{"id":16787,"date":"2021-10-29T05:03:22","date_gmt":"2021-10-29T09:03:22","guid":{"rendered":"https:\/\/www.m2sys.com\/blog\/?p=16787"},"modified":"2022-06-17T07:30:43","modified_gmt":"2022-06-17T11:30:43","slug":"is-it-time-to-ditch-the-spreadsheet-based-facility-management","status":"publish","type":"post","link":"https:\/\/www.m2sys.com\/blog\/others\/is-it-time-to-ditch-the-spreadsheet-based-facility-management\/","title":{"rendered":"Is it Time to Ditch the Spreadsheet Based Facility Management?"},"content":{"rendered":"

Spreadsheets are a regular thing in most property and facility management offices, where they’re used to keep track of tenants, vendors, inspections, and compliance, and more.\u00a0 However, it may be time to abandon these dinosaurs and move from spreadsheet-based facility management to a record-keeping system or software designed specifically for property management and more conducive to analysis, collaboration, and clarity.<\/p>\n

Each week, plenty of events occur, ranging from unit inspections and asset maintenance to new compliance violations and filing deadlines.\u00a0 A record-keeping system that demonstrates this ever-changing environment is required to capture these events, analyze them, and spot trends that can notify your management strategy.<\/p>\n

It must take into account historical data, limit time spent inputting data, and provide you with real-time information, which is nearly impossible with traditional spreadsheets.<\/p>\n

Let’s take a look at some of the most common spreadsheet issues of\u00a0property management professionals.<\/p>\n

#1 \u2013 To Err is Human<\/strong><\/h3>\n

The accuracy of a spreadsheet is frequently dependent on the accuracy of the human inputting the data. We’d all like to think we’re perfect, but unfortunately, we’re not. If we were, America’s Funniest Home Videos would never have seen\u00a0the level of success that it did.<\/p>\n

Small data errors in property management can result in huge costs. If you type in a property violation’s correction due date as 03\/01\/21 when it’s actually 02\/01\/21, you could face large fines for the mistake. These all-too-common mistakes can skew your analysis, resulting in misguided strategies and action plans.<\/p>\n

#2 \u2013 Who\u2019s on First?<\/strong><\/h3>\n

After you run an excel report, it is frequently sent out and saved by multiple parties. They then add their own information to their version.<\/p>\n

When the time comes to request that report, you may have 5 different versions, each telling a different story. Deciphering\u00a0which workbook is the most recent.<\/p>\n

Due to the lack of a centralized truth, collaboration among facility management professionals is difficult. They all start with a different set of assumptions and knowledge about the organization and its property. Facility managers require accurate and up-to-date records. There should be no more squandering time in email chains and folders while looking for the “correct file.”<\/p>\n