Project Management, The Solution to the 4 Challenges in Property and Facility Management

Published by    Dr Daniele Gambero on   April 28, 2025

How do facility and property managers keep projects on track when compliance, efficiency, and precision are non-negotiable?

Managing complex projects in the FM and PM sectors is a delicate balancing act. From coordinating inspection tasks to making sure all issues have been properly addressed, mitigating delays, and more, professional property managers often struggle with fragmented systems and outdated workflows that fail to meet their industry-specific needs.

This is where digitalized project management becomes a game-changer. By integrating tailored technology solutions into their operations, FM and PM professionals can transform project oversight from a logistical challenge into a streamlined, strategic advantage.

Digital tools empower managers to maintain compliance, monitor progress, allocate tasks, and deliver updates, all while saving time and reducing risks.

Project management is essential for Facility Management (FM) and Property Management (PM) professionals, but it comes with unique challenges that off-the-shelf software solutions in most cases fail to address.

Let’s explore what are the most pressing challenges that majority of FM and PM Managers are facing on a daily basis.

Challenge 1 - Ensuring Compliance and Transparent Audits

For FM and PM professionals, compliance isn’t just a requirement, it’s an essential part of the daily routine demanding precision and accuracy. Whether it’s adhering to safety protocols, environmental regulations, or contractual obligations, even a minor oversight can lead to penalties, reputational damage, or, in the worst case, operational shutdowns.

Unfortunately, managing compliance often relies on scattered documents, manual tracking, and last-minute solutions to ensure everything is in order.

Imagine facing an audit where inspectors require proof of compliance for dozens of completed tasks, yet the supporting paperwork is missing or buried in outdated spreadsheets.

This disorganized approach not only adds stress but also leaves FM and PM teams vulnerable to non-compliance risks. What professionals need is a reliable, centralized system that seamlessly integrates compliance checks, timestamps every review, and provides proof of completion—all without disrupting the workflow.

Challenge 2 - Time-Consuming Task Allocation

The planning phase of any project is critical and needs attention and precision to complete, yet it’s often hold up by the tedious task of assigning responsibilities.

When FM and PM professionals manage projects involving internal teams, external vendors, or both, they’re often stuck juggling schedules, availability, and priorities. Add miscommunication or unclear delegation to the mix, and a simple oversight can easily derail the entire project timeline.

Imagine a project manager trying to allocate tasks for a building renovation. With tight deadlines looming, he must ensure that electricians, plumbers, and contractors are aligned and ready to go. However, without an efficient system, critical assignments could be delayed or even duplicated.

These inefficiencies consume valuable time and increase the likelihood of costly mistakes!

To move forward effectively, professionals need a tool that simplifies task distribution, ensures clear accountability, and accelerates planning without compromising accuracy.

Challenge 3 - Monitoring Progress and Mitigating Delays

Keeping a project on track is like conducting an orchestra, every element needs to work in harmony to meet deadlines. Yet for FM and PM professionals, tracking progress often involves manual updates, inconsistent communication, and a fragmented view of what’s happening on the ground.

The larger or more complex a project is, the more overwhelming it becomes to maintain oversight.

Imagine managing a high-stakes project, such as a multi-building maintenance overhaul, without real-time updates or clear visibility into tasks. Progress reviews feel like shooting in the dark—delays go unnoticed until it’s too late, and risk mitigation becomes reactive rather than proactive.

This lack of real-time information and data not only jeopardizes project outcomes but also erodes trust with stakeholders. An effective solution must provide granular visibility into every task and actionable insights that help anticipate and prevent delays.

Challenge 4: Generating Reports for Top Management

When it comes to keeping stakeholders informed, FM and PM professionals are often stuck between a rock and a hard place.

Progress reports need to be comprehensive and precise, capturing every important detail, but compiling them is a painstaking and endless process.

From gathering updates across teams to formatting data and addressing stakeholder questions, report preparation can consume hours that could be better spent on higher-priority tasks.

Consider a scenario where a facility manager has to provide an urgent status report for a top management meeting. Without an automated reporting tool, he must pull data from multiple platforms, check through email or WhatsApp updates, and manually piece everything together.

The risk of overlooking key metrics or making formatting errors grows exponentially under time pressure. Professionals need a solution that automates report generation, ensuring accuracy and timeliness without affecting their productivity.

The Digital Solution to These Challenges

When analysing Project Management tools and software, the arena is densely populated with solutions which are mostly a “One-size-fit-all” and not a tailored solution designed specifically with the FM and PM framework and processes in mind.

The latter, will provide “Fit-To-Scope” tools that will bring precision and efficiency in every FM and PM adopting them without creating any disruption in the workflows!

Let’s analyse how this will happen.

# 1 Compliance & Auditing Solution

The right digitalised tool will provide on a regular basis or “on-demand” timestamped reviews with all activities being documented with precise time stamps, ensuring a fast and transparent audit trail.

A proof of inspection, after the task has been completed, will be generated through add-on checklists and work orders (WO) created within the system. This functionality will not only simplify compliance but also provide peace of mind during audits.

# 2 Allocating Tasks Solution

Managing team and allocating task in FM and PM would become a walk in the park with responsibilities assigned seamlessly to team members or external vendors at project planning stage.

Task distribution can happen based on specific project requirements and related deadlines. This streamlined approach, besides accelerating project initiation, will also eliminate bottlenecks.

# 3 Monitoring Progress Solution

Monitoring the status of a project is essential to a rapid and positive conclusion of the works. With a macro and micro progress view the FM and PM manager will be able to monitor progress at the overall project level or drill down to specific linked tasks.

By doing so possible issues would become evident from the moment they happen allowing a more effective risk management and mitigation.

For instance, an early identification of delays ensures timely interventions to keep projects on track. By providing clear visibility into every aspect of the project risks will be minimised and efficiency brought to the next level.

# 4 Reporting Solution

Reporting and the actual preparation of the reports has been since long a time consuming exercise. With a properly digitalised reporting feature the teams and the FM and PM Manager will automatically generate reports and create detailed project updates with just a few clicks. Time will be used to analyse and discuss how to improve performance and efficiency will consistently grow.

To ensure that reports meet the specific needs of top management all reports should be easily customisable allowing time saving and providing a tool for all stakeholders to  stay informed and aligned.

The ServeDeck Difference

When the project management module has been developed and launched, ServeDeck’s aim was not to create just an additional add-on! The just released new module wants to become a game-changing tool redefining how FM and PM professionals approach project management.

Unlike generic solutions in the market, developed with a One-Size-Fits-All objective, ServeDeck new module is purpose-built with the realities of facility management and property management in mind and by listening to the subject matter experts advises.

The 7 Standing Out Reasons of ServeDeck Project Management Module!

#1 Developed with Property & Facility Management in Mind

ServeDeck has recognized that FM and PM professionals are facing unique challenges that traditional project management tools fail to address. This module is designed specifically to meet the needs of FM and PM Managers, ensuring that every feature adds tangible value to their workflows.

#2 Streamlining Workflows and Processes

The seamless integration with ServeDeck’s already existing tools allows the Project Management Module to guarantee effortless coordination and communication for ongoing tasks and processes. This ensures a unified platform where professionals can manage projects without juggling multiple systems, saving time and reducing errors.

#3 Compliance First

ServeDeck’s “Compliance-First Approach” underlines a full understanding of the critical importance of meeting regulatory standards. With its built-in compliance features, like timestamped reviews and proof of inspection linked to tasks, it offers unmatched transparency and accountability, making audit a “no-issue” events.

#4 Risk Management

ServeDeck, unlike generic tools, has been always focusing on risk management to empower professionals to proactively manage risks. Its ability to monitor progress at both the project and task levels ensures that potential delays are identified and addressed before they escalate.

#5 Efficiency

Developed with efficiency in mind ServeDeck’s new Project management module makes sure that every feature aims at simplifying complex processes:

• Streamlined task allocation reduces setup time during project initiation.

• Automated reporting allows for quick and customizable updates for stakeholders, ensuring you can focus on execution instead of documentation.

#6 Scalability and Adaptability

Whether you’re managing a small maintenance project or a large-scale property make-up, ServeDeck’s Project Management Module scales accordingly. Its intuitive interface and customizable features ensure that it adapts seamlessly to projects of any size or complexity.

#7 Empowering Professionals

At its core, ServeDeck is designed to empower FM and PM professionals. By automating tedious tasks, offering insights through clear dashboards, and ensuring compliance, it allows you to focus on what matters most, delivering excellence in building management!

With ServeDeck, project management isn’t any more a function, it becomes a strategic advantage tailored to your field, it’s the FM and PM Managers’ partner in driving efficiency, compliance, and growth.

To truly understand the impact of ServeDeck’s Project Management Module, let’s explore how it seamlessly integrates into real-world scenarios, empowering FM and PM professionals to streamline their workflows.

Practical Use Cases | Transforming Operations with ServeDeck’s Project Management Module

Tailored Spaces for New Beginnings

When a tenant prepares to move into a rented unit, the module simplifies the fit-out process, ensuring every step, from design approvals to contractor coordination, is managed efficiently. The result?

A smooth transition and a fully customized space ready for occupancy.

Effortless Reinstatement Before Moving Out

Tenants looking to restore their rented unit to its original state before moving out can rely on ServeDeck to manage the reinstatement process. From task allocation to compliance tracking, every detail is handled with precision, minimizing disputes and delays.

Building Renovations Made Simple

For building managers undertaking renovations to restore and refurbish common areas, ServeDeck offers a centralized platform to manage every phase. From planning to execution, the module ensures that projects stay on schedule and comply with all necessary standards.

Streamlined Installation of New Equipment and Assets

When facilities require the installation of new equipment or assets, ServeDeck keeps operations on track. The module provides a clear framework for planning, monitoring, and execution, minimizing downtime and ensuring a flawless implementation.

Through these use cases appears clear how ServeDeck’s Project Management Module could transform everyday challenges into streamlined, efficient processes, allowing professionals to focus on delivering exceptional results.

Do not wait and get in touch with us by dropping an email to marketing@servedeck.com or request a free demo of our new module here https://www.servedeck.com/#demoSection

Your digitalised solution towards building management excellence is only one email away!

 

ABOUT THE AUTHOR

The opinions expressed in this article are solely of the author, Dr Daniele Gambero.

Dr Gambero has been an expatriate to Malaysia from Italy, since 1998 and has more than 35 years of real estate experience. He is the co-founder and group CEO of REI Group of Companies, the Co-founder of Propenomy.com and the president of the Malaysia Proptech Association.

In the past 10 years Daniele, as international and TEDX speaker, has engaged several hundreds thousand people talking about Property, Economy, Propenomy, Digital Marketing and Motivation. He is also a bestselling author and columnist on several magazines and main stream media. You can reach him directly through his LinkedIn page here.

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