Good team is Truly Vital for Digitalization

It has been over seven years since I first encountered FM systems here in OKIN FACILITY, and honestly I can say that since then this specific field has made a huge step forward, not only in our company.

It started with just very simple Helpdesks responding to clients’ requests. Indeed, there were already attempts to add costs monitoring (and related approval procedures) or to involve regular legally required tasks projection, though these were nothing more than so-called “baby solutions”.


However, things have changed significantly. Indeed, our OKIN FACILITY has seen a number of interesting projects based on real-life experience from our operators, making use of cloud solutions benefits. Therefore, simple Helpdesks have been replaced by comprehensive interconnected platforms with thoroughly prepared and fully adjusted workflow. The systems are able to manage scheduled as well as unscheduled activities on the order, feature predictive abilities (assessing technical items wear and tear and proposing their replacement), while they also enable using mobile technologies for data processing, picture documentation, service manuals availability, NFC labels registry or augmented reality to support service interventions. Furthermore, connection with IoT (Internet of Things) has also turned out to be highly beneficial as the problem can be very often identified before the customer has suffered from its negative impact, and at the same time we are provided with ongoing information on the up-to-date state. Robust support for data analyses is seen as another advantage: permanent and careful analysis enables us continuous improvements of our systems and of our work. Our FM systems dispose also of the highest level of modularity and can be adapted to customers’ individual needs. Last but not least, all ongoing processes have been fully compatible with relevant national legislation in force.

What made us take this ambitious approach to develop our own FM systems? If I were to sum up all the reasons in a single word, I would definitely say DIGITALIZATION. For me, digitalization is one of key items resulting in continuous improvements in terms of efficient work and ongoing procedures. Digitalization enables a transition from purely offline setting featuring printout notes and checklists, hardcopy files and, in general, high level of excessive paper work, into the world of online management of orders. In the latter case, all can be available in a single mobile device where any piece of information can be immediately found and where all ongoing tasks and activities can be effectively scheduled and projected. Indeed, a high-quality FM system will be able to prepare offline-version data into your device even before you make it to the workplace. This eliminates the risk of bad network coverage preventing you from carrying out the tasks required. Subsequently, completing the necessary administrative steps directly on the spot is for me great added value of the fully digitalized workflow.

Last but not least, any up-to-date facility management system should also present extended analysis options. Indeed, data outputs and their subsequent analysis is truly a key for efficiency, enabling us to assess the order stage by stage as well as its partial steps and to compare it with similar orders or against the technologies themselves. Relevant data processed in this way would show potential room for improvement and indicate areas where systemic errors occur. Furthermore, it helps us provide our clients with more illustrative information about their orders. For example our OKIN Dashboard Project is directly based on the results of data analysis, to be then clearly displayed on the basic screen. Further details are available for the customer via a detailed analytic report.


Nevertheless, setting up fully digitalized environment has also some challenges. First of all it is necessary to adopt a new approach to continuous training of personnel. While modern systems feature a wide range of possibilities, regular trainings must be used as much as possible. Indeed, it should be noted that each system is only as efficient as we are able to make use of its potential. Though seemingly not easy at the beginning, it is recommended to follow a simple rule: do not allow for any single constructive idea to be brushed under the carpet. And if you add trendsetters passionate for new technologies while being also experts in their fields, and a professional team, you will have the essential things to succeed. Furthermore, the contents and quality of data in the system can in no way be compromised. In short, consistent verification is simply a must. If we leave room for randomness, to say nothing about inconsistencies, to occur in the “assignment-implementation-data assessment” chain, we will face the risk of a bad-quality outcome, with even the most precise subsequent measurement being just a waste of time.

To prevent this, our team includes also analyst, data analyst, end-user expert and product expert positions. Nevertheless, anything described above would lead nowhere if there was no support provided from our company management and committed passionate people across the company. We succeeded in making up a great team of people who are able to help each other in case of problems, challenges and finding the way to get over them. Nothing can be worse than if companies put huge investments and energy to carry out analyses, select the right solution and launch its implementation, while forgetting that implementation itself is not the final step in the process, right on the contrary, it marks its beginning. In fact, facility management systems, if they are to succeed, are living organisms that must be taken due care of all through their life cycle.