The function of a properly managed facility is to align the design of the building to the purpose of the occupants. Operations and management departments give the building flexibility to adjust with the ebb and flow of the work it supports. A strategically managed facility plans, maintains, and monitors within the fundamental business activities.
Here are five tips to strategic facility management:
- Prioritize the client
Before an action plan can be created, one must understand the needs of the group being served.
Be conscious of the following:
- Action plan is congruent with client’s overall goals and objectives
- Know the organization’s products and deliverables
- Communicate with the client to understand what they consider are challenges and limitations
- Develop a strategy to minimize limits in turn maximizing productivity and personnel
For clients, their facility is a long-term asset; help protect their investment. An effective facility manager stays in line with the client business strategy and can produce results tailored to their needs.
- Metrics on facility usage
Understanding the daily functions of a client’s environment is critical to a tactical action plan. Forecasting occupant-facility behavior allows adaptability in emergency situations.
Metrics to consider:
- Volume of foot traffic
- Types of usage in segmented areas
- External impact concerns
- Facility cost drivers and budgeting
Focus should be on the process management of different areas, facilitating the implementation of an action plan with room for modifications.
- Define your KPIs
Key performance indicators, KPI, measure the applications of functional care to a facility. Understanding metrics of facility usage can help determine which KPIs are best suited for the needs of the building and occupants. These measurements quantify the value delivered by the operations and management teams.
Criteria for a good KPI:
- Evaluate in periods
- Relevant to the client
- Creates efficiencies
- Reduces expenses
KPIs are gateways to the Balance Scorecard, tracking data and bridging strategy to performance.
Deferred Maintenance Backlog
Unscheduled Maintenance Downtime
Emergency Response Time
Percent Work Return
- Concentrate on customer service
Clients may not comprehend the complete inner workings of a facility but if improper facility management negatively affects their processes, there can be serious ramifications. It is best to stay ahead of any potential mishaps.
Maintain close relationships with clients:
- Join advising committees to be a part of the organizational conversations
- Survey assessments of the client to ensure delivery of a strong product to their satisfaction
- Daily communications with client about collected metrics (usage, KPI, Balance Scorecard)
More organizations are abandoning the short-contract job model of facility management for a more long-term relationship model, staying loyal to the organization that works best for them.
- Stay up to date on trends and tech
The function of facilities has evolved over the past several decades and will continue to change at an alarming rate. The nature of work and social interaction are constantly changing with frequent technological developments. Organizations are reconfiguring office layouts, creating more spaces conducive to creative innovations, or completely eliminating traditional brick and mortar facilities for a more fluid interpretation of an office.
Stay ahead of the curve with knowledge of:
- Research of burgeoning technologies
- Energy efficient infrastructure and use of renewable energy sources
- Multi-function furniture and design
- Adaptability to the new 24/7 workday
- Layout for everyday activities and collaborative space
- Capabilities for global communications
Smart buildings will incorporate cloud technology and IoT into every element of the building structure. Dependency on the internet has revolutionized the idea of a functional facility. Staying on pace with trending technology is a vital to an organization, and a facility manager who can keep up is a true asset.
Being a partner for clients as a facility manager breaks down to the ability to anticipate needs, implement action plans with measurable success rates, and communicate findings with clients. The ability to satisfy all of these steps is a strategic move to secure loyalties and occupant-facility cohesion.