The success of any organization relies heavily on how well its facilities are being managed. But with so many moving parts, how can the building maintenance team navigate the complex landscape and built environments? In this blog, we uncover some of the best practices that can help you achieve efficiency and productivity.
What is Facility Management?
Facility management (FM) refers to background operations ensuring that commercial buildings are aligned with safety standards. In essence, it prevents people from worrying if the establishment they are working in is functional, safe, comfortable, and clean. As defined by IBM,
“Facility management helps ensure the functionality, comfort, safety, and efficiency of buildings and grounds, infrastructure and real estate.”
The Facility Management market in the Philippines is expected to grow at a rate of 6.31% over the next 5 years. By 2030, the USD 4.12 billion from 2025 will continue to rise to USD 5.60 billion. This is according to the forecast Compound Annual Growth Rate (CAGR) conducted by Modor Intelligence.
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But before exploring ways to enhance your productivity in facility management, let’s first discuss its importance.
Why is facility management important?
A well-managed facility not only ensures the smooth operation of daily activities but also significantly impacts employee’s productivity and satisfaction. When facilities are well maintained, employees can focus more on their main tasks. Maintenance problems or unsafe conditions will not distract them. This leads to higher engagement, which ultimately translates to improved performance and output.
Facility Management Best Practices: 8 Ways to Enhance Productivity
1. Implement Maintenance Plans
Safety and security are important in project management as they directly impact the well-being of employees and clients. To further understand the balance of optimal operations, let’s explore the 3 different maintenance methods.
What is proactive maintenance?
Proactive maintenance is the strategy of extending the equipment’s longevity to sustain the operation of facility management services. This helps identify the causes of equipment failure and minimize repetitive repairs. Additionally, a computerized maintenance management system (CMMS) helps implement a successful proactive maintenance plan, which requires:
Data Gathering
Tracking
Analysis
2. Maximize Technology and Automation
The Philippines’ facility management industry is improving its traditional practices. As we traverse toward the digital age, daily operations are now embracing data automation, driven by technology and sustainable initiatives including:
A. Artificial Intelligence (AI) – Artificial Intelligence helps enhance work efficiencies by improving data analysis. Utilizing artificial intelligence can streamline processes and minimize errors, which will produce better and higher-quality results.
B. Automation – Automation allows building managers to identify the physical assets or the materials needed for maintenance tasks, reducing operating costs by implementing data-driven decisions. Using automation software enables teams to streamline repetitive tasks, enhance productivity, and ensure timely processing of work orders.
C. Industrial Internet of Things (IIoT) – The Industrial Internet of Things (IIoT) is the expansion of the Internet of Things (IoT). It integrates computer-aided facilities management by processing the adjustments needed from previous data. This promotes hazard mitigation and risk reduction in the day-to-day operations of facilities management teams.
3. Optimize Space Utilization
Optimizing facility space is the primary indicator of how effectively and efficiently an organization uses its equipment to support its core business operations. Facility management professionals often optimize the spaces by:
- Assessing the space usage to find opportunities
- Building systems that can adapt to the shifting needs and demands of the industry
- Integrating smart management systems that track, control, and optimize space usage in real-time.
- Establishing communication with the clients to inform them about the advantages of space optimization to their business.
- Evaluating and refining the outcome of the space optimization process to apply improvements as needed.
- Using data analytics to generate new ideas, utilize tools, or implement solutions on enhancing space optimization process.
4. Incorporate Energy Efficiency and Sustainability
One of the foremost strategies for improving energy efficiency involves conducting an energy audit to assess current consumption patterns. The audit identifies areas to reduce energy use, such as outdated lighting or inefficient HVAC systems. It reduces energy consumption without compromising indoor air quality, temperature, humidity, or pressure levels.
UpKeep described the four key areas where facility management can make the largest impact.
- Increasing energy efficiency
- Sourcing sustainable and long-lasting materials
- Implementing green cleaning initiatives and product
- Improving the waste management
Begin by focusing on the area with the highest priority for your organization and work toward sustainability.
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5. Develop a Skilled Workforce
Training for facility property maintenance staff is a strategic approach to equip people with the right skills. Programs should include developing foundational knowledge, technology integration, safety best practices, and soft skills for communication and teamwork. Implementing these training programs within the employees enhances their competencies to elevate the success of facility management.
6. Establish Communication and Collaboration
Strong communication and collaboration greatly impact the outcome of any project. For teams, facility managers can utilize tools to foster communication within the assigned personnel remotely. This is particularly helpful in real-time task delegation and when emergencies occur.
For clients, having regular feedback during the project allows them to overcome challenges they experience quickly. It also gives the FM team an idea of the issue, as well as the solutions and the equipment needed to solve them. Utilizing communication and collaboration in this industry improves efficiency, safety, and time management.
7. Set and Track Key Performance Indicators (KPIs)
Key Performance Indicators are the primary basis that shows how well a facility is meeting its goals. They can assist in identifying problem areas and developing strategies for increased reliability, sustainability, safety, and regulatory compliance. KPIs give information on how the facility is performing, allowing important discussions and maintenance planning. Some of the KPIs facility managers can keep track of are the following:
- Satisfaction score
- Gross FM Costs
- Workforce productivity
- Work order resolutions
- Number of complaints
- Maintenance ratio
- Equipment and repair cost
- Average completion for submitted work
8. Emergency Preparedness and Risk Management
Identifying the potential hazards within the facilities is crucial to avoid unexpected emergencies such as natural disasters (earthquakes, floods, typhoons), and man-made threats (fires, chemical spills, and security breaches) from causing risks to operations. As stated by the FFS,
“Preparedness encompasses a range of strategies and practices aimed at anticipating, preventing, and responding to emergencies.”
To solidify the emergency and risk mitigation strategies within the organization, facility managers must consider implementing these practices.
- Ensure regular equipment inspections and maintenance
- Develop and update emergency response plans
- Collaborate with local authorities and safety providers
- Install safety alarms and generators
- Conduct drills and safety trainings
By implementing emergency and risk plans in their work, the property management team can lessen the impact of disasters. This promotes a well-developed immediate response when emergencies occur.
Key takeaways
Understanding the importance of facility management efficiency will help you identify which type of maintenance plan to implement. It also provides insights into how leveraging technology and automation can streamline your daily operations.
By maximizing spaces and energy-efficient technologies, you can navigate the complexities and optimize productivity. With proper workforce training and well-established communication, you can create a significant impact on your project.
Ultimately, the goal of facility management is to create an environment that supports the business’ long-term success.
Frequently Asked Questions:
Managing a facility efficiently requires a systematic approach that goes beyond the traditional maintenance and operations performed daily. Facility managers are responsible for developing and implementing comprehensive safety protocols that comply with local regulations and industry standards.
Maintaining an office building is one example. This includes managing the building’s operations, ensuring safety, regulating utilities, and organizing space usage to create an efficient and productive work environment.
The three main tasks of facilities management are maintenance and operations, space and asset management, and safety and compliance.