At a time when facilities teams across the UK and the wider world are grappling with ever-rising compliance pressures, escalating operational costs, and the complexity of managing multiple sites, it is becoming increasingly clear to many that using the right software platform can play an instrumental role in making these processes easier and more efficient.
However, whatever investment is ultimately made in a solution like an integrated workplace management system (IWMS), the adoption of such technology need to deliver measurable value.
This brings us onto the topic of the return on investment (ROI) that a given facilities team might reasonably expect from an industry-leading IWMS platform such as Vision Pro Software.
The best such software packages are not “just” compliance tools; they provide quantifiable returns through improvements in efficiency, reductions in risk, and greater sustainability.
In this guide, we will take a closer look at the specific cost challenges that organisations face. Leading on from this, we will explore how a well-chosen IWMS can generate meaningful ROI, and the role that Vision Pro Software can play in helping organisations to maximise it.
Why should facilities managers be thinking about ROI when considering IWMS?
To establish why ROI is something that organisational decision-makers should take seriously when looking into potential IWMS solutions, it is helpful to define it in the context of technology adoption.
To put it briefly: ROI measures the financial benefit of a given investment, relative to its cost. For facilities and compliance-heavy industries, ROI plays a critical role in justifying the adoption of certain technology amid tight budgets.
If an organisation doesn’t invest in and implement a suitable IWMS platform, it could leave itself highly vulnerable to fines from missed audits, inefficiencies due to continued dependence on manual processes, and poor risk management that could lead to costly disruptions.
A wisely chosen IWMS platform can transform these challenges into opportunities, delivering both immediate cost savings and long-term strategic value.
What costs and inefficiencies can be eliminated with the help of IWMS?
We have touched on it before, butit is worth re-emphasising: continuing to rely on manual processes, such as the use of paperwork or spreadsheets, is a major source of inefficiencies in the 2020s, due to duplicated effort and mistakes.
Furthermore, if an organisation in today’s compliance-heavy and time-pressured world still tries to forgo an IWMS, it can be at greater risk of missed audits – which in turn, can lead to regulatory fines and reputational damage. Siloed systems, meanwhile, often don’t provide the strong real-time visibility of the situation across multiple sites, that today’s facilities teams need.
An IWMS platform can eliminate all these inefficiencies by automating workflows, centralising data, and providing instant access to critical information. All this, in turn, greatly helps to save time and reduce operational costs.
How does IWMS improve compliance and reduce risk exposure?
IWMS platforms like Vision Pro Software help to ensure compliance through the provision of automated alerts and reminders, which can be vital to organisations’ efforts to prevent missed deadlines for audits or inspections.
Another intrinsic feature of an IWMS is its centralisation of documentation “in the cloud”, which helps simplify and speed up audit preparation.
Meanwhile, the enhanced visibility that a reputable IWMS provides into risks at a given premises such as asbestos, gaps in fire safety measures, or legionella, can greatly help mitigate potential issues before they have the chance to become more dangerous.
Quantifiable financial savings can also be achieved with the implementation of an IWMS platform, because it will greatly drive down the given organisation’s risk of being hit with penalties or suffering from operational disruptions.
What operational efficiencies drive cost savings with IWMS?
The most suitable IWMS solution for a given organisation’s needs will drive efficiency by streamlining processes across teams and sites.
One of those efficiencies is reduced reporting time which can be as much as 74% as in the case of Vision Pro Software. Risk assessments can be greatly improved too, with our own solution allowing for up to 68% greater accuracy.
By eliminating duplication, minimising errors, and enabling faster workflows, a leading IWMS platform can free up resources and reduce operational costs. All this allows for the delivery of various measurable financial benefits.
What role does user adoption play in achieving ROI?
User adoption is of critical importance when it comes to maximising the ROI that an organisation can expect to get from its chosen IWMS platform.
When such a system sports a “mobile-first” design together with offline capabilities, this will help field teams to extract worthwhile value from it. A well-suited IWMS will also incorporate intuitive user interfaces and role-based dashboards to help drive engagement.
Comprehensive staff training will also be crucial for ensuring that team members can easily make full us of all its features and ensure that the platform delivers on its potential. All this will be key to the organisation’s efforts to ensure its IWMS software is not a wasted investment.
Which sectors see the greatest ROI from IWMS?
Here are some of the industries that stand to particularly benefit in terms of ROI, when a reputable IWMS system such as Vision Pro Software is adopted:
- Healthcare: the adoption of a suitable IWMS platform can help drive down the costs associated with such processes as patient safety compliance and infection control.
- Education: an IWMS can be instrumental in streamlining estate management across campuses, thereby bringing greater efficiency – and associated ROI.
- Construction and logistics: in these sectors, risks can be greatly reduced, and worker safety more effectively assured, when a suitable IWMS is implemented.
- Property and retail: when the most efficient possible management of large, distributed estates is desired, a well-optimised IWMS can make a fundamental contribution to this.
These sectors benefit from a given organisation investing in an IWMS platform, due to the significant cost savings, risk reduction, and operational improvements that such a software package can deliver, tailored to the unique challenges of the organisation and industry.
How can facilities teams build a business case for IWMS investment?
If you are a facilities manager who is looking to justify your organisation’s investment in an IWMS solution, we would advise you to identify pain points such as inefficiencies or compliance risks and then quantify their costs.
By setting measurable goals like reducing reporting time, cutting fines, or increasing asset uptime, a facilities team will be better placed to estimate the likely ROI over both short-term and long-term horizons.
You will be able to put forward a stronger business case to organisational decision-makers if you can present an IWMS platform as not just a cost, but a strategic enabler.
What steps should organisations take to maximise ROI for implementation?
So, your organisation has made the decision to invest in a particular IWMS package such as Vision Pro Software, and this solution has now been put in place.
What’s next? Well, your team members should look to proceed through the following stages:
- Phased rollouts: begin with “quick wins” to demonstrate value, and work out from there to ensure scalable success.
- Continuous monitoring: use the IWMS platform’s dashboards to track key performance indicators (KPIs) and measure progress over time.
- Regular reviews: by routinely assessing your facilities team’s use of the IWMS software, you will be able to make informed changes to workflows and templates, in accordance with the evolving needs of your organisation.
- Compliance alignment: make sure the IWMS solution itself, and the ways in which your team uses it, constantly adapt to changing regulatory and ESG (environmental, social, and governance) requirements.
By taking these steps, you and your personnel will be able to help ensure sustained ROI and long-term value from the given IWMS platform.
Why is Vision Pro Software a strong partner for ROI-focused organisations?
Vision Pro Software has been purpose-built with compliance-heavy, multi-site environments in mind. Our highly rated system delivers proven efficiency gains for organisations that prioritise meaningful ROI, including 74% faster reporting and 68% more accurate risk assessments.
Our cloud-based, scalable platform has been designed for real-world complexity. Indeed, one of the key elements demonstrating this is the inclusion of flexible, customisable templates for different audit and compliance needs.
Conclusion: what is the true ROI of IWMS software?
In summary, a well-chosen IWMS platform can deliver both tangible and intangible benefits to an organisation like yours. Examples of the former include cost savings and greater operational efficiency, while examples of the latter encompass risk reduction, compliance confidence, and improved sustainability in the organisation’s operations.
By transforming facilities management into a single, centralised, data-driven and strategic function, an IWMS can drive digital transformation with measurable value.
Would you like to learn more about the ROI potential that an industry-renowned IWMS package could bring for your organisation? If so, please feel free to contact the Vision Pro Software team today; you can also request a demo that will allow you to see our software in action.
