Managing the facilities of a company sometimes seems like an insurmountable task, especially if you have to look after multiple properties across numerous states.
From handling breakdowns and maintenance requests to keeping track of inventory and overseeing security protocols, there’s never a dull moment. So here are some tips and tricks that will help make your job easier.
Even a few small changes in your management style and tactics can make a big difference in your daily workload, so keep reading to find out how you can do your job more efficiently.
Facility management is the maintenance of an organization’s buildings, equipment and physical assets.
It includes everything from stocktaking, cleaning and maintenance to managing deliveries, making sure safety protocols are followed, and organizing the selling and buying of new equipment.
To make you as effective as possible in your facility management job, here are some tips and tricks you can use.
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Use Technology to Your Advantage
One of the biggest challenges of a facility manager is keeping track of various details and tasks. But with the use of technology, this challenge can be overcome.
There are plenty of software and tools in the market that can help you with inventory tracking, work order management, and support requests.
By adopting these tools, you can keep all relevant information in one place, optimize the workflow and avoid delays in managing facility tasks.
One piece of technology that facility managers are increasingly using is a digital asset management platform. This platform gives you an overview of all your assets and allows you to manage them more efficiently.
This is helpful if you are not physically on-site at all the premises you manage all the time.
Facilities require regular maintenance and upkeep, and it’s one of the important aspects of your job. Ensure that you conduct periodic inspections such as HVAC, plumbing, electrical, and structural systems.
It is recommended to follow the preventive maintenance schedule. By scheduling this on a regular basis, interrupted service or breakdown will be minimized, saving you time and unexpected repair costs, and it also ensures the safety of all employees and customers.
It’s also vital to ensure that all equipment is in good working order and up to code. Have a schedule of checking all equipment and assets, such as electrical testing all electrical equipment on an annual basis.
A cluttered office or work area can make it harder to focus, which is not something facility managers can afford.
Working with spreadsheets, calendars, and other organizational tools can help you keep things streamlined when it comes to tracking tasks and assignments.
You can also make use of the popular project management tools available in the market to organize your team’s projects, schedules and deadlines.
It allows you to create a clear picture of what needs to be done and ensure the whole thing is taken care of, giving you more peace of mind.
Get as much of your work in digital format if possible, and ensure you can access everything even if you are working remotely.
You can do this by organizing your files into digital folders and creating backup copies of important documents.
Build Relationships with Contractors and Vendors
Being a facility manager requires working with lots of contractors, vendors, and service providers on a daily basis.
By building strong relationships with those you work with regularly, it can be less stressful to manage ongoing projects.
Moreover, a good relationship with contractors can also lead to discounts and cost effective services.
Communication is key here; reaching out, following up, and building rapport can go a long way in making your job much smoother.
Also identify all the suppliers you need to know about for your field of work, and get to know their pricing structures and key staff members.
Part of your job is helping keep your company competitive, and helping out with the cost of equipment contributes to this.
Focus on Employee Retention and Training
As a facility manager, your team is your biggest asset. By investing in your team’s growth and development, you benefit from happier and more engaged employees; more engaged employees are essential in fostering a healthy and productive facility.
By creating a positive work culture where your team members feel valued, have room for growth and development, and receive training and support as necessary, you build a team that feels appreciated and empowered.
This means you’ll spend less time hiring, training and ensuring employees are doing a good job for you. In turn, this will help you run your facilities better
Use Time Management Tools
The complex and varied nature of facility management means it’s easy to be overwhelmed by the sheer amount of work that requires to be done.
To better manage your time and prioritize tasks, you can use time management tools such as to-do lists and calendars.
This helps you stay focused and organized on the tasks at hand, helping you to be more productive and efficient.
If you need to be physically present at different premises a certain number of times throughout the year, plan this well in advance to ensure you have the time you require to be where you need to be.
Set Up Automation Systems
With the advancement of technology, facility managers now have access to automation systems that can help streamline their processes.
From energy management systems that can monitor energy usage to software-based solutions for managing maintenance and repair activities, automation can reduce manual labor and increase productivity.
Automation systems can also help with tracking inventory, scheduling appointments, and managing budgets.
As a facility manager, your job can be fulfilling, but it can also be challenging. Fortunately, by adopting the tips and tricks mentioned above, you can make your life easier, streamline your workflow, and create an inclusive work culture.
The more streamlined you can make your operations, the easier it is to focus on long-term planning and strategic initiatives.
Remember, your facilities can thrive as well-run machines, and by making incremental changes, you can improve operations immensely.