Required apps for the busy facilities manager

Communication

Slack

Slack has become the centerpiece of productivity tools for many modern companies—and for good reason. Private channels and searchable chats allow teams to reduce email overload while finding key information quickly. 

Facility managers can use Slack integration to better manage requests or communicate effectively with stakeholders like outside contractors. The ability to customize channels allows teams to fine-tune Slack’s structure to fit their own company. Teams can quickly communicate information through these channels to ensure the right groups have the right information.

Cisco WebEx

This app makes virtual meetings easy. Not only does it let you join or host a meeting from any device, but it also lets meeting participants view shared documents during the call. 

CNN hailed it as one of “The Top 5 Apps for Business.” WebEx will be the most convenient for Apple users—its iPhone and iPad features include the ability to see up to five people at one time, and AutoCallMe lets you join the meeting simply by answering your phone.

Organization

Google Calendar

Google’s calendar app is popular thanks to its smooth integration with other calendar apps and the ability to integrate with Google’s own suite of productivity tools. Creating events and blocking time for meetings are easy to do in Google Calendar, and because of its integration with different email systems, employees can stay on track without juggling multiple tools. This is a powerful integration for facilities managers looking to improve their scheduling capacity—especially for teams working with other Google tools.

WorkFlowy

If you want an app for organizing your day and making a detailed to-do list, WorkFlowy is at your service. WorkFlowy lets you create a list of tasks and subtasks needed to complete each project on your to-do list. So if you have a project that involves multiple steps, you can write out each item that needs to be complete and use the zoom-in tool to focus on each step, one at a time.

Dropbox

A cloud storage app, Dropbox offers the advantage of secure and convenient storage. For collaborative projects, you can let others access the files on your account, as well as upload their own. Dropbox files sync automatically whenever you edit them, which adds a layer of security. The first 2 GB of storage are free, but more storage options are available, if needed (100 GB for $10 a month, or unlimited for up to 5 users at $15 a month).

Evernote

Evernote has become the go-to software for collecting ideas in one place. Files can be synced to any device where you’ve installed the app. With it, you can save PDFs on your phone, clip pictures out of webpages from your tablet, or simply make a quick to-do list on your desktop. The Evernote team also offers Skitch, a photo-editing tool that lets you add your own text and shapes to an image—a capability that could be very useful for explaining work orders.

Human Resources

Integrating HR software into your facility management toolkit can help manage data around employees, team structure and payroll. Managers who deal extensively with external contractors might find it especially useful for tracking specific details like contractual agreements.

HR software such as Workday, Namely, and Ultipro helps simplify administrative tasks by allowing managers to better visualize their workforce and understand where each employee fits into the larger team.

Workday

Workday is a cloud-based ERP system that makes it easy to manage finance, HR, and other administrative relations all in one place. With Workday, managers can keep track of employee concerns like payroll, timesheets, recruiting, and more, all while staying transparent. Employees can also access this software on their preferred device, whether it be a tablet, desktop, or smartphone.

Namely

This all-in-one HR platform keeps important matters like benefits management, paid time off, payroll, and more organized and up to date. Namely even lets you track employee reviews that still need to be written, as well as easily see individual employee benefits packages with just a few clicks. With this software, managers can better visualize their workforce and understand where each employee fits into the larger team.

UltiPro

UltiPro offers features that monitor everything from payroll and employee benefits to tax management and compliance. This software uses AI to provide managers a customized solution based on company and employee needs. With UltiPro, managers can also gauge their company’s employee experience rating through surveys and sentiment analysis.

Managers can also use these platforms to generate contracts, restructure departments, process payroll, and manage important documents. Integrations like these allow facility managers to get a better handle on the non-technical parts of their job. Data like employee requests or work preferences can be tracked to help improve the overall employee experience.

Visual Directories

Employing a visual directory for the office can help simplify tasks like finding employees, booking meeting rooms, moving furniture, or tracking resources. OfficeSpace Software’s visual directory can help provide large amounts of information without the need for long documents. 

A visual directory is an ideal tool for managers looking to make major changes to their offices, like a big move, renovations, or acquiring new furniture. Visual aids can also be optimized for mobile usage, which allows employees to navigate the office with spatial information at the ready. This is especially helpful in spaces with complex layouts.

Miscellaneous

Office Mobile

While it’s easiest to type up Word documents and create PowerPoint presentations on a computer, having the ability to access these programs even when you’re nowhere near a desktop can come in handy. 

Office Mobile allows you to “view and edit Word, Excel and PowerPoint documents from nearly anywhere.” This application is available for Android, iOS, and Windows platforms (the former two require an Office 365 subscription.)

HiHello

Your wallet can only hold so many items. There’s not a lot of room for that handful of business cards you collect after attending a networking event, let alone for your credit cards and ID. With HiHello, you can collect all the business contacts you want, without the cards. The app lets you share your contact information easily with others by sending a personalized code through text, email, or even by mobile scan. Best of all, you can choose what details you share with each contact.

Managers who can find effective integrations and build them into current tools will be able to streamline processes and create their own custom suites designed specifically for their company’s needs. 

What apps help you barrel through your task list each day?

Learn more about how OfficeSpace software can benefit your office and help facility managers run a more productive office.

 

Photos: Shutterstock / Undrey, Shutterstock / Mooshny, Shuttestock / PhuShutter, Shutterstock / zhu difeng, Shutterstock / NakoPhotography