Facilities are complex ecosystems made up of people, equipment, infrastructure, and safety systems—all needing careful coordination. But too often, facility teams are expected to manage all this complexity with outdated tools like paper plans, spreadsheets, and memory. As buildings age and operations grow more demanding, this old way of working becomes harder to maintain.

This is why organizations across sectors are turning to facility management software to streamline their processes and gain better control over their assets.

What Is Facility Management Software?

Facility management software is a digital platform that allows facility teams to plan, track, and manage maintenance activities, equipment, documentation, and more. It offers a single source of truth for everything related to building operations, helping teams reduce delays, improve organization, and act more strategically.

Whether it’s scheduling preventive maintenance or pulling up a fire safety inspection record, this type of software ensures that the right information is always within reach.

Key Features of a Facility Management Solution

Not all facility management solutions are the same, but most offer a set of core features that address the everyday needs of facility teams:

• Work Order Management: Assign, prioritize, and track service requests to completion.

• Preventive Maintenance Scheduling: Automate recurring tasks to reduce breakdowns and extend asset life.

• Asset Tracking: Monitor the condition, history, and location of major systems and equipment.

• Document Storage: Store floor plans, manuals, inspection reports, and compliance documents in one place.

• Reporting Tools: Generate data-driven insights to support better decision-making.

With these tools in place, facilities can move away from reactive repairs and begin to operate more proactively and efficiently.

Why Mobile Access Is a Game-Changer

A desk-based system isn’t always helpful when your team is spread across a campus or responding to issues in the field. That’s why a mobile-friendly facility management app is a critical part of a modern solution.

With mobile access, field teams can:

• Pull up building layouts and system diagrams on site

• Locate shut-offs during emergencies

• Log updates and complete work orders from their phone or tablet

• Share photos or notes to document repairs

This level of flexibility keeps teams informed and connected, while also improving response times and reducing paperwork.

Making Emergency Response More Effective

When emergencies happen—whether it’s a power outage, gas leak, or plumbing failure—every second counts. Facilities that rely on outdated or inaccessible building plans often lose valuable time trying to locate shut-offs or understand what systems are involved.

Facility management software helps prepare for the unexpected by providing fast access to critical documents, maps, and infrastructure data. This not only helps internal teams respond faster, but also supports first responders by giving them access to accurate building information during a crisis.

Helping Teams Adapt and Preserve Knowledge

Many facility teams deal with high turnover or have staff nearing retirement. When experienced workers leave, they often take years of undocumented knowledge with them. That can make onboarding new staff a challenge and increase the risk of repeated mistakes.

A good facility management solution helps capture institutional knowledge—everything from repair notes to system diagrams—in a way that can be shared and passed down. This keeps operations consistent, even as personnel changes.

Streamlining Compliance and Inspections

Inspections, audits, and compliance checks are a regular part of facility operations. Missing documentation or untracked repairs can lead to penalties or failed inspections. By using digital software to store permits, inspection logs, and maintenance records, facility managers can stay ready and reduce stress during audits.

Having everything documented and accessible from one platform builds trust and shows that the facility is being managed responsibly.

ARC Facilities enhances traditional facility management workflows by digitizing and centralizing building documentation like floor plans, emergency shut-off maps, and O&M manuals. With mobile-first access, ARC Facilities helps teams find critical information quickly—so they can respond faster, stay compliant, and maintain operations without unnecessary delays.