| The Do’s and Don’ts You Need to Consider Before Implementing an IWMS System |
At EDD, we have a team of talented IWMS* implementation experts and consultants that are here to make your life easier. Below, we have gathered some Do’s and Don’ts you should consider when approaching an IWMS implementation.
*IWMS is a software platform that helps organizations optimize the use of workplace resources, including the management of a company’s real estate portfolio, infrastructure, and facilities assets. It stores data relevant to your facility needs to provide quantifiable information to all levels of the organization
DO ask questions, lots of them.
Below are some questions you can ask yourself or others in your organization when considering if you should implement an IWMS solution:
- Do you have trouble knowing whether you have enough space for your growth initiatives?
- How do you capture and maintain your employee location data?
- Do you know if your departments are aligned properly to perform their work efficiently?
- Do you have a maintenance program that relies on paper tracking for scheduling and completing work orders?
- If you have multiple buildings/floors/sites, are they the right size and is the space being utilized in the most efficient manner?
If you answered “YES” to any of those questions, finding and implementing an appropriate IWMS solution may be the next step!
DO take your time in the selection process.
Take the time to consider what you should look for in an IWMS solution.
- What problems are you trying to solve?
- Space Management, Asset Management, Move Management, Facility Maintenance?
- All the above?
DO think long-term, not short term.
Think of the future, about 3 to 5 years from now when considering an IWMS solution. Most IWMS providers require those lengths of time for contracts.
- Think of today’s goals and future goals (3 to 5 years from now).
- What will you want your system to do in that timeframe and after? Do not think small and force yourself to back to square one in 3 to 5 years.
- What functionalities are desired, but not necessarily in today’s budget?
DO decide if you are going to use a consultant.
A consultant is a great resource to help navigate you through the different solutions available. They can help you to vet multiple vendors and give an unbiased opinion.
The key is to find a consultant that will listen to your needs and help you develop a plan for the IWMS rollout and use.
When you decide to hire a consultant keep in mind that:
- They are usually not IWMS users but implementers.
- They should have done multiple implementations on similar projects.
- They should be able to provide instant feedback on vendor demonstrations.
- They should be willing to provide evaluations and recommendations in writing.
Next, evaluate the experience on your selection team.
- Have they used multiple systems?
- Have they been through an implementation previously?
- Can they evaluate the systems adequately?
EDD’s Digital Facilities Team is a great resource and perfect place to start. Contact them here!
DON’T choose an IWMS solution strictly based on price or flashiness.
Sometimes the most advertised and “flashy” products are well presented, but they do not live up to their promises. (This is where a consultant like EDD can come in handy!)
- Make a requirements list.
- SaaS or On-premises installation?
- What type of modules and functionality are you looking for?
- Security Requirements
- Ask about expansion.
- What is not included in the base package?
- Get specific pricing.
- If you are comparing solutions, make sure you are comparing apples to apples!
- Do not be afraid to negotiate!
- Use a scorecard, it will make a difference!
DON’T skip contacting other clients of the vendors.
- Ask directly for client testimonials and learn from their experience.
- Was it a good system? Do they recommend it?