You have a business to run, and you can’t do that if problems at your facility halt operations. Facility management is vital to keeping your assets in top shape. So what’re the facilities management functions you’ll need to keep things running smoothly?

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What This Article Covers:

• Core Functions
• Responsibilities
• Importance
• Primary Benefits
• Challenges
• Next Steps

Core Functions

These are the core functions of facilities management.

Facilities Planning

Facilities planning refers to strategically determining and organizing the physical infrastructure required to support your organization’s operations and objectives. It involves assessing current and future needs, developing plans for facility expansion or modification, and ensuring optimal use of space, resources and technology.

Operations & Maintenance

Operations and maintenance plays a vital role in facilities management, helping you keep physical infrastructure and systems within your organization maintained, functional and safe.

Well-maintained facilities contribute to improved operational efficiency. Regular inspections, preventive maintenance and repairs help optimize the performance of systems and equipment, minimizing downtime and disruptions.

Space Management

Space management is the strategic planning and use of physical space within your organization. It involves optimizing the allocation, design and functionality of workspaces to support employee needs, enhance productivity and maximize efficiency.

Effective space management is crucial as it directly impacts employee satisfaction, collaboration and overall organizational performance.

Sustainability & Energy Management

Sustainability and energy management are essential aspects of modern facilities management. With growing environmental concerns and the need to reduce carbon footprints, organizations are increasingly focusing on sustainable practices.

By prioritizing sustainable practices, adopting energy-saving initiatives and learning from successful case studies, facilities management professionals contribute to environmental stewardship, cost savings and regulatory compliance.

Embracing sustainability and energy management not only benefits organizations but also helps create a greener and more sustainable future.

Security Management

Security management is a critical aspect of facilities management that focuses on ensuring the safety and protection of people, assets and information within a facility. Security management protects assets from theft, vandalism and unauthorized access, minimizing financial losses and potential disruptions.

By recognizing the importance of security management, identifying potential threats and implementing effective security measures, facilities management professionals can create a secure environment that promotes the well-being of all stakeholders within the facility.

Financial Management

Financial management plays a crucial role in facilities management, ensuring the effective allocation and use of financial resources.

By prioritizing effective financial management, you can achieve financial stability, enhance ROI and use financial resources efficiently for the benefit of your organization.

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Responsibilities

Along with the core functions they’ll perform, your facilities managers and team members need to know what their overall responsibilities include. Some facilities management team responsibilities include:

• Maintenance and Repairs: Facilities management teams are responsible for maintaining and repairing all building systems, including HVAC, plumbing, electrical and structural systems. This includes performing regular inspections, scheduling preventive maintenance and managing repairs.
• Space Planning and Design: Space planning and design helps you ensure the workplace is functional, efficient and aesthetically pleasing. This includes managing office moves, configuring workspaces and overseeing construction projects.
• Custodial and Cleaning Services: It involves ensuring the workplace is clean and well-maintained, including janitorial, waste management and recycling services.
• Security: Workplace safety and security includes managing access control systems, security cameras and emergency preparedness.
• Environmental Health and Safety: Facilities management includes complying with environmental health and safety regulations, managing hazardous materials, and maintaining a safe and healthy workplace for employees.

Importance

Facilities management is essential for any organization, regardless of size or industry.

An efficiently managed workspace can improve your maintenance team’s productivity, morale and safety while also reducing costs and minimizing downtime.

It helps organizations ensure compliance with health and safety regulations, provide a safe and secure workplace, and create a welcoming and functional space for employees and customers.

Primary Benefits

Effective facilities management provides numerous benefits for organizations. By ensuring optimal functionality, safety and efficiency of the built environment, it contributes to the overall success of your organization. The key benefits of facilities management are as follows.

Improved Operational Efficiency & Cost-Effectiveness

Effective facilities management practices can lead to improved operational efficiency and cost-effectiveness. Facilities management professionals optimize workflows, implement efficient procedures and use technology to enhance operational efficiency and reduce unnecessary downtime.

Proper resource management, including energy, water and materials, helps reduce waste, minimize utility costs and promote sustainable practices. Preventive maintenance programs and scheduled inspections help you ensure that equipment and systems are operating at their peak performance, reducing unexpected breakdowns and costly repairs.

Facilities management involves strategic partnerships with reliable suppliers and vendors, enabling cost-effective procurement and services.

Enhanced Employee Productivity & Satisfaction

Facilities management directly impacts employee productivity and satisfaction. Well-maintained facilities with optimal temperature, lighting and air quality create a comfortable and safe working environment, enhancing employee productivity and well-being.

It involves ensuring essential amenities such as ergonomic workstations, functional meeting rooms, clean restrooms and fully-stocked break areas are available, contributing to employee satisfaction and morale.

Reliable communication systems, including intercoms, digital signage and emergency notifications, enable efficient information sharing and emergency response, enhancing overall productivity.

Increased Asset Value & Life Span

Facilities management contributes to increased asset value and extended life spans of buildings, equipment and infrastructure. It includes planned maintenance and timely repairs, preventing asset deterioration and extending useful life.

Strategic upgrades and renovations based on asset life cycle management enhance asset performance and value. Implementing energy-saving initiatives can reduce utility costs and increase the value of buildings by improving their energy efficiency ratings.

Reduced Risk & Liability

Facilities management plays a crucial role in mitigating risks and reducing liability for organizations. It helps you ensure compliance with relevant regulations, standards and codes, minimizing the risk of legal and regulatory penalties.

It includes developing and implementing emergency response plans, conducting drills and installing safety systems to mitigate risks and protect occupants during emergencies.

Regular risk assessments and hazard identification help you identify potential risks and take preventive measures to avoid accidents, injuries and property damage.

Better Reputation & Brand Image

Well-managed facilities positively impact your organization’s reputation and brand image. A well-maintained and safe environment enhances customer, client and stakeholder perceptions, fostering a positive impression of your organization.

Implementing sustainable practices in facilities management, such as energy efficiency and waste reduction, demonstrates corporate social responsibility, enhancing your organization’s reputation as an environmentally conscious entity.

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Challenges

Facilities management faces several challenges in today’s dynamic and complex business environment. Understanding and effectively addressing these challenges is crucial for successfully implementing facilities management best practices.

The key challenges in facilities management are:

Limited Resources & Funding

One of the primary challenges in facilities management is dealing with limited resources and funding. Organizations often have to optimize their budgets and allocate resources to various competing needs.

You need to prioritize and allocate funds to address maintenance, repairs, upgrades and other operational requirements while staying within budget.

Limited resources may require trade-offs and strategic decision-making regarding resource allocation for different facilities and projects. Facilities management teams are constantly challenged to find cost-effective solutions and alternative funding sources to meet the diverse needs of your organization.

Rapidly Changing Technology & Infrastructure

Facilities management operates in a landscape where technology and infrastructure evolve at a rapid pace. Facilities management professionals need to stay updated with emerging technologies, such as smart building systems, energy management solutions, and integrated facility management software, to reap their benefits effectively.

Integrating new technologies with existing infrastructure and systems can be complex, requiring careful planning, coordination and training to ensure seamless implementation. Keeping up with technological advancements necessitates ongoing training and upskilling of facilities management staff to effectively use new tools and technologies.

Complex Compliance Regulations

Facilities management involves navigating a complex landscape of compliance requirements and regulations.You must stay updated with local, national and industry-specific regulations related to safety, environmental sustainability, accessibility and building codes.

Meeting compliance obligations requires meticulous documentation and reporting of facility-related data, inspections, maintenance activities and regulatory standards adherence.

Compliance standards and regulations often undergo updates and changes, necessitating continuous monitoring and adaptation to remain compliant.

Diverse Occupant Needs

Facilities management involves catering to the diverse needs and expectations of occupants within a facility. You should communicate with occupants, tenants and employees to understand their needs, address concerns and incorporate feedback into facility management strategies.

You need to ensure a positive user experience by providing a comfortable, safe and well-maintained environment that supports occupants’ productivity, well-being and satisfaction.

Varied Short-Term & Long-Term Priorities

Facilities management teams must juggle daily operational requirements while simultaneously planning for future needs, asset life cycle management and sustainability initiatives.

Balancing short-term repairs, maintenance and urgent requests with long-term investments and sustainability goals requires strategic prioritization and informed decision-making.

You need to justify investments in long-term initiatives, such as energy-efficient upgrades or facility expansions, by demonstrating their financial viability and benefits to your organization.

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Next Steps

Facilities management is an indispensable function that ensures the effective use of physical assets, promotes occupant well-being and contributes to the overall success of organizations.

By recognizing its importance, implementing best practices and embracing innovation, you can optimize resources, enhance operational efficiency, and create environments that foster productivity and satisfaction.’

Facility management software can help you improve the condition of your facility and assets. Check our free facility management software comparison report to find the best solution that suits your business’s needs.

How has facility management helped you improve the efficiency of your facility? Let us know in the comments below.