A CAFM system can be a useful tool in both facilities management and property management. However, it is important to understand the difference between these two industries and how CAFM can be leveraged to simplify complex processes.
Given its name, Computer Aided Facilities Management (CAFM), you might presume that the platform is solely designed for facilities managers (FMs). But this type of software can also be used by property managers (PMs) to ensure the smooth running of buildings and assets. Although both these disciplines are interlinked, there are some fundamental differences which set them apart from each other. In this article, we’ll explore the differences between a facilities manager and a property manager, in addition to how a CAFM system can support both these roles.
- What is the difference between a facilities manager and a property manager?
- What is the role of a facilities manager?
- What is the role of a property manager?
- Is CAFM software useful for both these job roles?
What is the difference between a facilities manager and a property manager?
Often, the terms: FMs and PMs, are used interchangeably—but they have distinct roles and responsibilities. Generally, property managers are concerned with the overarching management of their properties and assets. Whereas facilities managers are usually focused on maintenance and the operational running of a property.
PMs are not only focused on managing tenant acquisition and retention, but also ensuring that all their buildings are profitable. FMs, as you would expect, are more interested in the functionality, maintenance, and infrastructure of the building. Of course, there is overlap between facilities management and property management, but the overall goals and objectives differ. When working with a CAFM system, it’s essential that each of these roles are defined and understood so that the software can be used in the most efficient and effective way.
What is the role of a facilities manager?
In facilities management, there are a wide range of tasks and activities which need to be carried out. A facilities manager is responsible for:
Equipment and Asset Management
An FM often takes on the role of managing assets and equipment to ensure energy efficiency, functionality, and safety. The facilities manager must monitor equipment to make sure it is operating effectively, as well as working with suppliers and contractors to organise necessary repairs and replacements.
Building Maintenance and Repairs
Alongside equipment and asset management, facilities managers also handle the maintenance and repairs of a building. This could include anything from fabric maintenance to preserving the overall infrastructure of a building. An FM also takes charge of works relating to gas, heating, plumbing, and electrics—they need to respond to any building issues that may arise and coordinate any required repairs. The FM may also be responsible for implementing a planned preventative maintenance strategy which takes a more proactive approach to facilities management. By using PPM tools in Elogs CAFM, FMs are better able to coordinate regular maintenance activities.
Managing Relationships with Suppliers and Contractors
Since the facilities manager takes ownership of the maintenance and repairs of a building, they depend on reliable suppliers and contractors. So, part of an FM’s job is to build strong relationships with service providers who can quickly respond to any potential building issues. When choosing who to work with, facilities managers must always consider quality, compliance, and efficiency. Facilities management software can make this process much easier—that’s why the Elogs CAFM system is integrated with Prosure360, an advanced supply chain management software.
Ensuring Building Health and Safety
Safeguarding your buildings isn’t just a matter of ticking compliance boxes – it’s about prioritising the safety and well-being of your tenants. Facilities managers play a crucial role in maintaining the safety and security of the spaces they oversee. Their duties often involve conducting regular checks, mitigating risks, and scheduling routine maintenance. These proactive measures not only enhance safety but also guarantee compliance across the board.
Facilities management software, like CAFM, can be especially useful in streamlining these processes and driving business efficiencies. But how does the role of a facilities manager differ from a property manager?
What is the role of a property manager?
Now you understand the key role of a facilities manager, let’s delve into the role of a property manager. A property manager’s key responsibilities are:
Tenant Lease Management
Property managers often have a more direct relationship with their buildings’ tenants and occupants. This means they are responsible for managing tenant leases, setting lease terms, collecting rent, and drafting new leases.
The property manager can act as the main port of call for building occupants, dealing with all tenant-related issues. As well as maintaining good relationships with tenants—PMs also need to communicate with the property owners to keep them in the loop regarding building maintenance, vacancy rates, and complaints. CAFM systems are often used by PMs as they can be especially useful in helping them keep track of important documents and manage tenant invoices.
Building Maintenance and Repairs
Like a facilities manager, property managers are also involved in building maintenance and repairs. PMs are responsible for the general upkeep of their properties, overseeing repair works and keeping their buildings in good working order.
Managing Budgets
As well as getting involved in building maintenance and tenant management, property managers also take charge of the budget. To meet financial objectives, a PM must create annual property budgets and account for any expenses that may be incurred throughout the year. This is likely to include any costs relating to emergency repair work, refurbishment, and general property maintenance. CAFM software often has a range of reporting and analytical tools—this allows property managers to better allocate their budget and ensure cost efficiency.
Marketing Properties to Attract Tenants
One of the most important aspects of property management is attracting new tenants. So, the property manager focuses on tenant acquisition and uses marketing as a tool to bring in new business. Day-to-day duties might include vetting potential tenants and giving property tours to prospects—this is a crucial part of property management as it ensures fast tenant placement. Although there is some overlap between these two disciplines, the roles are clearly defined by these distinct differences.
Is CAFM software useful for both these job roles?
CAFM software can be a powerful tool for both FMs and PMs. Daily tasks within each of these professions may vary, but essentially, they are both responsible for the management and maintenance of their buildings. With a CAFM system, you have total visibility of your buildings, allowing you to streamline facilities and property management.
For property managers, a CAFM can:
- Provide total visibility of buildings to help better manage the annual budget.
- Schedule regular maintenance to help minimise costs.
- Improve communication with tenants and build positive relationships.
- Store documentation and track actions.
For facilities managers, a CAFM can:
- Track maintenance issues and schedule routine property checks.
- Implement preventative maintenance using PPM planners.
- Manage supplier relationships with the Elogs and Prosure360 integration.
- Monitor the energy efficiency of equipment through regular inspections.
CAFM may be a facilities management software, but it is also one of the best property management solutions on the market. Ultimately, Computer Aided Facilities Management can simplify both property management and facilities management.
In the realm of property and facilities management, technology and automation play a vital role. By making the most of CAFM software, FMs and PMs will be able to streamline processes, enhance operational efficiency, and manage building maintenance with ease. Not only will a CAFM system boost productivity, but it will also allow for proactive decision-making.
In an era where data-driven insights and seamless operations define business success, harnessing the power of CAFM is the key to achieving excellence in property and facilities management. With Elogs CAFM+ Service Desk on your side, you’ll have access to 24/7 support, ensuring that nothing gets dropped. Our CAFM can revolutionise your business by offering an intuitive platform that helps you maximise efficiency and save money.
