The advent of digitalisation has revolutionised the real estate management industry, making operations more efficient, transparent, and convenient. This transformation has fundamentally changed the sector, replacing traditional methods with digital solutions. But what exactly distinguishes this new approach from older methods, and what changes has it brought?
We discussed these developments with Gergely Szabó, Managing Director of First Facility, and Barbara Nagy, the company's Operations Manager. They provided insights into how the APFM-Systems AHD system is used for the comprehensive, fully digitalised management of Stop Shops.
We discussed these developments with Gergely Szabó, Managing Director of First Facility, and Barbara Nagy, the company's Operations Manager. They provided insights into how the APFM-Systems AHD system is used for the comprehensive, fully digitalised management of Stop Shops.
Professional Team at First Facility
First Facility Real Estate Management Ltd., a prominent member of the international First Facility Group, is a key player in the Hungarian property management market. The company offers comprehensive facility management (FM) and property management (PM) services to high-profile office buildings, shopping centres, and industrial facilities.
Known for both their professional management services and strong team spirit, First Facility boasts an expanding team of excellent professionals dedicated to high-standard property management. A culture of mutual support and loyalty towards clients and colleagues is central to their operations. The APFM-Systems AHD solution plays a crucial role in their daily operations and supports their stable, continuous growth.
With 25 years of professional experience, Gergely Szabó leads the company with precision, viewing crisis situations as professional challenges rather than headaches. Barbara Nagy, a key figure in the company, oversees the smooth operation of digital management and sustainability systems. They thrive on solving complex challenges, with the APFM-Systems AHD solution as their primary tool.
Known for both their professional management services and strong team spirit, First Facility boasts an expanding team of excellent professionals dedicated to high-standard property management. A culture of mutual support and loyalty towards clients and colleagues is central to their operations. The APFM-Systems AHD solution plays a crucial role in their daily operations and supports their stable, continuous growth.
With 25 years of professional experience, Gergely Szabó leads the company with precision, viewing crisis situations as professional challenges rather than headaches. Barbara Nagy, a key figure in the company, oversees the smooth operation of digital management and sustainability systems. They thrive on solving complex challenges, with the APFM-Systems AHD solution as their primary tool.
We are no longer afraid of any task; we tackle everything with our team and the APFM-Systems digital system. We've stood strong in every crisis!
Gergely Szabó
Digitalising Stop Shop Operations: First Facility's Leading Approach with the AHD Solution
Since 2020, First Facility has been managing Stop Shop shopping centres across Hungary, covering 135,000 m² at 14 locations. The company is responsible for a wide range of tasks, ensuring smooth daily operations and maintaining the facilities in excellent condition. The complete digitalisation of daily inspections and checklists has streamlined workflows, making them more efficient. Regularly scheduled equipment maintenance is critical, requiring precise tracking of who, when, and how often these tasks are performed, and ensuring that fault reports are addressed promptly.
Previously, these tasks were manually recorded, consuming significant time and resources. Maintenance, daily tasks, and fault reports were often grouped together, making it challenging to track specific equipment conditions. In 2020, Gergely Szabó, in collaboration with Dr Viktor Hegedüs, owner of APFM-Systems, and his expert team, implemented a fully digitalised, innovative system. This initiative has set a new standard in property management, allowing the company to coordinate and optimise operations across the entire Stop Shop network.
Previously, these tasks were manually recorded, consuming significant time and resources. Maintenance, daily tasks, and fault reports were often grouped together, making it challenging to track specific equipment conditions. In 2020, Gergely Szabó, in collaboration with Dr Viktor Hegedüs, owner of APFM-Systems, and his expert team, implemented a fully digitalised, innovative system. This initiative has set a new standard in property management, allowing the company to coordinate and optimise operations across the entire Stop Shop network.
If it’s not in the system, it practically doesn’t exist! This detailed, systematic operation lets us demonstrate the precise quality and quantity of our work, benefiting both our clients and ourselves.
Gergely Szabó
Utilising the AHD System in Stop Shop Operations
The APFM-Systems AHD solution provides a detailed equipment list for each building, assigning various tasks such as daily checklists, maintenance, and fault tickets.
This system supports regular maintenance schedules, preserving equipment conditions, and sends automatic reminders for upcoming warranty expirations. The system enables real-time monitoring, allowing the team to work independently while ensuring traceability and comprehensive digital documentation. The facility operator can record subcontractor work, providing precise tracking of who performed what and when. This data is invaluable for preparing reports for clients and allows for internal operational improvements.
This system supports regular maintenance schedules, preserving equipment conditions, and sends automatic reminders for upcoming warranty expirations. The system enables real-time monitoring, allowing the team to work independently while ensuring traceability and comprehensive digital documentation. The facility operator can record subcontractor work, providing precise tracking of who performed what and when. This data is invaluable for preparing reports for clients and allows for internal operational improvements.
The APFM-Systems maintenance system is by far the best!
offers a clear overview of task statuses, types, and priority levels,
offers a clear overview of task statuses, types, and priority levels,
- says Barbara Nagy, who has experience with several property management systems on the market.
Key Features of the AHD Digital System:
Equipment Maintenance:
A dedicated list for each building with maintenance and inspection tasks, including features like automatic email notifications for warranty expirations, facilitating planning and compliance with standards.
Daily Inspection Checklist:
Task lists attached to equipment lists help prevent malfunctions. These tasks can be tracked in real-time and searched by topic or fault, allowing immediate investigation into malfunctions. The lists are flexible and can be modified as needed.
Based on our professional experience, the checklists are prepared with the client's approval. This ensures thorough inspection, prevention, and continuous, smooth operation.
Gergely Szabó
In this module, the locations of each checkpoint are marked with NFC chips, allowing for precise documentation of when inspections were carried out during walkthroughs. The system also enables the retrieval of records to verify whether every inspection has been completed throughout the year.
Fault Reporting:
Issues can be reported and categorised within the system, with fault tickets appearing immediately. Automatic notifications ensure quick resolution. The system provides real-time updates on issue statuses, helping to prioritise and respond swiftly. Fault tickets can include digital attachments, ensuring a fully digitalised process.
Advantages:
- Generation of reports for monthly, quarterly, and annual evaluations
- Compatibility with Microsoft Excel for data export
- Always up-to-date, live data
- Trackability of task completion
- Comprehensive traceability and inspection records
- Time optimisation, saving significant work phases
- Automatic reminders for warranties
Case Study: Reliable Operations at Stop Shop
Gergely shared an example where varying temperature preferences during seasonal transitions led to numerous fault tickets regarding heating and cooling systems. Previously, assessing these systems' conditions was a challenge. However, the AHD system's features, including maintenance lists and daily checklists, have made diagnostics immediate and comprehensive. The system helps determine whether issues are genuine maintenance problems or merely due to user comfort preferences.
This data-driven approach allows First Facility to provide precise information during quarterly reviews, demonstrating to clients that all measures are conducted professionally, equipment is well-maintained, and no real emergencies occurred. The data recorded in the AHD system enables Gergely and his team to confidently showcase their work, embodying the company's motto: First Facility 'Always First'.
This data-driven approach allows First Facility to provide precise information during quarterly reviews, demonstrating to clients that all measures are conducted professionally, equipment is well-maintained, and no real emergencies occurred. The data recorded in the AHD system enables Gergely and his team to confidently showcase their work, embodying the company's motto: First Facility 'Always First'.
Ensuring Stable Growth and Reliability with AHD Reporting
My favourite feature is exporting the fault ticket list, which helps with report preparation! It can be exported to Excel, providing valuable managerial insights.
Colourful graphs illustrate the types and volumes of reports and how quickly we resolved issues,
Colourful graphs illustrate the types and volumes of reports and how quickly we resolved issues,
Gergely Szabó
The APFM-Systems team generates reports that evaluate events using colourful graphs, exportable in Excel for compatibility with other regions. These reports are crucial for managerial decisions and client communications, offering a detailed overview of completed tasks and the causes and locations of fault reports.
For First Facility, these reports provide dual benefits: they offer an objective foundation for client negotiations and serve as internal development tools, helping to optimise the company's operational efficiency. Report generation is thus not just an administrative task but also a formal record of issue resolution, protecting the interests of both the operator and the client.
For First Facility, these reports provide dual benefits: they offer an objective foundation for client negotiations and serve as internal development tools, helping to optimise the company's operational efficiency. Report generation is thus not just an administrative task but also a formal record of issue resolution, protecting the interests of both the operator and the client.
