Facility Management Software for Inspections and Audits — Where, How, and Who Can Use It

If you’re a construction, real estate, or automotive business, audits and inspections are vital for your business. If they are conducted poorly or inconsistently, they could cause serious harm and inconveniences for your business and its assets.

However, while conducting an inspection may appear time-consuming and complex, there are ways to simplify the process. By using sophisticated software to manage facilities, inspection procedures can be made simpler while reducing time and cost.

Previously, we’ve explained the features of facility management software and its primary advantages as well as the reasons to use it for inspections and audits. In this article, we will dive into the details of where, when, and how this powerful software can be utilized.

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How To Streamline Facility Inspections

Inspections of facilities can be difficult and are a huge hassle. The required information is often spread across several pdf reports, Word files, and Excel sheets. Many businesses may still rely on paper for their inspections.

This means that inspection teams at facilities spend their time copying data across platforms until they can finally sync everything into one location. This causes a lot of confusion and wasted time during audit review since there isn’t a formal document showing what happened in the course of an inspection.

Fortunately, there’s a simpler method of conducting inspections: using software for managing facilities. Facility management software applications make it simple to integrate your work orders and checklists to create reports on facility inspections. Surveying facilities by using a single application eliminates the necessity of using several tools or papers. It is a platform that allows for online collaboration and can help create more precise lists for issues or maintenance.

Which Industries Can Use Facility Management Software for Inspection?

Using Facility Management Software for audits and inspection is beneficial to a wide range of industries thanks to its flexibility and its robust auditing, incident, and reporting functions. The industries that could benefit most frequently from the use of inspection software include:

• Facilities and Maintenance Management
• Retail
• Real Estate (Facility Inspection)
• Construction
• Transportation and Logistics
• Automotive
• Food & Beverage
• Healthcare and Medical Services
• Health & Safety
• Hotels and Hospitality
• Manufacturing
• Mining
• Oil Gas and Petroleum
• Cleaning Services

Customizable

One of the greatest benefits of CloudApper software for managing facilities is the capability to design specific checklists and templates to make the entire process more uniform. The ability to edit checklists in only a couple of clicks can be made for all types of industries. Here are a few of the most commonly used checklists, based on industry:

Facilities and Maintenance Management

Audit and inspect facilities more effectively using checklists like:

• Facility Condition Assessment
• Walkthrough Audits
• Garage Parking Inspections
• General Facility Safety Inspections
• Inventory Inspections
• Routine Inspections
• Annual/Quarterly Inspections
• Maintenance Inspections

Retail

Checklists can enhance operation standards and improve compliance across all locations, as well as improve operational standards and increase compliance across all stores. Examples of audit checklists for retail are:

• Visual Merchandise Walkthrough
• General Store Audit
• Retail Store Operations
• Retail Safety Standards
• Daily Shop Checks

Real Estate (Facility Inspection)

Conduct surveying of facilities, machinery, and machine inspections, snagging, health and security audits, quality assurance, and much more, with the help of:

• Building Inspection Checklists
• Move-In and Move-Out Inspections
• Interior/Exterior Inspections
• Maintenance Inspections
• Pre-Purchase & Acquisition Reports
• Carpark and Signage Inspections
• Site Safety Walkthrough

Construction

To simplify inspections across buildings and worksites, the following checklists are often used:

• Construction Risk Assessment
• Construction Quality Inspection
• Job Safety Analysis
• Construction Safety Observation Checklist

Transportation and Logistics

To ensure compliance across fleets of warehouses and vehicles, facility managers conduct regular security inspections, warehouse walkthroughs, and more. Follow the below checklists:

• Dock Audit
• Warehouse Parking Lot Inspection
• Daily Vehicle Safety Check
• Safety-Walk Inspection
• Fleet Vehicle Condition Inspection
• Vehicle Accident Report
• Truck Condition General Check

Automotive

Checklists meet both external and internal requirements, ensuring quality control in relation to supply chains. The following checklists could be helpful:

• Automotive Preventative Maintenance Checklist
• Automotive Workshop Inspections
• Automotive Installation Audit

Food & Beverage

To inspect the operations of food producers and ensure they comply with quality hygiene, hygiene, and food security standards, facilities can use:

• Allergen Checklists
• Food Supplier Audit Checklists
• General Cleaning and Hygiene Standard Checks

Healthcare and Medical Services

Facility managers must oversee the inspections of rooms and buildings regularly audited and fire risk assessments. Here are a few of the Healthcare and Medical Services checklists:

• AED Checklist
• Maintenance Health Safety
• Hospital Cleaning Checklist
• Medication Audit

Health & Safety

Conducting internal EHS audits and risk self-assessments is essential. OSHA reviews, as well as safety walkthroughs and many more quality checks, need to be done using standard checklists like:

• Safety Standards
• Fire and Life Safety Code Checks
• Fire Hazard Inspection
• Fire Risk Assessment
• Electrical Safety Checks
• Covid-19 Cleaning Checklist
• Covid-19 Risk Assessment

Hotels and Hospitality

It is designed to simplify the experience by providing welcoming inspections, cleaning chores and contactless check-ins, maintenance reports, and more. The following checklists are helpful:

• Hotel Room Inspection
• Housekeeping Standard Operating Procedure (SOP) Checklist
• Sauna and Pool Safety Checks
• Room Amenities Inspection
• Restaurant Cleaning Checklist

Manufacturing

Ensure that everything on the production line runs efficiently by using:

• Machinery Safety Inspection
• Manufacturing Risk Assessment Checklist
• Hazard Analysis and Critical Control Points (HACCP) Checklist
• Manufacturing Safety Inspection

Cleaning Services

To streamline inspections of cleaning by adhering to guidelines for hygiene and reduce COVID-19 spread, the following lists could be utilized:

• General Cleaning Checks
• Bathroom Cleaning SOP Checks
• Warehouse Cleaning

Who Can Use Facility Management Software?

The software for managing facilities is designed to serve a variety of roles and not just those connected to the facility’s management team. Below are the different kinds of professionals that use our facility software:

• Asset Managers
• Facility Managers
• Technical Due Diligence Specialists
• Building Managers
• Maintenance managers
• Supervisors
• Building Inspectors
• Inspection Providers
• Surveyors
• Health and Safety Specialists
• Quality Control Managers
• Hotel & Resort Managers

Final Thoughts

Many companies rely on checking and auditing to ensure their operations in their facilities are secure and safe. For instance, in the manufacturing industry, it is commonplace to conduct regular surveys and thorough inspections of assets and facilities. To conduct inspections, the teams and the managers accountable for the inspection process should be able to monitor everything that takes place within the facility.

Facility Inspections aren’t just about identifying problems that need attention. They also ensure that the infrastructure is operating correctly and your facility is neat and secure.

Facility Management Software like CloudApper Facilities helps teams collect this information with merely a couple of clicks. Surveying platforms track existing facilities and create work orders and reports, risk assessment quotes, and more. These features let you monitor work-related items in real-time, allowing you to perform regular inspections with ease.

CloudApper software for facility management works seamlessly on mobile devices and allows you to carry the tools you need wherever work takes you.