What is an FM system and why do you need it?
Facility Management (FM) is the foundation of successful property operations. Effective management, maintenance, and operations are key to ensuring buildings and technical systems function optimally, remain cost-effective, and meet safety standards—for both owners and users. An FM system is the digital tool that keeps it all running smoothly. Whether you're managing a single building or an entire portfolio, a reliable FM system provides control, transparency, and peace of mind.
What is an FM system?
FM stands for Facility Management and covers all activities necessary to ensure a building functions properly throughout its entire lifecycle—from completion to demolition. This includes administrative and financial management such as lease agreements, insurance, and reporting, as well as the daily operation of technical systems and preventive maintenance to preserve the building’s value.
An FM system is a digital platform that gathers and organizes all documentation and processes related to property management. It reduces risk, increases efficiency, and provides full visibility into ongoing operations. With a modern FM system, you can track all maintenance and service tasks, manage lease contracts and technical systems, schedule inspections, keep fire safety documentation up to date, and easily handle deviations and reports.
Why do you need an FM system?
An FM system is essential for property companies, facility managers, maintenance teams, housing cooperatives, municipalities, and public buildings. Without a structured system, property operations can quickly become disorganized, time-consuming, and expensive. Incomplete FM or fire documentation increases the risk of errors, safety issues, costly deviations, and potential legal consequences. It can also reduce property value and complicate assessments or inspections. A digital FM system helps ensure compliance while preserving the long-term value of your assets.
A modern FM system makes it easier to extend the lifespan of buildings and technical installations, minimize risk, and streamline day-to-day operations. All required documentation is centralized and easily accessible, saving time on manual and administrative tasks. It also enables better collaboration and communication among all stakeholders.
What should a modern FM system include?
A comprehensive FM system should offer the following capabilities:
- FM Documentation: Collects and organizes all relevant documentation for the property
- Maintenance and Investment Planning: Long-term maintenance scheduling, budgeting, and reporting
- Routines and Checklists: Set up tasks and workflows
- Deviation Management: Register and follow up on issues
- Fire Logbook: Complete fire safety documentation and inspection tracking
- Service Agreements and Reports: Manage contracts, response times, and service history
- Insights and Analytics: Real-time dashboards and reports for smarter decisions
- Collaboration Tools: Assign tasks, roles, and permissions to suppliers and stakeholders
With a secure cloud-based system, documentation becomes traceable and accessible. It improves collaboration with tenants, vendors, and property staff while minimizing errors. Proper FM documentation helps extend building lifespan, lower operational costs, and prevent unnecessary incidents. You’ll also benefit from improved inspection readiness, a reduced environmental footprint, and a safer, more sustainable property—all while staying compliant.
Choose the best systems for each task
When selecting an FM system, consider how it integrates with other tools in your organization. The best results come from using specialized systems for each function—such as FM, financial management, and ESG reporting—combined with seamless data exchange through open APIs and smart integrations.
Propely – A smarter FM system for modern property management
Propely is a modern, user-friendly FM system designed to give you complete control over facility management—whether you're responsible for one building or hundreds. The platform is built to simplify everyday tasks in the property industry, streamlining everything from manual routines to deviation tracking and documentation.
Propely consolidates all your property data in one place and uses artificial intelligence to automate many time-consuming processes—such as service report handling and deviation processing. This saves time, reduces costs, and gives you better oversight. The system is easy to implement and requires minimal training. Whether you're a facility manager, caretaker, board member, or technical lead, Propely is intuitive and tailored to your needs. Our Help Center provides all the resources you need to get started.
With open APIs and seamless integrations, Propely fits into your existing software ecosystem—eliminating unnecessary transitions or duplicate work.
Key Features in Propely:
- AI-powered inbox that interprets and distributes service reports automatically
- Fire logbook for easy safety documentation and inspections
- Real-time dashboards and reports with key insights
- Mobile-friendly platform – accessible on-site and in the office
- Automated follow-up of deviations and service tasks
- Full control over routines, documentation, and reporting
- Seamless collaboration with tenants, suppliers, and other stakeholders
- Simplified compliance with legal and FM documentation standards
Take control of your property operations with Propely
An FM system isn’t just smart—it’s essential for meeting today’s demands for efficient, safe, and profitable property management. With Propely, you get full control and fewer worries.