{"id":39791,"date":"2025-10-20T08:00:20","date_gmt":"2025-10-20T12:00:20","guid":{"rendered":"https:\/\/eptura.com\/?p=39791"},"modified":"2025-10-19T23:59:36","modified_gmt":"2025-10-20T03:59:36","slug":"build-the-case-for-a-better-software-solution","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/build-the-case-for-a-better-software-solution\/","title":{"rendered":"From shortcomings to strategy: How to use existing data to build the case for a better software solution"},"content":{"rendered":"<p><span data-contrast=\"auto\">When organizations struggle with facility management systems, the data they need to make a strong business case to move to a more effective platform is often already inside the current system.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Key takeaways<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<ul>\n<li><b><span data-contrast=\"auto\">Find the data you need:<\/span><\/b><span data-contrast=\"auto\"> The existing facility management system contains valuable data that can be used to highlight its shortcomings and make a strong case for switching to a better platform<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Identify the root causes of the problem<\/span><\/b><span data-contrast=\"auto\">: Dig into the root reasons why the current system isn&#8217;t working, such as multiple disconnected point solutions, poor implementation, or a fundamental mismatch between platform capabilities and business needs<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Build a cross-functional business case<\/span><\/b><span data-contrast=\"auto\">: When making a case for change, highlight the impact on various departments, such as HR, finance, and IT, and demonstrate how a smarter solution helps address specific challenges and support organizational goals<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">By looking closely at your current system, it can be possible to build a compelling case for change, highlighting inefficiencies, gaps, and missed opportunities that can be addressed by adopting a more streamlined, efficient, and scalable solution.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Start by identifying what\u2019s not working and why<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Before you can make the case for a new platform, you need to articulate why the current system doesn\u2019t meet your needs. Here, you\u2019ll have to go beyond general frustration and dig into the specific root causes.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Every situation is a different, but there are some common reasons teams need a new system, including:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Multiple, disconnected point solutions<\/span><\/b><span data-contrast=\"auto\">: The team uses separate tools for work orders, inspections, asset tracking, and vendor management. Because the systems don\u2019t talk to one other, there\u2019s duplicate data, manual work, and reporting headaches<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Poor implementation and low adoption<\/span><\/b><span data-contrast=\"auto\">: The software might have had some potential, but the provider rushed the rollout, failed to train your team, and never configured their product to match your workflows. Now no one wants to use it<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Fundamental mismatch between platform capabilities and business needs<\/span><\/b><span data-contrast=\"auto\">: Your organization has grown, and you\u2019re managing more locations, assets, and overall complexity. The software hasn\u2019t kept up, though, because it lacks mobile access, predictive maintenance tools, or the ability to scale across sites<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">All of these are common, but the problem of too many platforms is especially widespread. In fact, 58% of organizations cite multiple data dashboards as one of their biggest challenges when analyzing organizational data, while 55% struggle with the time it takes to accumulate meaningful data across different systems, and 37% require 11 or more full-time employees just to collate, analyze, and report on operational data, according to Eptura\u2019s <\/span><a href=\"https:\/\/lp.eptura.com\/content-eptura-workplace-index-25.html?utm_campaign=2025Q2-GLBL-Content-Eptura-Workplace-Index&amp;utm_medium=display&amp;utm_source=blog\"><span data-contrast=\"none\">2025 Workplace Index<\/span><\/a><span data-contrast=\"auto\"> report.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"3\"><span data-contrast=\"none\">Ask lots of questions and audit the whole tech stack\u00a0<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">To figure out which issues apply to your situation, begin by talking to your team. Technicians, supervisors, and coordinators interact with the system every day, and they\u2019re often the first to spot inefficiencies.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Ask them questions to pinpoint what\u2019s slowing them down, including if they\u2019re avoiding the platform altogether or still relying on spreadsheets, paper forms, or text messages to manage tasks? If that\u2019s the case, it\u2019s a clear sign the system isn\u2019t supporting workflows. Further feedback can reveal whether the issue is usability, lack of mobile access, or poor configuration.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/eptura.com\/our-platform\/preventive-maintenance-software\/?utm_medium=website&amp;utm_source=eptura&amp;utm_content=blog&amp;utm_term=Stay_one_step_ahead\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-39792\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1-1024x307.webp\" alt=\"\" width=\"840\" height=\"252\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1-1024x307.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1-300x90.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1-768x230.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1-1536x461.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1-1200x360.webp 1200w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/10\/Slide-1.webp 1756w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/a><\/p>\n<p><span data-contrast=\"auto\">Next, take a close look at your workflows. Examine how the team creates, assigns, and tracks work orders. Is the process smooth and intuitive, or does it involve multiple manual steps and workarounds? If your team has developed informal systems outside the platform just to get things done, that\u2019s a red flag. A good platform should streamline operations, not force your team to build their own solutions.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Then, audit your tech stack. List every digital and manual tool your team uses for maintenance, inspections, asset tracking, vendor management, and reporting. Identify any overlap, gaps, and missing integrations. If your team is logging into five different systems to complete a single task, you\u2019re dealing with fragmentation that\u2019s costing time and creating risk.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Finally, compare your platform\u2019s capabilities to your organization\u2019s operational goals. If your company is focused on energy efficiency, compliance, or managing multiple locations, does your current system support these priorities? Can it track energy usage, automate compliance reminders, or provide visibility across sites? If not, it\u2019s likely misaligned with your broader strategy.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Look for proof of problems inside the software<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">A powerful way to demonstrate your current facility management solution isn\u2019t working is to use data from the software. When a system is underperforming, the evidence often lives inside the tools you&#8217;re hoping to replace. Depending on the root cause, you can surface different metrics that reveal inefficiencies, gaps, and missed opportunities.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">By pulling this data directly from your existing system, the evidence makes your case for switching platforms more credible, more urgent, and much harder to ignore.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"3\"><span data-contrast=\"none\">Too many tools slowing everything down<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Using separate systems for inspections, asset tracking, work orders, and vendor management might seem manageable at first. But over time, this patchwork of point solutions creates friction that slows down your team and complicates reporting.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">To show how fragmentation is affecting your operations, look for signs like these in your platform data:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Duplicate records across systems<\/span><\/b><span data-contrast=\"auto\">: Check for repeated entries in asset logs, inspection reports, or work orders. If the same equipment or task appears in multiple formats, your team is likely re-entering data manually<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Manual reporting time<\/span><\/b><span data-contrast=\"auto\">: Measure how long it takes to compile reports. If your team is pulling data from multiple systems, that\u2019s a clear sign of inefficiency<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Missed or delayed tasks due to system gaps<\/span><\/b><span data-contrast=\"auto\">: Review completion rates and inspection schedules. If tasks are consistently late or missed, disconnected systems may be to blame<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Technician login frequency across platforms<\/span><\/b><span data-contrast=\"auto\">: Track how often technicians log into multiple systems each day to quantify how much time is lost switching between tools<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">These metrics help you move beyond anecdotal frustration and show the real operational cost of fragmented systems.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"3\"><span data-contrast=\"none\">No one wants to use the system<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Sometimes the problem is how it was rolled out. If your team never got proper training, or if the system wasn\u2019t configured to match your workflows, adoption will suffer. And when people stop using the platform, it stops delivering value.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Look for these signs that poor implementation is holding your team back:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">User activity logs<\/span><\/b><span data-contrast=\"auto\">: Look at login frequency, session duration, and feature usage. Low engagement across the board points to poor adoption<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Uncompleted or overdue work orders<\/span><\/b><span data-contrast=\"auto\">: If tasks are consistently overdue or unassigned, it may be because the system isn\u2019t being used or isn\u2019t usable<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Training completion rates<\/span><\/b><span data-contrast=\"auto\">: If your platform includes onboarding modules or training logs, check how many users completed them. Low completion rates often correlate with low confidence in the system<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Support ticket volume<\/span><\/b><span data-contrast=\"auto\">: High numbers of internal support requests related to the platform can indicate confusion or frustration stemming from poor implementation<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">The data helps you show that the issue isn\u2019t resistance but a lack of support.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">In many cases, it\u2019s also related to overall usability. Organizations invest in facility and maintenance management software to address operational challenges such as slow response times, equipment downtime, and compliance issues. So, while it makes sense that selection teams focus on features that solve these problems, <\/span><a href=\"https:\/\/eptura.com\/discover-more\/blog\/user-friendly-design\/\"><span data-contrast=\"none\">usability is important<\/span><\/a><span data-contrast=\"auto\">. If you have a system that\u2019s hard to use, people are not going to use it.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"3\"><span data-contrast=\"none\">System can\u2019t keep up, won\u2019t scale<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">As your organization grows, your facility management needs become more complex. You\u2019re managing more locations, more assets, and more expectations. If your current platform wasn\u2019t built to scale, it will start showing signs of strain.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">To demonstrate that your system no longer fits your business needs, look at:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Mobile usage stats<\/span><\/b><span data-contrast=\"auto\">: If your team works in the field but mobile usage is low or nonexistent, the platform may not be accessible or functional on mobile devices<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Missing predictive maintenance triggers<\/span><\/b><span data-contrast=\"auto\">: If your system doesn\u2019t support condition-based maintenance or sensor integration, you won\u2019t see data tied to asset performance thresholds, and that absence is itself a data point<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Scalability limits<\/span><\/b><span data-contrast=\"auto\">: <\/span><span data-contrast=\"auto\">If performance degrades or reporting becomes inconsistent as you scale, that\u2019s evidence of a mismatch<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Custom field usage or workaround tracking<\/span><\/b><span data-contrast=\"auto\">: If your team is using custom fields, notes, or external spreadsheets to track things the platform doesn\u2019t support, that\u2019s a clear sign the system isn\u2019t meeting operational needs<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">These signals show that your platform is actively limiting your ability to grow and adapt.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Build a business case that highlights the cross-functional value of switching solutions<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">When building an <\/span><a href=\"https:\/\/eptura.com\/discover-more\/blog\/how-to-build-the-business-case-for-smarter-solutions\/\"><span data-contrast=\"none\">effective business case for a smarter solution<\/span><\/a><span data-contrast=\"auto\">, don\u2019t focus only on one team\u2019s pain points. You also need to show how the current tech stack is creating friction across the organization. Whether it\u2019s HR struggling to support hybrid work, finance dealing with manual reporting, or IT trying to manage a patchwork of disconnected tools, the limitations of your existing platforms likely affect more than just facilities. So, your proposal should highlight the problems and the potential benefits in ways that resonate with each department.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Start by identifying how the current system is falling short. For example, if HR is trying to improve employee experience but lacks reliable occupancy data, or if finance is spending hours reconciling costs across multiple systems, those are direct consequences of outdated or fragmented technology. Then, show how a smarter, integrated solution can help solve those challenges for everyone.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">To strengthen your case, tailor the messaging for different stakeholder groups, including:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Human resources<\/span><\/b><span data-contrast=\"auto\">: Explain how better space utilization and booking data can support hybrid work strategies, improve employee experience, and contribute to retention<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Financial operations<\/span><\/b><span data-contrast=\"auto\">: Highlight how automation and centralized data reduce overhead, improve resource allocation, and deliver measurable cost savings<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">IT teams<\/span><\/b><span data-contrast=\"auto\">: Emphasize how consolidating platforms reduces complexity, improves data security, and supports scalability<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Executive leadership<\/span><\/b><span data-contrast=\"auto\">: Align your proposal with strategic goals like digital transformation, operational agility, and risk mitigation<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">By connecting the switch to measurable outcomes that matter across departments, you build a case that\u2019s not only relevant but essential.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Switching to success: Making a strong business case for leaving behind wasteful legacy software<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">By aligning your proposal with enterprise goals, incorporating cross-functional data, and presenting clear financial metrics, you can show why it\u2019s time to move on from a system that\u2019s no longer meeting your needs. The current platform may be slowing down operations, creating reporting challenges, or failing to support the scale and complexity of your organization.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">To make your case as strong as possible, highlight both the measurable outcomes and the broader organizational impact. Show how the existing system is holding back operational efficiency, limiting visibility, and making it harder to deliver a consistent employee experience. Then explain how a better solution would address those gaps and support long-term growth.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Before you can make the case for a new platform, you need to articulate why the current system doesn\u2019t meet your needs<\/p>\n","protected":false},"author":26,"featured_media":39794,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"default","_google_business_share_type":"default","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7],"tags":[],"class_list":["post-39791","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.5 (Yoast SEO v26.5) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>From shortcomings to strategy: How to use existing data to build the case for a better software solution<\/title>\n<meta name=\"description\" content=\"Before you can make the case for a new platform, you need to articulate why the current system doesn\u2019t meet your needs\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/eptura.com\/discover-more\/blog\/build-the-case-for-a-better-software-solution\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"From shortcomings to strategy: How to use existing data to build the case for a better software solution\" \/>\n<meta property=\"og:description\" content=\"Before you can make the case for 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