The global market for facility management is predicted to expand from $1,291.6 billion in 2023 to $2,031.4 billion in 2030, at a CAGR of 6.7%.
Facilities management practice varies over services and tools required to keep them in good working order.
It covers everything from maintenance and repairs to minor installation work, guarding and security, cleaning, energy management, space planning, and much else.
In that ortder, the benefits of strong facilities management include having the tools to get your employees the resources they need to do their jobs and providing the safe, comfortable workplace employees need.
You can also delay or prevent costly repairs and replacements of equipment, keep your energy costs low by maintaining energy efficiency, and more. For businesses that lease and manage buildings for their tenants or clients, your good facilities management enables you to fulfill your contracts and build a strong business portfolio.
Facility managers may have a multitude of titles and sometimes their responsibilities are directly divided up into a team as well. For the most part, though, a Facility Manager is responsible for maintaining the building, the assets within the building, and the mechanical operations within the building.
The good thing these days is that modern technology has blessed us with an abundance of different facility maintenance software. Although, it isn't absolutely necessary to use facility maintenance tools, they do make a lot of things easy, and help to streamline processes relatively faster as compared to a manual trail.
This comprehensive guide highlights different best in class & free maintenance programs that not only highlight the significance of these tools, but also explain different aspects of facility maintenance.
5 Best & Free Maintenance Programs For Facility Managers In 2024
Before we delve into different aspects of maintenance that conform the practical side of things, let's take a quick look at some of of the best and, of course, free maintenance programs. Doing so will give you a better idea of the use cases associated with each tool, and how they can help you to scale your business better.
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1. Xenia | Overall No. 1 Free Facility Maintenance Program
Xenia is a top-notch free facility management software available in the market today.
The software offers an intuitive application that can be accessed on both computers and from your phone (iOS & Android). Each module of this app is user friendly allowing this software to be utilized by all experience levels.
From Inspecting a building, managing audits, facilitating toolbox talks, overseeing SDS (Safety Data Sheets) management, performing detailed asset tracking to scheduling preventive maintenance, Xenia handles it all.
In current-day businesses, keeping health and safety at the forefront, especially when it comes to employees is necessary. The profitability of a company is heavily reliant on the well-being of the people working there. By addressing the basic needs of employees, a business sets in motion an environment for maximum operational productivity and sustained growth.
Key Features
- Work Orders: Users can create, assign, and track work orders seamlessly across multiple teams – all accessible from a centralized dashboard.
No more need to delegate work through a paper trail, calls or emails.
Real-time notifications and updates ensure that whenever managers create and assign a work order for any location, the concerned users stay informed of the status of the work order without having to send request after request for an update.
- Scheduled Work: Xenia allows users to create schedules, assign staff, and track Preventive Maintenance schedules organization-wide.
This might seem like a feature best suited for only maintenance teams, but the benefits spread literally across the organization. Keeping equipment in tip-top shape all the time reduces injuries in the workplace. This link goes back to safety systems.
- Inspections & Audits: Audits and inspections are a major part of safety compliance, and Xenia does a good job of addressing this need. Users can complete inspections from mobile devices, have an end-to-end audit trail for accountability, and get company-branded reports delivered right to their inboxes.
Being able to take pictures, write notes, and flag corrective actions on inspections is a major plus, especially when dealing with OSHA compliance.
- Corrective Actions: Enhances the power of the inspections or audits by facilitating immediate task creation from failed steps, easy tracking of corrective actions in the Dashboard, and timely resolution of pending work.
Smart Logic Automation further strengthens the Corrective and Preventive Action (CAPA) process and ensures more confidence in the system by offering a user experience designed system.
- Asset Management: Keep records of every single asset, down to sub-assets.
With each asset, users can associate any relevant information, such as serial numbers, purchase dates, manuals, etc. so that if an asset needs to be referred to, it can be done at the click of a button. By scanning a QR code, users can see the history of an asset within seconds, providing quicker access to the asset and minimizing downtime, thus enhancing efficiency.
Pricing
- Free Forever: Starting at $0 for up to five users, with access to all the basic features.
- Starter: $99 per month for fifteen users, with access to core features.
- Premium (Best Value): $199 per month for fifteen users with unlimited access to core and advanced features.
- Custom: Do you need anything exclusive to your organization?
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. MaintenanceCare
Ideal for healthcare, hospitality, and many other sectors, Maintenance Care is a CMMS (Computerized Maintenance Management System) another best and free maintenance program that offers unrivaled usability.
Its user-friendly design and intuitive interface mean that users require no special training and can effectively navigate the software easily. In addition to this, Maintenance Care offers exceptional customer support.
This, coupled with its feature-rich and specifically designed interface accommodates various facility management initiatives.
Key Features
- Preventive maintenance management enables routine maintenance to avert breakdowns and extend equipment life.
- Work order management simplifies the process of creating, assigning, and tracking work orders for maintenance activities.
- Asset monitoring allows clients to keep track of the status and location of assets in their facilities.
- Parts and inventory management allows for the efficient administration of spare parts and supplies, decreasing downtime.
- Document storage enables users to conveniently organize and retrieve important documents, instructions, and processes.
- Reporting and analytics solutions provide insights into maintenance performance and asset health, allowing for data-driven decision-making.
Pricing
- Free Edition
- Enterprise Edition -$200/month
- WorkOrder Edition -$100/month
3. ARC Facilities
Next on our list of best and free maintenance programs is ARC Facilities. ARC Facilities sets itself apart as one of the top companies in the industry through its ability to cater to a wide range of market segments. Some of these include schools, colleges and universities, healthcare and hospitals, government buildings, office buildings, and many more.
Two integral aspects of this leading free facility management software provider are the quick setup process with no contract involved and top-of-the-line customer support.
Moreover, The software with the secure database can be customized to your specific needs.
Key Features
- Facility and equipment maps provide users with a visual representation of their facilities and assets, allowing them to navigate and allocate resources more effectively.
- Floor and emergency plans offer detailed building layouts, enabling more efficient catastrophe response and evacuation.
- Preventive maintenance management enables firms to plan and track maintenance activities ahead of time, reducing the likelihood of unexpected breakdowns.
- Mobile access enables users to manage facility and maintenance tasks remotely, increasing flexibility and responsiveness.
- Contact management simplifies communication by centralizing contact information for stakeholders, vendors, and service providers.
- Data import and export features enable users to transfer data between ARC facilities and external sources while maintaining data integrity and accessibility.
Data visualization technologies give insights into facility performance and maintenance patterns, allowing for more informed decisions and resource efficiency.
Pricing
- For paid version contact the vendor
4. ServiceChannel
ServiceChannel Service Automation is an integrated suite of web- and mobile-based solutions that automates the entire process of facilities management.
Whether you need help sourcing qualified contractors, getting new assets into a CMMS, or benchmarking how your locations are performing against their peers, ServiceChannel has the technology and analytics you need to more effectively manage your business.
Backed by this unprecedented facilities management platform, several experienced professionals apply best practices to help them identify savings, reduce spending, and gain efficiencies across entire maintenance operations.
ServiceChannel recognizes the value of tracking data and performs analytics from the service suite to evaluate quality across all trades, locations, and contractors.
ServiceChannel maintains that informed decisions and instigating improvements within maintenance operations are produced when customers can view provider performance and service quality data.
Key Features
- ServiceChannel's work order software makes it easy to create, assign, and track work orders for maintenance jobs, ensuring that issues are resolved on time.
- The system provides asset management capability, which allows customers to track and manage asset maintenance across many facilities.
- Offer the scheduling and control of preventative maintenance jobs, allowing you to handle possible issues and reduce downtime.
- This facility management software allows facilities managers to efficiently manage parts and supplies inventories, assuring availability for maintenance jobs.
- The platform delivers information on provider performance, allowing facility managers to evaluate the level of service given by contractors and suppliers.
Pricing
- For the paid version contact the vendor
5. FMX
FMX is a leading provider of configurable maintenance and facilities management Software, with the tools necessary to ensure accurate and robust asset management in supporting all processes within the organization including maximizing data integrity, maximizing employee effectiveness, and minimizing operating costs for your facility.
This one of the best and free maintenance programs enables organizations to better manage their maintenance operations and personnel by combining robust Work Orders, preventive maintenance scheduling, asset management, and inventory controls into a single, easy-to-use system.
One more important feature of FMX is its accessibility, it can be accessed on any web browser, even on mobile devices. It also gives you unlimited requesting users at no extra cost, meaning you can always involve or keep your employees or all the people who need to be in the loop of what is going on with maintenance or facility.
Key Features
- FMX makes it easier to manage equipment maintenance chores, ensuring that assets are in good working order and reducing downtime.
- Preventive maintenance tasks may be scheduled and tracked using the program, allowing companies to handle any issues before they worsen.
- The software offers powerful reporting and analytics capabilities, enabling customers to obtain insights into maintenance performance and make data-driven choices.
- This best and free maintenance program allows businesses to successfully plan and prioritize capital projects, ensuring that resources are allocated optimally.
- FMX contains capabilities for monitoring components inventory, which ensures that essential supplies are accessible for maintenance tasks.
- FMX automates task assignment procedures to ensure that work orders are assigned to the relevant people efficiently.
Pricing
- For paid versions, contact the vendor
What Are Free Maintenance Facility Programs?
Facility management (FM) software allows organizations to take complete control of their entire maintenance and repair program through a web-based dashboard. This type of software assists businesses to save time and money by effectively managing their buildings, assets, and occupants.
A solid facility management platform allows multi-site facility managers to complete numerous functions regarding ongoing repair and maintenance, including asset management, commercial contractor sourcing & and compliance, work order fulfillment, and data analytics.
With the right tools, FM teams can properly track space utilization, perform an actionable spend analysis over a duration of time, ensure compliance, track energy consumption trends, and reduce costs, all the while encouraging communications between service providers and internal stakeholders.
When it comes to accessibility, free maintenance programs are designed for all industries, which meet businesses’ demands of all sizes and trades. Consequently, with the help of such programs, companies could make their resources more efficient and concentrate more on their real operations while maintenance ones are taken care of by professionals.
A recent study from the Plant Services maintenance benchmarking program found that firms that invest in proactive maintenance strategies can reduce downtime on their equipment by as much as 85%. This type of preemptive maintenance strengthens working speed and asset equilibrium in general, along with peace of mind concerning employee safety.
Moreover, these types of programs often come with other beneficial elements aside from their cost-saving measures. The providers may also offer value-added services including technical support, training and tutorials, or access to specialized tools and resources. All this comprehensive support will enable the business to maximize its investments and stay competitive in its industry.
Benefits of Free Maintenance Programs
Cost Saving
One of the greatest advantages of free maintenance programs is the reduction of maintenance costs.
For instance, they can invest in new technologies, recruit more staff, or promote marketing activities. This can eventually lead companies to increase their profits and maintain sustainability in the market.
Budget Predictability
Free maintenance programs enable organizations for predictable maintenance spend. Traditional maintenance arrangements sometimes lead to fluctuating costs, as the frequency and range of services required can change.
But with these programs, the costs are constant, giving companies peace of mind. This predictability lets owners budget better and allocate funds more confidently, as they know that the costs of equipment upkeep are already handled.
Improved Dependability
Routine maintenance is conducted through free maintenance programs and can greatly increase the dependability and longevity of machinery.
By properly servicing and maintaining assets, organizations can mitigate the risk of sudden equipment failure and unplanned downtime – saving the bottom line. This increased dependability not only enhances productivity but also improves customer satisfaction by reducing service interruptions.
Enhanced Adherence
Many free maintenance programs provide adherence verifications and upgrades on their list of service offerings.
This can be especially helpful for organizations that work under regulated environments or abide by certain industry standards. Moreover, staying adhered to different standards can help organizations stay competitive, since it ensures that goals are being met according to some type of standard etc.
Wrapping it Up
Facility management software is a critical component of business operations in the modern world and is vital to the maintenance of efficiency, safety, and operating function of facilities and assets.
The National Safety Council's study shows that reducing workplace injuries can lead to a decrease of up to 40% in costs. On that note, Xenia is the top-notch choice for enterprise-level Facility Management Software, with countless module selections that cater to the wide variety of needs that Facility Managers have.
With services ranging from Preventive Maintenance Scheduling to Asset Tracking, and Compliance Management, Xenia offers process streamlining for your organization.
Since you might be skeptical giving it a shot, feel free to Book a Demo today to get a full walkthrough of how our facility maintenance solutions can help your facility with 24/7 up-keep, maintenance & audits, and pretty much everything else!
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Streamline Facility Maintenance, Safety & Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
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