Move from XL based AC asset management before you get left behind

You’ve used it for years, its reliable, I have a print out in my hand, but in the end its going to cost you big time.

The story is the same only the names have changed.   The reality is that many asset managers still hold onto XL spreadsheet based systems for fear of change not due to the absence of viable, cost effective and simply better alternatives.

The fear is driven by many factors, all of which are generally unfounded or worse, supported by company polices that are no longer fit for a cloud enabled world.

Data security tops the list of concerns for potential cloud adopters

Data security tops the list of concerns.  The idea that cloud is somehow insecure or at least less secure than keeping XL files on your company network or worse a personal desktop computer.  This barrier is compounded because most fm managers will ask themselves “If I go this way and there is a data leak, it’s my head on the block“.  The reality is that cloud or even better “private cloud (a cloud in your own private system)” will invariably offer far greater security provision than can be affordable upheld by the average company.  There are a huge number of options to increase security of data for cloud systems and with a little understanding the potential for data breaches are very low.

So what’s the future for your XL based fm or asset management system?

It hasn’t got one is the simple answer.  Why? because sooner or later contractors and fm service providers are likely to adopt their own electronic database driven solutions and having to hand ball 500 asset and service forms into your spreadsheet so you can sleep at night is going to start to eat into their bottom line.  That can only mean one thing, increase cost of service to you.  If you stick to your XL guns the argument becomes more hypocritical as those who provide the service will still want to put your assets onto their field service management system in order to be able to carry out the work and so your dream of a “secure system” starts to look a little infantile.  Its like asking the post office not to store your address but instead find you by asking people on street corners how to find your house!  Yes the post office can’t leak your data but everyone the postman asks along the way now knows you are getting a parcel….

If you must have a spreadsheet…

OK, so you still like something to hold in your hand, thats understandable, but any Air Conditioning service software worth its salt will provide the facility to bring down your asset lists to other systems including XL.  But remember when its weekend and your XL sheet is tucked away on your desktop pc in the office and you need to get an engineer out to site to repair that freezer which is defrosting 5K or stock, you may just think “I wish I had….”.

To summarise

Adopting a capable and well designed AC service platform will bring cost saving by making it easier to manage scheduled and on demand service work as well as compliance with F-Gas legislation.   Holding onto the past is a natural reaction, but don’t hold on to long or you will get left behind.

The RedPoint F-Gas Platform is a powerful but simple and cost-effective tool that helps you manage all your customers’ Air Conditioning and Refrigeration servicing needs using your iPhone® or iPad®. It produces Air Conditioning routine service, commissioning and F-Gas certificates that can be stored, searched, E-mailed or printed. It records all F-Gas usage on a per asset basis and manages your F-Gas bottle to keep you and customers fully compliant with F-Gas regulations. Our unique and flexible pricing options means that you only pay for what you use and the more you use, the cheaper it gets.


Air Conditioning database software