Computer Aided Facility Management (CAFM): An efficient solution for facility managers

Facility management deals with the administration and management of buildings and their technical systems

Ralph Bockisch
Ralph Bockisch
EcholoN Blog - Computer Aided Facility Management (CAFM): An efficient solution for facility managers

Welcome to this educational journey into the world of computer-aided facility management (CAFM). Whether you are a facility manager looking for efficient ways to optimise processes and manage costs or simply have an interest in advanced technologies, you will gain relevant and interesting insights here. At the heart of this site is how CAFM provides an efficient solution to facility management challenges.

Facility management deals with the administration and management of buildings and their technical systems. According to DIN EN 15221-1, the aim is to improve the effectiveness of a company's main activities. As complicated and extensive as it sounds, it is. This is how another term arose, that of Computer Aided Facility Management, meaning programs or software that partly take over or automate the multitude of different processes in facility management. What is CAFM exactly and how does it work? Read the following blog entry to learn more.


What is CAFM and how can it optimise the facility management process?

As the name suggests, facility management in the company is supported by computer-aided facility management using suitable software. The basic idea is to provide the facility manager and, if necessary, external service providers with important information relating to their work areas and tasks at a glance. The work areas include, for example

  • Management of buildings and facilities
  • Upcoming inspections or audits
  • Inspection, maintenance and repair measures
  • Ongoing contracts
  • Vehicle fleet management
  • Cleaning cycles
  • Etc.

After successful implementation of a CAFM software, work processes in facility management are made easier, more efficient and cost-saving.

CAFM programs consist of a database in which the relevant information is stored as well as a user interface through which the information is made accessible. How exactly does the CAFM system work?

Understand the basics of CAFM

CAFM is a technology that aims to automate and optimise the management of facilities and real estate. By integrating CAD and ERP systems as well as other technologies, CAFM can provide a wide range of functions, from maintenance planning to property management.

Advantages of the CAFM solution for facility management

The advantages of the CAFM solution for facility management are manifold. It optimises work processes, increases efficiency and provides an insight into all property management activities. External service providers can be conveniently managed and data exchange is faster and more secure.

How CAFM optimises facility management processes

CAFM optimises the facility management process by providing functions for real-time monitoring and management of inventory, facilities, real estate and premises. It also includes modules for maintenance planning and cleaning management.

EcholoN Blog - What is CAFM and how can it optimise the facility management process?

How does a CAFM programme work?

How does a CAFM program work?

In the case of computer-aided facility management systems, a distinction is made between centrally managed systems (e.g. client / server) and decentralized or web-based applications. While centrally managed systems almost exclusively access permanently networked computers and the databases available there, the data can be accessed, expanded and changed from anywhere via web-based systems. This is particularly advantageous when several company branches work with the same CAFM or when facility managers need to access the data from outside the company location. The web-based application or web apps are opened from a browser similar to a website. Offline apps for smartphones and tablets are often available for offline processing when there is no internet connection.

This results in a decisive advantage of the web-based application: The CAFM can also be used to map and assign work orders due to the possible synchronization on the different end devices. For example, defects within an office building or room can be entered directly into the software, which the facility managers or external companies can view and initiate repairs.

So that all parties, whether internal or external, can work effectively with the CAFM system, it should contain important functions. What are they?

Which functions should a CAFM offer?

Especially when the networking of your own company with external service providers is to be used to make work easier, the CAFM software must be able to connect the respective data suppliers with interfaces. This is the only way to ensure smooth and, above all, time-saving communication for everyone.

In order to be able to use the data imported from several sides, the CAFM program must be able to receive the data, actively initiate processes and trigger notifications. For this - logically - on the one hand a network connection is required, on the other hand it has to be checked for cyber security. Interfaces that make data transfer possible are often used as targets for hacker attacks.

In addition, it makes sense if the CAFM system offers a means of documenting all previously performed services. This is important, for example, to keep an eye on maintenance cycles or to assert warranty claims.

EcholoN Blog - How does CAFM software help to manage operating costs efficiently?

How does CAFM software help to manage operating costs efficiently?

Constantly changing regulatory guidelines and increasing cost and performance pressure make it necessary to manage operating costs as efficiently as possible. CAFM software provides effective solutions for this.

Automated building management with CAFM software

CAFM software makes it possible to automate and standardise building management processes, which in turn helps to reduce operating costs. You can efficiently manage everything from workstations to the total area of the building, from intranet solutions to information technology.

Efficient operating cost management thanks to CAFM systems

CAFM systems enable facility managers to manage and monitor their operating costs. They offer tools for cost and contract management, invoicing and evaluation. To summarise: CAFM systems are the answer to efficient operating cost management.

Reduced operating costs through CAFM solutions

CAFM solutions can help reduce operating costs by minimising the time and resources needed to manage and maintain properties and facilities. This allows facility managers to shift their focus from manual management and documentation to strategic planning and optimisation.

EcholoN Blog - How can CAFM software make the work of facility managers easier?

How can CAFM software make the work of facility managers easier?

As a facility manager, you can take full advantage of computer aided facility management and focus on strategic goals and improvements instead of worrying about time-consuming, manual processes.

CAFM systems: a helpful tool for facility managers

CAFM systems are an indispensable tool for any facility manager. They provide a centralised platform where all relevant information and data can be easily accessed, managed and shared. This rationalises and improves building management.

The CAFM system as a solution for fast and better results

By automating time-consuming manual processes in facility management, the CAFM system enables faster and better results. From scheduling and task allocation to technical support and invoice tracking - with a well-implemented CAFM solution, all processes run more efficiently.

How CAFM helps you to be more efficient and effective

CAFM increases efficiency and effectiveness in facility management by automating management, maintenance and many other tasks. The computer software provides a central source for all important information, optimising the management of facilities and resources.

EcholoN Blog - What are the key functions of CAFM software?

What are the key functions of CAFM software?

A good CAFM solution is an all-rounder. It has numerous functions, ranging from managing buildings and facilities and monitoring maintenance work to providing information on available premises and support requests.

CAFM solution: Automated processes for facility management

The key functions of a CAFM solution include the automated management and maintenance of buildings and facilities, resource planning and compliance with legal regulations and standards, e.g. in accordance with the GEFMA 444 directive, DIN standards and others.

Integrate with CAFM software, CAD and ERP systems

The CAFM solution enables integration with existing CAD and ERP systems, resulting in smoother management and control of buildings and facilities. This enables the easy transfer and utilisation of data between the different systems, improving the overall workflow.

How CAFM software is used to map relevant data

CAFM software is used to map and manage relevant data and information. It provides a centralised platform for collecting and managing all relevant information, from the use of premises and facilities to maintenance schedules and logs, tenant information and much more!


How can CAFM systems improve building management?

Improving building management through the use of CAFM systems is another relevant topic we will cover here. Read on to learn how CAFM systems can be effectively integrated to improve building management.

How CAFM software improves building management

The ability to schedule and track maintenance tasks, keep accurate records of space utilisation and generate detailed reports are just some of the benefits.  With space management, it is possible to manage rooms and areas in accordance with DIN 277. Numerous area-related functions and analyses are available.

How can EcholoN support?

The requirements for a suitable software solution are high. To do justice to this, EcholoN developed a versatile program that helps, among other things, to organize data, distribute tasks, maintain automatic processes and define new processes. The integrated, guarding control system reports if deviations or special cases occur.

The EcholoN CAFM software includes, among other things

  • Simple document management: any number of users can access entered and stored documents at the same time.
  • EcholoN ticket system or Helpdesk software: The Helpdesk allows tasks to be recorded, clustered and distributed. The current status can be viewed at any time.
  • Possibility of data exports and their evaluation: All data can be represented graphically and can be exported in different file formats.
  • Self-learning knowledge database: For example, documents can be created quickly and without errors.
  • Occupational health and safety requirements: The software helps to maintain an overview and reports when the next inspections are due, for example.
  • And much more

So the bottom line is that it pays to use high-quality and extensive software in order to actually make everyday work easier.

Our EcholoN staff will be happy to help you choose the right CAFM software and are ready to answer any questions you may have. Simply call or write without obligation - we look forward to hearing from you!

Maybe also interesting: