Tackling Operational Challenges in Facilities Management with the Right Software Platform
Navigating the complexities of facilities management can feel overwhelming, especially when it comes to selecting a work order management system that seamlessly integrates with your subcontractor network. The sheer number of options, each with its own configurations and features, can make finding the right fit a challenge. However, you know what you need: a platform that drives productivity, reduces administrative burdens, and enhances customer satisfaction. Just as critically, the solution needs to be intuitive for both your in-house team and subcontractors and straightforward to implement.
The best choice isn’t just about having an “off-the-shelf” platform; it’s about finding a solution that aligns with your specific business needs rather than one that requires you to adjust your processes to suit the software. In facilities management, operational efficiency, cost reduction, and scalability are essential. That’s why understanding which features are truly mission-critical is a must, so you can confidently invest in a platform that will elevate your operations, not overwhelm them.
For years, myWork has partnered with facilities teams, building owners, and subcontractors to create and refine a work order management platform tailored to the realities of facilities management. Through these experiences, we’ve identified the key features that separate a standout platform from an ordinary one.
Here are eight must-have features that should be top of mind as you evaluate your options.
1. Streamlined Subcontractor Management
Efficiently managing subcontractors is crucial in facilities management, where time-sensitive and coordinated efforts are the norm. A comprehensive management system enables clear communication with subcontractors, allows real-time location tracking, and provides insight into ongoing projects. Being able to quickly access information on subcontractors’ locations, assignments, and work completion status helps you ensure jobs are progressing smoothly and on schedule.
“We’ve perfected the tools to support your subcontractors and field workforce, making it easy for them to collaborate with your team and provide field-level reporting,” says Brian Kohler, CEO of myWork. A seamless, user-friendly subcontractor management system helps bridge gaps, reduces misunderstandings, and promotes accountability.
2. Integration with Other Software Applications
Your facilities management platform should support smooth integration with other critical software applications. Facilities teams often use a range of tools for work orders and asset management, such as Service Channel, Corrigo, ServiceNow, Maximo, and FM Pilot. By integrating these applications with your platform, you can create a cohesive workflow that eliminates redundant data entry, enhances visibility, and reduces the risk of errors.
“Our platform also integrates with ERP systems like Microsoft Dynamics GP and QuickBooks, along with tax solutions such as Avalara, which means your back office can avoid the hassle of ‘swivel-chairing’ between applications,” Kohler explains. This feature saves time and reduces administrative costs, giving your team a single hub for managing projects, financials, and compliance needs.
3. Offline Mobile Application
For a workforce that’s constantly on the move—often working in remote or low-coverage areas—reliable offline capabilities are a must. Field personnel need the ability to log work status, upload photos, and capture critical data regardless of reception quality. A mobile app that functions smoothly offline reduces data entry delays, minimizes frustration, and ensures work continues unhindered.
Moreover, a well-designed app with an intuitive interface reduces the need for extensive training and makes onboarding subcontractors quicker and more effective. With this feature, your team gains a world-class user experience that’s both efficient and reliable.
4. Scalability for Large Volume
Facilities management often requires scaling to accommodate a high volume of work orders across multiple sites. Whether you’re managing a few local properties or hundreds of locations nationwide, your platform needs the ability to grow with your business. A scalable solution adapts to fluctuations in workload and ensures you’re not held back by platform limitations when expanding operations or taking on larger clients.
Your work order management system should be robust enough to handle all subcontractor and in-house assignments without any compromise on performance, allowing you to stay agile in a dynamic market.
5. Invoicing and Payments
An efficient invoicing and payment system simplifies the back-and-forth between subcontractors and your accounts team. Look for a platform that allows subcontractors to submit invoices through a dedicated portal, where your team can easily review, approve, or decline them and make electronic payments. This feature eliminates time-consuming invoice tracking and helps streamline payments, reducing delays and keeping projects on budget.
“Our applications remove the field data collection headaches that so often slow down payment cycles,” Kohler shares. “They also free you from constantly tracking down invoices from subcontractors, saving valuable time and resources.”
6. Reporting and Analytics
Data-driven decision-making is at the core of operational efficiency. A work order management platform should provide you with detailed reporting and analytics, offering insights into work order status, subcontractor performance, and key metrics. These insights are invaluable in identifying performance gaps, optimizing resource allocation, and supporting your strategic goals.
The myWork Platform offers operational reports customized to your unique business requirements, allowing you to tailor metrics for various departments. This level of flexibility means each unit within your organization gets the insights it needs to operate at its best.
7. Real-Time Updates
In fast-paced facilities management environments, real-time updates are non-negotiable. With live visibility into work orders, everyone involved—whether subcontractors, in-house teams, or clients—stays informed and aligned on project progress. Immediate access to the latest information allows you to make adjustments quickly, minimizing downtime and ensuring projects stay on track.
This feature doesn’t just improve operational coordination; it also enhances customer satisfaction by keeping clients informed and able to track progress as it happens.
8. Security and Reliability
Facilities management involves handling sensitive data—from site security information to financial transactions. Ensuring that this information is safeguarded is essential. A secure, reliable platform should have robust data protection, with backup and recovery capabilities to safeguard your information and a proven track record for uptime.
The myWork Platform boasts a 99.98% uptime record, providing continuous availability and redundant data protection. With advanced facility safeguards and a comprehensive recovery plan in place, you can trust that your operations will remain secure and resilient.
Discover the myWork Platform: Built for Modern Facilities Management
The myWork Platform was purpose-built for companies managing both subcontractor networks and in-house field teams at regional and national levels. It’s designed to provide the tools and flexibility needed to optimize subcontractor workflows and meet the unique demands of facilities management.
“Subcontractor management is where our platform shines,” says Kohler. “If at least 20% of your work involves subcontractors, myWork will help reduce administrative spend and increase your invoice turnaround time, leading to a leaner and more agile operation.”
Ready to See How myWork Can Transform Your Operations?
myWork is dedicated to helping you work more effectively with your subcontractors, optimize your operations, and achieve your business goals. Contact us today to learn more about how the myWork platform can meet your facilities management needs.
