10 important practices for Facility Managers

Every successful business will have a detailed facilities management strategy in place.


Facilities management impacts just about every aspect of your business, from building and utilities maintenance to managing your team. But as the scope of facility managers continues to expand, there are at least ten facilities management practices that should be focused on.

1. Adopting a proactive approach

A proactive and preventative approach gives you a huge advantage and the ability to take control of your facilities. Whether it’s with building maintenance, project management or analysing data, taking the time to be proactive enables you to identify improvements, make positive changes and increase your gains. Preventative building maintenance in particular will help you to avoid catastrophic repairs, prolong the lifespan of your facilities and maximise your operation’s performance.

2. Prompt building maintenance

Frequent and prompt building maintenance ensures your property remains functioning, clean, comfortable and safe. Building maintenance covers a wide range of areas, such as repairing, upgrading, cleaning or replacing interior and exterior building features, outdoor landscapes, safety services, equipment and more, and each area needs regular, systematic attention.

3. Working towards sustainability

Structuring your facilities and property with a sustainable design is a win-win situation. You not only improve your operations and productivity, but you also make a positive impact on the environment while you’re at it.

Sustainability is about making your facilities more efficient and cost-effective, especially through your energy and water consumption, which can put a huge dent on your monthly bills. Your major drains of energy will include your equipment, lighting, heating and air conditioning systems and other electrical sources.

Other areas to explore sustainable options include renewable energy sources, air quality, building materials, waste management, carbon emissions, insulation and recycling processes.

Teaming up with facilities experts who are well educated on the latest sustainable practices, systems and tools will be crucial for your management.

4. Implementing new technology

Technology is making a huge impact on the way we conduct facility management. With the help of new software and computer systems, facility managers can streamline their services and improve efficiency and output. These innovative tools also allow facility managers to have great collaboration and communication.

The best part is these systems are easily accessible offsite. Facility managers can face a hectic schedule and can’t be in all places at once, so therefore benefit from the ability to access and use their information through their devices. These apps and tools are also key for preventative building maintenance.

A facility manager will be on top of any advancements and new upgrades that are developed in this space.

5. Collecting data

Technology has exposed facility managers to a wealth of tools for data collection and analysis. Analysing data is highly useful to track your facility’s performance, maintain the property and highlight any areas of improvement. The more accurate and ‘instant’ data you possess, the better you can evaluate your facilities and make confident decisions to develop new solutions.

6. Automating processes

Implementing automated processes into your facilities is another fantastic solution to reduce costs and increase efficiency. It also takes the pressure of facility managers and staff to take care of these areas, and instead dedicate their resources to maximising performance and achieving long term goals.
With the help of technology and Internet of Things (IoT), many processes can now be automated and streamlined, such as lighting systems, temperature levels, work orders and data collection.

7. Scheduling your maintenance

Budgeting and allocating funds to facilities maintenance should be one of your top priorities. Staying organised with your facilities maintenance gives you complete control over the resources you use, your expenditure and your time. Sticking to a strict schedule ensures everything is completed on time and your facilities run smoothly. Facility maintenance services can run across any time period, whether it’s monthly, weekly or even daily.

8. Ensuring safety

Facility managers should prioritise health and safety assessments. Creating a safe working environment is of utmost importance, especially during difficult times like the coronavirus pandemic.

The first step to guaranteeing worker safety is taking care of your risk management and flagging potential hazards within your facilities. An elaborate, preventative action plan will minimise the
likelihood of these risks turning into real problems. This is where facility managers need to practice regular building maintenance and avoid dangerous situations.

Facility managers also need to prepare emergency and evacuation strategies and ensure everything is compliant.

9. Managing your team

Taking care of your staff is just as important. Facility managers have a big role to play in every stage of employment, including recruitment and training. They also influence team relationships and work towards improving communication, engagement and managing any issues that arise.

10. Developing practices that suit your facilities

Last, but certainly not least, facility managers should be tailoring their practices to suit the evolving needs of the business, including growth, challenges and demands. Practices that work for other businesses may not apply to yours, even if you are in a similar industry. So, the more knowledge and understanding the facility manager has of business, the better the outcome of their practices.

Do you need help with these facilities management practices?

I do maintenance works closely with facilities managers to build and execute effective facilities management strategies. No matter where you’re at, we can help you. Let’s talk.