Facility management best practices: Everything you need to know

Posted on February 7 2024

Reading time: 4 minutes

The task of facility management is of utmost importance as it guarantees the effective and efficient functioning of a building or facility around the clock.

The facility manager shoulders significant responsibilities as their job requires them to not only ensure smooth operations and manage budgets proficiently, but also to cultivate a work environment that promotes both operational excellence and inclusivity.

So what are the facility managers’ best practices to ensure the highest performance among competitors?

facility management best practices

What is facility management? 

According to the IFMA, International Facility Management Association

“facility management is an organizational function that integrates people, places, and processes within the built environment with the purpose of improving the quality of life of people and the productivity of the core business.” 

In other words, facility Management (FM) refers to the professional management and maintenance of buildings, properties, and infrastructures, as well as the services and activities associated with them. 

It involves a wide range of functions, including managing inventory, ensuring safety and security, providing essential services such as cleaning, preventive maintenance and repairs, managing resources and budget, and supporting the business goals and objectives of the organization.

The ultimate goal of facility management is to optimize the use of physical resources and provide a safe and comfortable environment for employees, customers, and visitors, while also ensuring the efficient operation of the business. To succeed in doing so, here are 5 things that each facility manager should master.

Facility managers’ best practices

1. Using Predictive Analytics and Data

image pour visualiser les donnes predictives avec des graphes

In today’s data-driven business environment, facility managers must have strong analytical skills and an understanding of predictive analytics and data. 

This is because these tools and techniques can provide valuable information about facility performance, identify potential problems before they occur, and help managers make informed decisions about resource allocation and strategies. 

By analyzing the various data, facility managers can make more accurate forecasts, optimize resource utilization, and reduce costs. In addition, predictive analytics can help these managers identify trends and patterns that can inform long-term planning and strategy development. That said, by leveraging data and predictive analytics, facility managers can improve their effectiveness and efficiency, streamline their operations, and ultimately achieve better results for their organization.

2. Setting Clear Objectives 

Facility managers must have strong skills in setting clear objectives and goals for their facilities. Without SMART objectives, it is difficult to measure performance, track progress or align resources with priorities. By doing so, they can create a strategy for achieving desired results and ensure that everyone involved in the process understands their roles and responsibilities. 

Well-defined goals also help facility managers identify areas for improvement, measure the success of their initiatives, and make informed decisions. In addition, this can help them communicate their vision and goals to stakeholders and gain support for their proposals.

3. Using technology and software

logiciels sur ecran d ordinateur et de telephone

Facility Managers should also possess strong skills in using technology and software to help them manage different tasks efficiently. 

There are various types of software available that can help facility managers to streamline their operations, enhance their decision-making abilities, and optimize their resource utilization. Some examples of software commonly used in facility management include:

Inventory management software: This software helps Facility Managers to keep track of inventory levels and manage supply chains more effectively.

Hardware inventory management software: This software allows Facility Managers to monitor and manage hardware assets, including computers, printers, and other devices.

Cloud asset management: This software enables Facility Managers to track assets, manage maintenance schedules, and monitor performance metrics from a centralized, cloud-based platform.

Operation management software: This software helps plan and manage the supply of material in stock by sending a purchase order to your supplier, whether internal or external to the organization. It also facilitates the transfer or delivery of stock and helps schedule repairs and maintenance of equipment or rooms within your organization or at a client’s location

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4. Having a sense of organization

A sense of organization enables facility managers to plan and prioritize tasks, allocate resources effectively, and ensure that all maintenance and repair activities are completed on time. 

Additionally, a well-organized facility ensures the safety of the building’s occupants and compliance with regulations. The use of different software tools, inventory management software, operations management, and others, can greatly assist managers in staying organized. 

These tools enable them to track assets, schedule maintenance activities, and manage inventory in a centralized and systematic manner, allowing for streamlined operations and enhanced productivity.

5. Being compassionate

Beyond technical and analytical skills, it is equally important for facility managers to demonstrate compassion and create a healthy work environment for all workers in their department.

Compassion and empathy are essential traits that help facility managers build strong relationships with their team members, foster a positive work culture, and improve employee satisfaction. 

A work environment that fosters open communication, collaboration, and mutual respect results in improved employee engagement, productivity, and retention. 

In addition, this helps reduce job stress and burnout, which are common problems in the facilities management industry.

Facility Management: The Art of Balancing Technicality and Compassion

Effective facility management requires a balance of technicality and empathy. If you are a facility manager, you must possess a wide range of skills, including technical expertise, analytical thinking, and organizational abilities. However, to be truly successful, you must also prioritize compassion, empathy, and a healthy work environment for your team members. 

By adopting best practices such as leveraging advanced software tools like the wide range Hector offers, communicating clearly, and fostering a positive work culture, you can achieve your goals while also taking care of your employees. 

The art of balancing technicality and empathy is a key factor in driving the success of any facility management department. By embracing this approach, you can ensure that your facilities are managed efficiently and safely, while also creating a workplace that is healthy, positive, and rewarding for all team members.

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