Picture this: you’re a facility manager who’s just started using a property management software to gain more control over operations, teams and costs. Implementation wasn’t particularly easy, and money had to be spent, yet… you’re coming to the conclusion that maybe — just maybe — a property management software (PMS) alone won’t fix your maintenance needs entirely. 

Now, let’s proceed to a quick diagnosis: we’ll list PMS’ top 5 limitations, and you’ll identify the ones that apply to your specific case. Shall we?

5 things your property management software is not good at

1. Advanced maintenance features

Traditional property management software often focuses on reactive maintenance rather than preventive or predictive maintenance. Many property management systems still only offer basic maintenance tracking, without the advanced analytics and IoT integration needed for efficient property management.

That’s simple maths: limited capability for preventive or predictive maintenance > more frequent failures > huge impact on revenue and profitability.

2. Centralised data

You may already have noticed that property management software often operates in silos, making it difficult for your contractors to access data and generating repeated contractor visits due to missing information. And if you can’t access data, you can’t make smart decisions — we’re not the ones saying it, Harvard is.

If your current solution is limiting the ability to have a unified view of all property operations, then it’s not the ideal solution.

3. Scalability

As property portfolios grow, traditional property management software can become cumbersome and inefficient, struggling to handle the increased complexity and volume of data. Scalability issues can lead to performance bottlenecks, affecting the efficiency of property management operations.

4. User experience and mobility

Technicians and teams in the field need robust mobile applications, so they can access and update information in real-time. Outdated interfaces and poor user experience can hinder productivity and user adoption.

5. Compliance and reporting

We know the C word can be very frightening. Can you imagine spending all that money on a property management solution and still miss the latest update to SFG20? How do you make sure your suppliers comply with your contracts? Compliance tracking is often manual and time-consuming, and this increases the risk of non-compliance with regulations and standards. On the other hand, PMS may only offer basic reporting capabilities, lacking the advanced analytics needed for in-depth performance analysis and decision-making regarding suppliers and contractors (back to point 2). 

The solution lies on the I: Integrating with an IMMP

Whether you need to have full visibility over your leases, teams and operations, track performance and productivity, or rest assured that SLAs are met and compliance is never an issue, an Intelligent Maintenance Management Platform can take property management to the next level. 

Everything your PMS is lacking is at the core of an IMMP.

Intelligent Maintenance Management Platforms are the latest, more advanced, and data-driven approach to maintenance. They take full advantage of proactive and preventive maintenance capabilities, data integration and analytics. These are scalable, customisable, and 100% flexible solutions, built for all maintenance needs.

Here are 8 reasons for integrating these two systems:

1. Seamless operational efficiency

A PMS-IMMP integration ensures that data flows smoothly between property management and maintenance systems, reducing the need for manual data entry, and thus minimising human error. Tasks such as scheduling preventive maintenance, generating work orders, and tracking maintenance activities can be automated, freeing up time for property managers to focus on strategic tasks.

2. Data accuracy and accessibility

A single source of truth for all property and maintenance data. Sounds like heaven, right? It ensures accuracy, consistency, and helps you make informed decisions based on comprehensive, up-to-date information. Plus, your maintenance teams can access real-time data about property conditions, maintenance schedules, and work orders, improving responsiveness and coordination.

All maintenance activities are documented in a centralised solution, providing a clear audit trail for compliance purposes.

3. Proactive maintenance management

Intelligent platforms use data analytics and IoT sensors to predict equipment failures before they happen, reducing unexpected breakdowns. Also, maintenance schedules can be easily integrated into the property management system to ensure regular inspections and servicing.

4. Cost savings

By preventing equipment failures and optimising maintenance schedules, the overall cost of maintenance can be significantly reduced. Integrating Infraspeak with your current PMS ensures that maintenance tasks are prioritised and resources (labour and materials) are allocated effectively.

📝 UK-based Work.Life has also integrated their existing tech stack with Infraspeak. Take a look!

5. Reporting and analytics that are not stuck in the 2000s

These two systems integrate perfectly, and you’ll be getting access to detailed reports and dashboards that give property and facility managers trully actionable insights into maintenance performance, costs, and trends. For example, detailed reports documenting compliance with SLAs can be generated, providing evidence of performance levels and helping to identify areas for improvement.

6. Scalability and flexibility

Your safest bet? A joint solution that can grow with your business, accommodating more properties and more complex maintenance needs. Using an IMMP for property management frees you from the risk of having to opt for an entirely new solution once you run out of possibilities (and we know you don’t have time for that). 

Did you know? ⚙️ Infraspeak is the most integrated and integrable maintenance platform on the market. There are more than 20 tools available for property management only!

7. Regulatory compliance and risk management

Integrating an Intelligent Maintenance Management Platform with property management software is the most clever way to ensure compliance with various standards, including SFG20, health and safety regulations, environmental directions, local building codes and Service Level Agreements. 

The system can automatically generate alerts and notifications for upcoming compliance checks, inspections, and required maintenance activities, ensuring that nothing is overlooked. With all maintenance and compliance data readily available, property managers can quickly prepare for and respond to regulatory audits. No more panicking about penalties or reputational damage!

An IMMP, integrated with property management software, can incorporate SFG20 schedules and guidelines, ensuring that all maintenance activities are performed according to the best practices. For example, as SFG20 guidelines are updated, maintenance schedules and tasks are automatically adjusted to stay current with the latest industry standards. 

8. Enhanced collaboration

Teamwork is better when we work as one.

This integration facilitates better collaboration between property management teams, maintenance staff, and external contractors. A centralised communication platform improves coordination and reduces miscommunication, ensuring all stakeholders are on the same page.

Ready to take property management into the Age of Intelligence? Have a quick chat with our specialists and learn what our multi-awarded platform can do for you.

A 10-minute call is all it takes.
Learn how Infraspeak can help with intelligent maintenance management.