As a facilities manager, you’re in charge and responsible for keeping systems running: the A/C unit, the assembly line…even the engines in the trucks out back, geared up for a long haul delivery. Staying on top of vendor relations and maintenance schedules also fall within your wheelhouse. Without question, there are a lot of moving parts to keeping everything working well on a predictable schedule. This is where innovation comes in: Rather than rely on outdated methodologies, businesses have adopted facilities maintenance management systems, or FMMS.

Your facilities operations may be complex, but your FMMS shouldn’t be. Let’s define exactly what a FMMS is and review the basics on how it can make your day-do-day operations easier.

What is a facilities maintenance management system (FMMS)?

FMMS is a web-based software solution that helps teams manage and organize their facilities maintenance processes, including:

  • Repairs
  • Inventory control
  • Asset management
  • Work orders
  • Panning schedules
  • Analyzing data trends 

The benefits of facilities management software are profound, as the old way of keeping your finger on the pulse of the different areas of your facility, via pen-and-paper, has proven to be poised for error. The cascading negative effects of insufficient, late, or inaccurate work orders and issues with contractors are common and still happening today. Many organizations still struggle with the well-known problems of older maintenance management systems. Machines stay offline. There’s ambiguity with who might take on the work, and when. There are issues with maintaining adequate inventory, leaving clients in a lurch. Whether your facility is a factory, a hospital, a warehouse, or an office, not having actionable data because of an antiquated system has dire consequences. With FMMS in play, the issues are essentially eradicated; ops teams have the most up-to-date data at the ready so they can make decisions that keep everything running how they should be.  

With a modern FMMS solution, teams have greater efficiency across virtually every aspect of the facility. First, the software helps to keep supply chains intact–delivery vehicles are continuously maintained as your ops team can access the latest repair and maintenance data. Auto-generated work orders allow teams to connect with the right mechanics and technicians, ensuring the repairs or other needed work gets done quickly. Inventory data also remains accessible and actionable; the clients who depend on your team are never left hanging and the MRO inventory you have gets utilized. With an integrated approach, everyone on the team understands their part within the bigger picture. For example, when a truck driver submits their post-trip inspection report showing that their vehicle needs a brake job, a work order is sent to the mechanic. Another driver could be put on the schedule to fill in on a pending delivery. Bottom line: nothing falls through the cracks. 

Asset management can be accessed and executed with mobile-optimized software. Tackle preventive maintenance and work orders wherever you are at any time of day. No pen and paper required. 

How does a FMMS work?

Most facilities maintenance management systems work by providing a simple web-based interface where different aspects of the facility can be managed, including:

Modern solutions make it easy to access critical data, such as measurable business intelligence and comprehensive, automated reporting. From there, you can see trends that inform what comes next. Other aspects of the software allow you to keep record of all current and historical work orders and organize work schedules. Lightning helps to ensure uptime on machines and vehicles and on-time delivery of goods.

Why is FMMS important?

Some of the biggest challenges facilities managers face relate to managing operational efficiency and reducing risk. No matter the size of the organization, facilities managers work to keep costs and unscheduled downtime at bay. They have a direct effect on revenue and ongoing customer satisfaction.  FMMS systems are important because they fuel efficiency, reduce errors, and promote profitability. It also can help to promote ongoing compliance with regulatory authorities. Using the software, the FM can see trends in the data and use those insights to better do their job.

Customization in FMMS software is critical, as no two businesses are doing the exact same things. Without this ability, irrelevant information may creep in and cause confusion. You know that the right data, the right instructions, and the right work is being completed at any given time by tailoring your system to your facilities’ specifications.


Progress can mean leaving behind familiar ways of working in favor of “the new.” The nuts and bolts of FMMS systems clearly show us that a digital software solution streamlines the many facets of facilities management and helps businesses succeed. Outdated systems plague the operations of many businesses that don’t adopt a digital FMMS program. When equipment breaks down, they’re unable to fulfill customer orders; a direct cause of revenue loss.

A cloud-based system like ManagerPlus© Lightning allows businesses to initiate work orders in an automated way, which reduces downtime and lost revenue. Machines are kept running. Parts and other inventory are ordered before levels get too low. All data is updated in real-time. These benefits catapult businesses ahead of their competition and positions teams to work quickly and efficiently.

Next steps

Set up a call with one of our experts to discuss how Lightning can help you transition to a new, more efficient way of working.

About the author

Jason Cockerham

Jason is a storyteller at heart with a career spanning everything from film and TV to iPhones. Just don't expect much before his first cup of coffee.
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