savings.

  • Gain greater visibility. Facility management programs enable teams to access real-time data on building conditions, project status, energy usage, system health, and many other data points that are critical to managing facilities effectively. Facility management software may also include building information modeling technology that delivers a 3D representation of a facility’s physical structure and operational systems. Teams can use a building information modeling system to improve planning for new projects, schedule maintenance and repairs more efficiently, troubleshoot system problems, and create emergency response plans.

Facility management software from Quickbase

Quickbase is the only fully customizable, Dynamic Workplace Management platform that taps no-code software to enable users to enhance operations and collaboration through real-time insights, automated processes, and unmatched technical support. With Quickbase, business users and IT teams work together on a single platform where IT maintains control and governance as business users create and modify applications.

Along with tools for creating custom solutions, Quickbase offers templates and pre-configured solutions that can streamline facility management.

  • Project management software enables teams to manage facilities with less risk, waste, and unexpected costs. Quickbase connects all existing systems and workflows to deliver a single view into the status, progress, and performance of projects. Teams can automate workflows to increase productivity and identify areas to improve performance.

  • Budgeting and financial software helps cut costs and maximize profits by providing access to real-time, accurate financial data. Quickbase eliminates error-prone, manual, double entry and standardizes financial reporting to provide all stakeholders with more accurate information.

  • Scheduling and resource management software balances workloads, reduces costs, and dynamically allocates resources as projects evolve. Quickbase helps track certifications, skill sets, and background checks to avoid costly errors and slowdowns.

  • Subcontractor management software helps organize contracts, monitor vendor performance, manage contracts, and improve overall job quality across a portfolio of projects.

  • Contract management software provides a central location for all property agreements, leases, customer contracts, service contracts, and vendor contracts. With Quickbase, teams can quickly find the information they need to optimize business processes for compliance, risk, and efficient execution.

Software for additional industries

In addition to tools for facilities management software, Quickbase delivers a wide range of built solutions for various industries and business needs that can be easily adapted for the requirements of individual companies. Quickbase offerings include solutions for:

  • Construction. Quickbase construction management software centralizes construction documentation, provides clients with real-time updates, streamlines critical processes, ensures compliance, and delivers visibility into projects, resources, and employees.

  • Solar. Quickbase project management technology helps solar companies to work leads, schedule site surveys, report on sales, and manage simultaneous installation projects.

  • Manufacturing. Quickbase process improvement software helps manufacturers reduce waste, eliminate inefficiencies, and access real-time visibility into inventory, performance, suppliers, and critical processes.

  • Education. Quickbase technologies help educational institutions to digitize workflows, automate operations, track changes to school requirements and learning systems, and enhance experiences for educators, students, and administrators.

  • Healthcare. Quickbase enables healthcare organizations to streamline processes, reduce risk, optimize workflows, improve security and compliance, and track patient data across networks.

  • Government. Government agencies choose Quickbase to help digitize public sector data workflows without compromising security or transparency.

  • Legal. Quickbase case management solutions help law firms centralize data, streamline workflows, gain insights into processes, and make strategic decisions with better business intelligence.

Why choose Quickbase?

With 20+ years of experience empowering non-coders to build sophisticated solutions to complex problems, Quickbase has developed a proven approach to Dynamic Work, and uses best practices that successfully enable citizen development and workflow automation at scale.

Our flexible governance model keeps data safe while maintaining best practices for application development across your organization. In-product guardrails enable non-coders to create software without worrying about breaking systems or accessing the wrong data. IT retains an appropriate level of control and visibility into what apps are being created, what systems are being integrated, and by whom. Best-in-class security features reduce risk, enabling users to stay focused on important matters.


What is facility management software?

Facility management software, also known as built environment software, provides tools that help building management teams to automate tasks, streamline processes, and manage buildings more efficiently, safely, and profitably. Facility management software may offer tools for monitoring energy consumption, tracking costs, scheduling maintenance and repairs, coordinating contractors and vendors, ensuring compliance, and handling many other workflows required to keep buildings operational.

What are essential features of management software?

Superior facility management software must be able to automate both routine and critical tasks to ensure that important deadlines are met, that costs are controlled, and that systems operate with optimal efficiency and performance. Facility management platforms should also integrate seamlessly with other software solutions for productivity, accounting, and building operations to simplify management tasks for building teams. A solution that can be easily customized is essential, since every building and every team has unique requirements and workflows.

Picture of Associate Content Marketing Manager Ray Waldron set against a lochinvar background
Written By: Ray Waldron

Ray Waldron is an Associate Content Marketing Manager at Quickbase.