It is time to recognize that using asset management tools is a step forward that not only enables enterprises to manage more effectively, but also helps increase competitiveness.
When should enterprises switch from manual management to software solutions?
At many enterprises today, asset management is still carried out manually using Excel and heavily relies on individual experience. This is still mistakenly believed by many to be effective. However, as an enterprise expands its scale and its asset portfolio increases, various issues begin to arise.
The most evident issue is the lack of connectivity, as each department manages its own Excel sheet without synchronization, leading to overlapping information and difficulties in cross-checking. More critically, Excel does not store operation history or allow user access control, which poses the risk of internal fraud. Even simple errors like mistyping, incorrect copying, or faulty formulas can lead to asset loss.
According to experts, using Excel for asset management can easily result in discrepancies and losses due to the lack of data integration. These issues have been observed in many real estate enterprises in Vietnam and around the world.
For assets with long-term usage value, maintenance and upkeep are essential to optimize their utility and reduce waste. In cases where assets are damaged or lost, if the operating unit only reports the incident through chat channels, response time may be delayed. This can negatively affect customer experience.
In reality, there have been many instances where the asset lifecycle was not effectively monitored due to the absence of data analysis tools, resulting in a lack of proactive preventive maintenance and unexpected costs. For example, one enterprise reported that after implementing asset management software, approximately 54,000 tasks and 11,000 scheduled tasks were completed with a service level agreement (SLA) rate of 95%.
Using specialized asset management software helps improve management efficiency
According to Mr. Dinh Viet Thang, Director of Real Estate Operations at TNTech JSC, enterprises should consider switching to specialized asset management software when the following signs appear: the enterprise owns more than 100 assets or assets are distributed across multiple locations, making Excel management overloaded; asset losses and difficulties in tracking repair history are becoming more frequent without clear accountability.
This is especially important for enterprises planning to open new branches, expand their operating areas, or standardize according to ISO or undergo digital transformation. In these cases, transitioning to asset management software is essential.
5-star software solution for sustainable asset management
T.FM supports enterprises in efficiently managing multiple assets at once.
While more asset management solutions are emerging on the market, T.FM has been awarded a 5-star certification by the Vietnam Software & IT services (VINASA) thanks to its comprehensive asset management capabilities, high automation features, and user-friendly interface.
This solution manages the full asset lifecycle from A to Z—from procurement planning, asset operation, maintenance and repair, to inventory and disposal procedures. The system also integrates smart alerts for warranty periods, insurance, and other important milestones. Even for real estate projects, T.FM supports management from the legal documentation stage through to construction progress, acceptance, handover, and operation.
All actions on the system are recorded in detail: who performed them, when, and what was changed. This ensures transparency and supports auditing and compliance with legal regulations. Notably, the flexible access control system allows role-based, departmental, and security-level access, making it ideal for enterprises with multiple branches and departments.
T.FM's Risk Management Module
In practice, using asset management software has helped enterprises “recover" many overlooked revenue streams. For example, a building located in the city center had an LED screen for rent that was not being managed or optimized, or there was a lack of tracking and control over revenue from parking lots, swimming pools, etc.
Since adopting T.FM, the software has provided daily reports and alerts that help enterprises track revenue in real time. As a result, the company's revenue plan for 2025 is VND 120 billion, and as of now, it has reached VND 60 billion (50% of the plan). The system's reporting on plan completion rate and occupancy rate for leasing areas allows leadership to develop appropriate growth strategies.
Transitioning to specialized asset management software not only improves management efficiency but also enhances coordination among departments, reduces risks, and increases the enterprise's competitiveness.