Facility management and maintenance is no small task. From aging infrastructure to budget constraints, public works directors are constantly balancing efficiency with cost-effectiveness. Without the right tools, maintenance teams often rely on outdated work order systems, reactive maintenance strategies, and disconnected communication channels.
In this article, we’ll explore the common challenges municipalities face, the key features to look for in facilities maintenance software, and how the right system—like our solution: NovoGov—can significantly improve efficiency by utilizing asset management software to provide a complete infrastructure solution.
Common Facility Maintenance Challenges in Municipalities
Municipalities are responsible for maintaining a wide range of facilities, from city halls and libraries to fire stations and public parks. However, managing these facilities efficiently comes with several challenges:
1. Aging Infrastructure and Increasing Maintenance Demands
Many municipal buildings and assets were constructed decades ago and require continuous upkeep. Without a proper facility maintenance software solution, it’s difficult to keep track of past repairs, warranty information, and replacement schedules, leading to unexpected failures and costly downtime. A comprehensive platform like NovoGov helps track assets, plan preventive maintenance, and manage repairs efficiently.
2. Inefficiencies in Work Order Management
A surprising number of municipalities still rely on manual processes—spreadsheets, paper forms, or outdated software—to manage work orders. This leads to:
- Delays in responding to maintenance requests.
- Difficulty tracking work progress and staff productivity.
- Missed maintenance tasks due to lack of visibility.
With Novo Solutions’ Facility Management Work Order Solution, municipalities can streamline maintenance requests, assign tasks, and track real-time updates from a centralized dashboard.
3. Budget Constraints and Justifying Maintenance Expenditures
Public works budgets are often tight, making it challenging to allocate funds for maintenance and repairs. Without proper data, it’s difficult to justify expenditures to decision-makers. Investing in facility maintenance software that provides detailed reporting on asset conditions and maintenance costs can help secure necessary funding. Novo Solutions’ reporting and analytics tools help public works directors generate data-driven reports to demonstrate cost savings and justify budget allocations.
Example of Visualized Reports in our ShareNet Dashboard
4. Compliance with Regulations
Municipal facilities must adhere to safety and operational regulations at local, state, and federal levels. Failing to maintain proper records can result in fines, safety hazards, and liability issues. Novo Solutions’ software ensures compliance with automated record-keeping and audit-ready reporting.
Key Features to Look for in Facility Maintenance Software
Choosing the right facility maintenance software requires careful consideration of the features that will provide the most value. Here are the essential functionalities to look for:
1. Work Order Management
An automated work order system ensures that maintenance requests are logged, assigned, and tracked efficiently. Features like priority setting, real-time status updates, and mobile notifications help streamline workflows. Novo Solutions’ Facilities Management System centralizes all work orders and integrates with mobile applications for seamless field communication.
2. Asset Tracking & Lifecycle Management
A robust asset management feature allows municipalities to store detailed information about each facility and its equipment, including:
- Maintenance history
- Replacement schedules
- Warranty information
- Condition assessments
Novo Solutions’ platform integrates with Asset Management Software, providing a comprehensive view of infrastructure assets and maintenance needs, Supporting Facility Maintenance Managers.
3. Preventive & Predictive Maintenance
Rather than waiting for something to break, preventive maintenance schedules help municipalities stay ahead of repairs. More advanced facility maintenance software even includes predictive maintenance, using data analytics to forecast when assets are likely to fail.
With Novo Solutions’ Preventive Maintenance Planning, municipalities can schedule inspections, automate reminders, and extend asset lifespans.
4. Mobile Accessibility for Field Staff
Maintenance crews need access to work orders, asset records, and updates while in the field. A mobile-friendly platform enables real-time data entry, reducing paperwork and ensuring faster response times.
Novo Solutions’ mobile interface allows field technicians to update tasks, upload photos, and close work orders instantly.
5. GIS & Mapping Integration
For municipalities that manage multiple buildings and assets, GIS Mapping integration provides a geographic overview of facility locations, work orders, and infrastructure conditions, making it easier to allocate resources efficiently.
Novo Solutions integrates with GIS mapping tools to provide visual tracking of municipal facilities and asset conditions.
6. Reporting & Compliance Tools
Generating reports for audits, budgeting, and compliance becomes much easier with a facility maintenance software solution that provides built-in analytics. Customizable dashboards help track performance metrics and justify funding requests.
7. Citizen Request Portals
Some facility maintenance software solutions include citizen request management functionality, which allow residents to report facility issues, such as broken streetlights or restroom malfunctions in public parks. This improves response times and enhances community engagement.
Novo Solutions’ Citizen Request Management feature allows municipalities to collect service requests from residents and automate response workflows.
Choosing the Right Facility Maintenance Software for Your Municipality
To find the best facility maintenance software, ask potential vendors:
- Is the software designed specifically for municipal facility management?
- Does it integrate with existing GIS, asset management, or finance systems?
- What are the pricing and scalability options?
- What kind of customer support and training is provided?
Novo Solutions’ Facilities Management System is built specifically for municipalities, offering seamless integration with GIS, asset tracking, and automated workflows to optimize facility operations.
Conclusion & Next Steps
Investing in facility maintenance software is a game-changer for municipalities looking to improve efficiency, reduce costs, and enhance service delivery. By automating work orders, tracking assets, and leveraging data for smarter decision-making, public works directors can take control of their maintenance operations.
Novo Solutions’ Facilities Maintenance Software provides a complete, cloud-based solution tailored to municipalities. With automated maintenance tracking, real-time reporting, and citizen engagement tools, public works departments can improve efficiency and accountability.
If you’re ready to explore a solution that fits your needs, contact us now or schedule a demo with Novo Solutions today and see how our facilities maintenance software can help streamline your municipal facility management.
