What CAFM software can do for your company
Computer-Aided Facility Management, or CAFM, refers to the software-supported management of buildings, facilities, and services. The core of the concept is a data-centered approach that consolidates all relevant information in one place. The goal is to digitally accompany and optimize the entire life cycle of a property – from planning to usage and finally to demolition. A current market overview lists 32 different CAFM software products available in the German market alone, highlighting the growing importance. By centralizing data, more informed decisions can be made and operational processes significantly improved. This lays the foundation for a legally secure and economical operation of your properties.
Core functions of modern CAFM systems at a glance
A powerful CAFM software covers a wide range of tasks to professionalize facility management. On average, systems offer over 14 different modules for specialized tasks. Key functions include:
- Maintenance Management: Planning, control, and documentation of maintenance and repair work to increase facility availability.
- Space Management: Efficient usage and management of rooms and areas, including visualization via CAD plans.
- Help and Service Desk: Central point of contact for malfunction reports and service requests, which can reduce response times by up to 40%.
- Energy Management: Collection and analysis of consumption data to identify potential savings and reduce operating costs.
- Inventory Management: Management of the entire inventory for a transparent Asset Accounting.
- Reporting and Analysis: Creation of reports and dashboards with relevant key figures for management.
The right combination of these functions creates a solid basis for a digital Maintenance Management System.
Quantitative Benefits: How the use of CAFM software pays off
The investment in a CAFM solution often pays off after a short time due to measurable efficiency gains. Companies report a reduction in maintenance costs of 10-15% just through optimized planning and preventive measures. The average growth rate of installed CAFM systems has already been at 33% for years, highlighting the high perceived benefits. By digitizing work orders, administrative efforts can be reduced by up to 25%. Moreover, comprehensive documentation leads to better traceability and increases legal security in case of damage. An efficient Maintenance Software is therefore not a cost factor, but a strategic tool for increasing the value of your property.
Current market overview for CAFM software in Germany
The German CAFM market is established and at the same time very dynamic. A market overview that has been in existence for over 20 years serves as a reliable compass for decision-makers. The edition for 2025 compares 32 products in detail, which makes the selection easier but also shows the complexity of the market. A clear trend is the dominance of systems developed in Germany, which account for about 84% of the market. Many companies underestimate the importance of software that fully complies with local legal requirements (e.g., operator liability). Furthermore, cloud and SaaS solutions are gaining importance, as they offer greater flexibility and lower initial investments. New requirements such as ESG reporting and the use of AI will further accelerate development in the next 2-3 years.
In 5 steps to the right CAFM solution
Choosing the right software is crucial for success. A systematic approach helps you make an informed decision:
- Define requirements: Which processes should be primarily supported? Start with the 2-3 biggest pain points in your operation.
- Check user-friendliness: Request a live demo. Good software should be intuitive and not require several weeks of training.
- Evaluate mobile strategy: Ensure your employees on-site can easily capture and retrieve all relevant data via smartphone. Over 70% of the relevant data is generated on mobile.
- Analyze interfaces: Check the integration capabilities into your existing IT infrastructure (e.g., ERP or Property Management Software).
- Scalability and costs: Choose a system that can grow with your company and offers a transparent pricing model without hidden costs.
This structured approach protects against costly missteps and ensures long-term acceptance within the team.
The crucial gap: Why CAFM systems often fail in communication
The best CAFM system is only as good as the data it contains. Here lies the greatest challenge: How do information from the construction site or service operations reach the system quickly, completely, and structured? The reality often consists of unstructured WhatsApp messages, phone calls, and note chaos. Up to 60% of malfunction reports are incomplete at first capture, leading to expensive follow-up questions and delays. This gap is precisely what Valoon closes. Our platform uses WhatsApp as a simple input channel for your on-site employees – without them having to learn a new app. All information, photos, and voice messages are automatically securely documented and transmitted in a structured manner to the office. This creates the perfect data basis for your Software Facility Management and increases acceptance throughout the team. The easy collection of data for the Spare Parts Management becomes a breeze.
Conclusion: Efficiency through the right combination of system and communication
A careful selection within the framework of a market overview for CAFM software is the first step to optimizing your facility management. The systems offer enormous potential for cost reduction and efficiency enhancement. However, success largely depends on the straightforward and comprehensive data collection by your employees. Valoon ensures this crucial bridge between the construction site and the office, thus guaranteeing the high data quality that your CAFM system needs to unleash its full potential. Secure the benefits of simplicity, time savings, and legal security. Book your free demo now and discover how Valoon simplifies your processes.
More Links
GEFMA provides a current market overview of CAFM software 2024.
Fraunhofer IESE highlights a study on digitization in the construction industry in a blog post.
Main Association of the German Construction Industry provides industry information on productivity in the main construction sector.
Federal Statistical Office publishes a report on resource efficiency in construction.
Initiative ‘Digitalization’ by the Federal Government informs about the digitalization index.
Central Association of the German Construction Industry presents its positions on digitization.
Wikipedia provides a comprehensive article on Computer-Aided Facility Management (CAFM).
FAQ
Is implementing a CAFM software complicated?
The complexity of implementation largely depends on the chosen software. Modern, cloud-based solutions with a focus on user-friendliness can often be implemented within a few days, while complex on-premise systems may take several months.
What is the difference between CAFM and CMMS?
A CMMS (Computerized Maintenance Management System) primarily focuses on the maintenance of facilities. CAFM is broader and also includes areas such as space management, property management, catering, cleaning, and other building-related services.
Is CAFM software worth it for smaller companies?
Yes, absolutely. Many providers offer scalable cloud solutions whose costs are aligned with the size of the company. For smaller companies, the efficiency gains from digital processes provide a significant competitive advantage.
How does Valoon ensure data quality for a CAFM system?
Valoon radically simplifies data collection by utilizing the familiar WhatsApp messenger. On-site employees can easily report defects, meter readings, or completed tasks via message, photo, or voice note. Valoon automatically structures this data and makes it available to the CAFM system securely and completely.
