Facilio vs Planon: The Ultimate CaFM Showdown

Key takeaways

• Planon offers a rich set of IWMS features and excels in detailed enterprise asset management capabilities, making it ideal for organizations seeking traditional CaFM solutions.
• Facilio distinguishes itself with a modern, connected CMMS approach, focusing on real-time data insights, automated workflows, and stakeholder engagement.
• Consider the trade-offs: Planon provides comprehensive, legacy CaFM functionalities at a higher cost and complexity, while Facilio offers a user-friendly, interoperable system with quicker implementation.
• User experience varies greatly; Planon has a steeper learning curve, whereas Facilio prioritizes an intuitive, mobile-first design.
• Your decision should be driven by specific facility management needs, whether it’s traditional, comprehensive management, or modern connectivity and automation.

As a facilities manager, you're likely juggling a multitude of tasks each day. From ensuring the safety and comfort of your occupants to managing energy consumption and space optimization, the pressures are indeed immense. 

Yet, having the right tools can make all the difference. When positions such as yours demand effective management of these diverse aspects, Computer-Aided Facility Management Software (CaFM) becomes not just beneficial but essential. 

Suppose you’re based out of the UK. In that case, you may have heard about the two prominent contenders in this field, Planon and Facilio, who offer compelling solutions, each with unique strengths tailored to distinct operational needs. 

In this detailed comparison, we'll put two popular contenders under the microscope – Planon and Facilio. Both offer a range of features to manage maintenance tasks, but they have different approaches, functionalities, and user experiences. By the end of this article, you'll know which CaFM is the perfect fit for your business.

The evolution of CaFM and our contenders

In the early 1960s, enterprises large and small started using early versions of CaFM and punch cards to manage their service tickets.

Within a decade, the punch cards were taken over by checklists that were filled out by technicians at the end of their shifts. Slowly, these systems brought maintenance schedules and work orders into the mix.

And, the evolution continued… 

If you’d like to dive deep into the evolution of CaFMs, then read our ebook on the Evolution of CMMS and learn how basic maintenance ticketing systems turned into sophisticated, connected solutions.  

In this narrative of technological evolution, Planon stands as a seasoned veteran. Emerging during the early developments of CaFM, Planon has honed its expertise in providing detailed, granular solutions for asset-intensive organizations.

It's a solution rich in features, tailored for those who need an in-depth, multi-faceted approach to facility management that spans across various business aspects including estate and maintenance management. 

Then comes Facilio, representing the new wave of CaFM forged in the era of connectivity and real-time data. Facilio capitalizes on the cloud-based, mobile-first world we live in today, offering a platform that connects seamlessly with IoT devices, building systems, and more.

It is designed to appeal to those seeking a facility maintenance management system that is powerful but also intuitive and agile—delivering operational efficiency, stakeholder engagement, and automated workflow processes. 

Thus, whether you're drawn to the comprehensive, traditional robustness of Planon or the innovative, connected agility of Facilio, today's CaFM landscape provides a wealth of choices to suit your specific facility management needs. 

Facilio vs. Planon: A head-to-head comparison

Planon: Weighing the facility management capabilities

Planon is a prominent traditional facility management player known for its comprehensive maintenance management platform. Its wide range of features caters to various facility management needs, including real estate, energy, and fleet operations. 

Nonetheless, some limitations have led users to seek change and look for Planon alternatives that address specific challenges.  

Complexity and usability issues 

While Planon delivers precise control over maintenance activities, users often report that navigating its functionalities can be daunting.

The complexity of its interface might require significant adaptation time and extensive user training, which could strain resources, particularly in companies lacking veteran users in CaFM platforms.  - Software Connect

Investment and implementation challenges 

The primary concern most users raise about Planon is the substantial investment required not only in terms of finances but also in terms of time for implementation.

The extensive initial setup processes can be overwhelming for some organizations, causing a shift in interest towards more agile and less resource-intensive solutions.  - Software Advice

Mobile interface hurdles 

The mobile capabilities of Planon, while enhancing on-site efficiency, come with their own set of challenges.

Users have reported a learning curve associated with its mobile application, necessitating additional training to unlock the platform's full potential. This might prompt organizations to consider friendlier alternatives with user-friendly mobile interfaces. - G2

Although Planon holds a formidable position with its in-depth IWMS features, the complexity and investment requirements associated with its use have led many to explore Planon Alternatives that promise ease of use and quicker adoption for streamlined facility management processes.

Facilio: The modern, connected CaFM solution 

Facilio is not just about maintenance management.

It's a connected CaFM platform encompassing all aspects of property operations. This includes everything from maintenance and sustainability initiatives to client and vendor management.  

Workflows that work the way you do 

Automation is at the heart of Facilio's workflow management. By automating tasks from maintenance to vendor management it reduces manual efforts and optimizes processes, paving the way for more efficient operations. 

Mark Hazelwood from Q3 Services highlights, "Facilio’s platform offers a level of interoperability that was previously unattainable, and it significantly enhances our workflow efficiency."  

Control your costs and optimize resources 

Efficient asset management goes hand in hand with effective resource allocation. Facilio helps streamline this process by providing visibility into inventory levels and work-in-progress stages. 

Ian Pierce from British Land attests to its effectiveness, noting, "In our ongoing efforts to reduce energy consumption, we've seen a remarkable 50% reduction year-over-year in our 45,000 sq ft Storey space thanks to Facilio's innovative approach." 

This detailed oversight not only ensures optimal resource deployment but also aids in maintaining control over budgetary constraints, contributing to overall cost efficiency.  

Collaboration made hassle-free 

Facilio excels in promoting collaboration across different stakeholders involved in facility management and building operations. It offers interfaces tailored to various roles, nurturing an environment of transparency and joint effort among field technicians, property managers, and executives. 

Fiona Sawkill, Head of Digital Placemaking at British Land, shares, "Successful project delivery relies heavily on shared vision and collaboration. Proud of what we’ve achieved together so far and excited for what is to come."  

Configure your CaFM around your processes 

Not all facilities are created equal, and neither are their management needs. Facilio understands this, offering customizable modules that adapt to your specific operational requirements. 

It’s a sentiment echoed by Nuh Gulaid from CIT Group, who states, "Facilio was our choice after evaluating multiple solutions because it was tailor-made to our requirements. They have been quick and prompt to support our team and are great with their after-sales service, which lacks in other solutions."

Whether it’s service management, inventory tracking, or compliance monitoring, the flexibility in configuration means you are always equipped to handle your unique challenges effectively.  

Turn raw data into actionable insights 

Facilio embraces IoT technology, supporting integration with building systems and sensors. This enables real-time data collection and analysis, which is crucial for implementing predictive maintenance strategies. 

Sumith Sukumaran from Quality FM Group notes, "Facilio’s integrated solution suite helps our stakeholders make data-led operational decisions to deliver continuous value to our customers."  

Say goodbye to steep learning curves 

With a focus on user experience, Facilio offers configurable modules that prioritize intuitive use. Its mobile-first design ensures easy navigation and access across devices, delivering a consumer-grade experience. 

"As soon as we migrated to Facilio, we saw a steep drop in customer escalations. Staff efficiency increased, and we now have a happier workforce," adds Sumith Sukumaran of Quality FM Group.  

Scale seamlessly as you grow 

Facilio isn't just about managing current operations—it's designed to support business growth. Its scalable infrastructure allows for quick deployment, enhanced service analytics, and the flexibility to introduce new service lines. 

Rob Devereux, CEO of ICD Brookfield, affirms, "We needed a scalable and flexible solution... Facilio stood out clearly & aligned well with our vision as we look forward to launching the workplace of the future."  

Your agile alternative to Planon 

Though relatively new compared to an established player like Planon, Facilio's approach to facility management is agile and forward-thinking. 

Haithem Ibraheem, Property Operations Manager at ICD Brookfield Place, shares, "Among all the vendors we evaluated, Facilio was keen to develop a differentiated product for us. Their leadership team delivered sophisticated features in weeks." 

Final thoughts

Both Planon and Facilio are powerful CaFM solutions with different strengths. Planon excels in traditional maintenance management, while Facilio offers a modern, connected approach.

Facilio often receives high marks for its ease of use and forward-thinking capabilities, especially for organizations looking to leverage modern technologies like IoT. Meanwhile, Planon is often favored by companies that require in-depth, traditional management solutions. 

Choosing between Facilio and Planon invariably depends on your organization's specific needs, priorities, and existing processes.