Transforming Facilities Management Through Robotic Process Automation RPA at Imdaad

When we talk about robotic automation, people often imagine production lines and physical activity. In fact, the same principles and benefits can apply to office-based tasks. Imdaad is always looking for innovative technology solutions to improve its services and its latest project may come as a surprise.

What is Robotic Process Automation (RPA)?

RPA means using software to automate a particular type of human activity. It’s not the physical nature of the activity that matters, but rather the fact it involves a repetitive, rule-driven task. 

Unlike most automation, RPA involves business processes that usually involve manipulating data rather than physical objects. It is suited to tasks where human activity has natural limitations in speed, reliability, and concentration.

Imdaad identified that RPA could be particularly well suited to certain aspects of facilities management where the ability to process large amounts of data could make for smarter and more efficient services in the field.

The challenge

Facilities management involves extensive operational complexities, particularly in managing service reports. At Imdaad, the scale of operations for just one client included handling 10,000 Preventive Maintenance Work Orders (WOs) and 3,000 Reactive/Corrective Work Orders monthly. 

Until the introduction of RPA, manually creating and uploading these reports consumed almost 450 hours each month. This volume of manual work inevitably introduced the risk of delays and human error. It was also not the best use of employees' time.

Such inefficiencies not only affected internal KPIs but also posed challenges to compliance and client satisfaction—critical elements in delivering superior facilities management services.

The RPA solution at Imdaad

Automating the process of uploading reports via RPA at our client site has delivered measurable benefits:

1. Time and Cost Efficiency: Saving 434 hours monthly translates to an annual saving in excess of AED 100,000, allowing the reallocation of resources to strategic priorities.
2. Improved Accuracy and Compliance: Automation has eliminated the risk of human error in the records-keeping process, strengthening auditing processes and reinforcing trust with clients.
3. Operational Continuity: RPA enables uninterrupted operations, ensuring tasks are completed on time without dependency on human schedules.
4. Enhanced Employee Productivity: Employees can now focus on higher-value activities, encouraging innovation and career growth.
5. Sustainability Alignment: By streamlining processes and reducing resource wastage, RPA supports Imdaad’s sustainability goals.

Imdaad’s vision for the future

Following the success of this project, Imdaad is exploring how to apply robotic process automation to other areas of facilities management. Promising options in maintenance scheduling, inventory management, and compliance management have already been identified.

RPA certainly has the potential to support Imdaad’s ongoing commitment to harnessing technology to make work more efficient. As always, it can fit into the group’s wider culture of sustainability, making better use of both human and natural resources in its work, and in improving the outcomes for clients. That’s key given so much of what Imdaad does, from building climate controls to waste management, has a direct or indirect effect on our environment.

Imdaad looks forward to working with clients, suppliers, staff, and the community to find new ways to make the most of technologies such as RPA.