What is Facility Management and its Types?

The coordination of building operations and systems falls under the scope of facility management. This involves a range of tasks such as maintenance, security, utilities, and more. The ultimate goal of facility managers is to ensure that buildings are not only safe and comfortable for occupants but also efficient and cost-effective. The importance of well-maintained and efficient buildings is now widely recognized by organizations, making facility management a rapidly growing field. Effective communication with stakeholders, including building occupants, maintenance staff, and executive leadership, is a key skill required of facility managers.

What is Facility Management?

Facility management involves the coordination of the physical workplace and its occupants within an organization. In essence, it ensures that the buildings and grounds of an organization are safe, comfortable, and well-maintained for all users. Facility managers (FMs) have the crucial responsibility of managing a diverse range of stakeholders such as building occupants, maintenance staff, and executive leadership to ensure optimal functionality of the facility.

Successful facility management is crucial for organizations as they now understand the importance of having well-maintained and efficient buildings. FMs must have excellent communication and organizational skills to achieve this. The field involves a range of disciplines to ensure the comfort, safety, and continuity of business operations for occupants in a built environment.

Facility performance plays a vital role in the success of any business. The practice of facility management involves coordinating the physical workplace with the people and work of an organization. It combines principles from business administration, architecture, and engineering to achieve optimal results. FMs are responsible for ensuring the safety, security, and productivity of their organization's buildings and grounds.

History of the Facility Management

Facility management has its roots in the industrial revolution when large factories began to emerge in Europe and America. Responsible for managing these vast complexes, facility managers were tasked with ensuring their smooth operation, a task that was far from easy.

The term "facilities management" was initially coined by Ross Perot, the founder of Electronic Data Systems and former IBM employee, during the 1960s to describe the management of IT systems. However, as time passed, the definition of facilities management expanded to encompass all aspects of running commercial spaces. With this change came a shift in the role of facility managers, who began to focus more on the well-being of the employees working in the buildings rather than just the buildings themselves. This shift was motivated by the recognition that happy and productive employees are vital to the success of any organization. Consequently, in the 1980s, the National Facility Management Association (NFMA) was established to represent the entire industry, and later, the International Facility Management Association (IFMA) was created as a spinoff of the NFMA.

Today, facility management is a growing field, as organizations increasingly recognize the importance of having well-maintained and efficient buildings.

Responsibilities of a Facility Manager

Facility managers have varying responsibilities depending on the size and type of organization they are employed in. Nevertheless, there are certain fundamental duties that are shared among most facility managers. These responsibilities include:

1. Maintenance

FMs are responsible for ensuring that all building systems are properly maintained. This can include tasks such as HVAC maintenance, electrical repair, and plumbing.

2. Security

FMs are responsible for ensuring that buildings are secure and safe for occupants. This can include tasks such as security patrols, locked doors, and alarm systems.

3. Utilities

FMs are responsible for managing the utilities for a building, such as water, electricity, and gas.

4. Cleaning

FMs are responsible for ensuring that buildings are clean and comfortable for occupants. This can include tasks such as janitorial services, waste removal, and landscaping.

5. Space planning

FMs are responsible for ensuring that the space in a building is used efficiently. This can include tasks such as office layout, furniture placement, and storage solutions.

Why is FM more Relevant in Today’s Time?

In today's world, sustainability and energy efficiency have become crucial factors, making facility management more relevant than ever before. The role of facility managers has evolved to ensure that buildings are not only designed but also operated in an environmentally responsible manner, minimizing their impact on the planet.

Facilities management is a crucial aspect of various industries such as real estate, construction management, behavioral and engineering sciences, project management, business administration, property management, maintenance programs, and many others. As building systems become increasingly complex, it's important for FMs to possess effective management skills. Moreover, facility management is strongly tied to and influenced by a number of social trends.

1. The rise of the knowledge economy

The evolution of the economy towards knowledge-based industries has resulted in a demand for workspaces that are adaptable and promote teamwork. Facility managers play a crucial role in designing environments that encourage collaboration and innovation.

2. The aging workforce

As the workforce continues to age, it is becoming increasingly important for facility managers to create work environments that are both accessible and comfortable for all employees. This includes accommodating the needs of those with disabilities, who may require specific accommodations to perform their job duties effectively.

3. The growth of the gig economy

Facility managers must adapt to the growing demand for flexible work environments as the gig economy continues to expand. This means creating spaces that can be quickly and easily reconfigured to accommodate the changing work patterns of individuals and teams.

Importance of Facility Management

Organizations have a core objective that they strive to achieve, be it profit-making or meeting the requirements of a specific community. However, the success of any such entity largely depends on the efficient functioning of its facilities management department. Despite working behind the scenes, this department plays a crucial role in providing support and assistance in various areas, including

1. Productivity

It is crucial to prioritize the efficiency of personnel, staff, and tenants by maintaining a clean and organized environment that is always prepared for use. Additionally, all vehicles, equipment items, and technology must be regularly checked and maintained to ensure their proper functioning.

2. Comfort & safety

Ensuring the safety and comfort of building occupants is paramount to enhancing productivity. It is imperative for facilities managers to minimize legal exposure and risks by prioritizing the safety and comfort of all occupants. Additionally, facilities managers must constantly evaluate ways to enhance occupant comfort in the facility.

3. Profitability

Facilities management has a significant impact on a company's financial health due to its extensive coverage across the organization. Therefore, it is essential to identify and eliminate any unnecessary operational expenses to reduce overall costs.

4. Scalability

Facilities management plays a crucial role in facilitating smooth transitions during organizational development, capital asset expansion, relocation, and adaptation to changing work environments. For effective consultation on new opportunities, the team must possess an in-depth understanding of the facility, its personnel, and assets.

5. Sustainability

Facilities managers bear a social responsibility to promote environmentally conscious practices within their organizations, going beyond mere compliance with EHS regulations. This could entail reducing waste, enhancing energy efficiency, or implementing innovative best practices. By prioritizing sustainable facilities management, companies can safeguard their reputation while also cutting down on their overall energy consumption expenditures.

What skills do I need to be a successful Facility Manager?

Effective communication and organization are key qualities for any Facility Manager seeking success. In addition, the ability to manage a diverse group of stakeholders is crucial. A strong understanding of building systems and maintenance is also essential to excel in this role.

Some specific skills that will help you in this role include

1. Communication

Facility managers need to be able to effectively communicate with a wide range of stakeholders, including building occupants, maintenance staff, and executive leadership.

2. Organizational

Facility managers need to be highly organized in order to effectively manage the many different tasks associated with this role.

3. Technical

Facility managers need to have a strong understanding of building systems and maintenance. This knowledge will be essential in ensuring that buildings are properly maintained.

4. Interpersonal

Facility managers must possess strong interpersonal skills to effectively interact with individuals from diverse backgrounds. It is imperative for them to establish and maintain positive relationships, handle conflicts professionally, and provide exceptional customer service.

Future of Facility Management

Facility Management has a promising future ahead. With sustainable and energy-efficient buildings becoming the norm, the role of facility managers has become increasingly significant. They will be tasked with managing complex building systems and ensuring that these structures are sustainable and environmentally friendly. As sustainability takes center stage, facility managers must take the lead in minimizing the impact of buildings on the environment.

Facility managers must possess the ability to efficiently handle the ever-evolving and intricate building systems. It is essential for them to have a comprehensive knowledge of both building management and technology to achieve this. The demand for facility managers who can adeptly navigate these changes is on the rise, while those who cannot keep up will face challenges.

Challenges faced by facility managers?

A certified facility manager faces a number of challenges, including:

Ensuring that buildings are designed and operated in a way that minimizes their impact on the environment

Managing increasingly complex building systems

Accommodating the needs of an aging workforce

Creating spaces that can be easily reconfigured to accommodate changing work

Facility Management Software

Computer-aided Facility Management (CAFM) has greatly improved Facilities Management functions through the use of facility management software. This software utilizes computer databases and other IT tools to perform various tasks, including space management, asset management, inventory management, and work order management. With facility management software, organizations can streamline their operations and improve overall efficiency.

Facility management software streamlines work order management by allowing users to easily create, assign, and track work orders. This feature enables facility managers to stay on top of maintenance tasks and ensure that all work is completed on time. With simplified work order management, facility managers can improve their team's productivity and reduce downtime.

Staffing Support

Software as a Service (SaaS) Platform

Spend Analysis

Third-Party Integrations

Easily Source and Credential Contractors

Benefits of Facility Management Software

Using a tablet, an Asian engineer checks the solar power energy in a factory. Facility management software is a valuable tool for optimizing operations and ensuring 24/7 support for every location. It provides facilities managers with a deeper understanding of maintenance costs and resource allocation. Some of the key benefits of utilizing facility management software include:

1. Repair & Maintenance Management

Facility management software can help managers keep track of repair and maintenance requests. This ensures that all repairs are completed in a timely and cost-effective manner.

2. Space Planning & Allocation

Facility management software can help managers plan and allocate space more effectively. This allows them to make the most efficient use of every square foot of space.

3. Energy Management

Facility management software can help managers reduce energy consumption and costs. This is achieved by tracking energy usage and implementing energy-saving strategies.

4. Security & Safety

Incorporating facility management software into daily operations can assist managers in upholding the safety of all individuals within the premises. By monitoring security incidents and taking necessary precautions, the software can effectively implement security measures to prevent any potential harm or risks to employees and visitors alike.

5. Communications

Utilizing facility management software can enhance communication between managers, employees, vendors, and other stakeholders. By offering a centralized platform for communication, this software streamlines the process and ensures that everyone is on the same page.

Trends in Facility Management

The following are some of the main trends in facility management-

1. The rise of technology

The integration of technology into facility management has become crucial in today's fast-paced world. Facility managers are leveraging technology to optimize operations, enhance productivity, and facilitate seamless communication within their teams.

2. The rise of sustainability

As the world becomes more conscious of its impact on the environment, businesses are facing increasing pressure to operate sustainably. This means that facility managers have a vital role to play in reducing their operations' carbon footprint and ensuring their business is more environmentally friendly.

3. The aging workforce

As facility managers strive to maintain optimal productivity, they are faced with the challenge of an aging workforce. Finding solutions to accommodate the needs of older employees while ensuring that productivity remains high is crucial for the success of any facility.

4. The changing nature of work

The nature of work is changing, and facility managers need to adapt accordingly. This includes accommodating the needs of a mobile workforce and creating flexible workspaces.

Conclusion!

In modern businesses, facility management plays a crucial role in maintaining the functionality of buildings and grounds. The facilities manager is tasked with ensuring that all maintenance and upkeep procedures are carried out efficiently and effectively. They leverage technology to streamline operations and foster improved communication.

Facility managers must also keep up with current trends, such as the growing importance of sustainability and the aging workforce. By staying informed, they can design workspaces that are not only efficient but also enjoyable for employees. Common services provided by facilities management companies include building maintenance, repairs, security, janitorial services, and energy management.