Facilities management (FM) organization refers to the overarching umbrella of all of the support services needed to operate a business. It goes beyond the building service and facility maintenance tasks we typically discuss, to include financial, environmental, and the many other functions that go into running a property. While some companies may have all of these roles in a single facility management department, others may distribute these functions across different departments.
With any model, the key to success is ensuring alignment across all functions to support the business.
Let’s take a look at some of the key functions of facilities management.
Real Estate Management
The foundation of facilities management organization is the management of real estate assets. For some businesses, this may be a single facility, while large corporations may have an international real estate portfolio of properties to manage.
Some of the functions of real estate management include:
- Market analysis and purchases
- Lease contracts
- Rent management
- Property taxes
- Insurance policies
- Building compliance and documentation
- Building permits
- Mandatory inspections
- Acquisition and sales
Space management refers to how interior spaces are utilized. From moving into a brand new building, to reconfiguring department layouts, effective space management optimizes the use of a building’s physical interior space for productivity and employee satisfaction. A facility management software that includes space management functionality utilizes a building’s existing AutoCad drawings to create optimal layouts.
Space management can include functions, such as:
- Planning spaces and floor layout
- Allocating employee workstations
- Managing office furniture purchases/leases
- Coordinating office moves
- Remodels and renovations
- Fit-outs for new spaces
Environmental management refers to the processes and policies that improve a business’s energy efficiency, reduce its environmental impact, and achieve its environmental goals — like Amazon’s commitment to being net-zero carbon by 2040. Employees that are responsible for these functions of facilities management are well-versed in ISO standards, OSHA regulations, and EPA guidance for managing a business’s environmental impact.
Some environmental management functions can include:
- Environmental policy development
- Waste management
- Energy reduction strategies
- Compliance of health and safety policies
- Evacuation plans and disaster management
- Reduction of environmental impact
- Measure and monitor environmental performance
- Improve process controls
- Awareness and training for employees
The most common function of facilities management organization is service management. It encompasses both hard and soft services related to the physical building as well as to employees. In some cases, a company will contract with vendors for many of these services; others may employ in-house staff to perform these tasks.
Service management functions may include:
- Property management strategy development
- Facility maintenance and repair (HVAC, electrical, plumbing, gas, etc)
- Security systems and access control
- Testing and inspections
- Pest control
- Landscaping and parking lot maintenance
- Cleaning and janitorial
- Supply management
- Room and equipment scheduling
- Vehicle fleet management
Strategic management refers to the behind-the-scenes functions necessary to ensure smooth day-to-day operations of a business. Employees tasked with strategic management are also constantly looking to improve processes, increase productivity, and operate more efficiently, often through the adoption of new technology and software as well as employee awareness and training.
Some strategic management tasks include:
- Financial management (creating, communicating and monitoring budgets)
- Legal management (inspecting contracts, leases, and other legal documents)
- Business continuity management (ensuring plans are in place to continue operating following a disruption)
- Information systems management (the role of IT to support the business’s processes, systems, and employees through technology)
Effective facilities management organization depends on all parties involved working together to support a business. This includes internal employees as well as third-party vendors. It’s easy for facilities management functions to become siloed, and while day-to-day operations are chugging along, the lack of alignment can stall innovation. The “we’ve always done it this way” mentality shouldn’t apply to facilities management, as new technology, annual review of vendors and contracts, and regular strategic planning can help a business operate more effectively and efficiently.
Trillium Helps Lighten The Load Of Your Facility Management Organization
Trillium Facility Solutions understands that facilities management organization is a complex, multi-faceted combination of support systems needed to run a business. And that can be a headache to manage.
One easy way to lighten your load is to outsource some (or all) of your facility maintenance tasks to Trillium. We are a full-service provider with a nationwide network of vetted vendors standing by ready to help your business operate more efficiently. We offer 24/7/365 support with a 1 vendor, 1 call, 1 invoice business model to simplify your life. We’ve even created a proprietary facility management software called SimpleFM that further automates the process and allows you to submit and manage work orders at any time and from anywhere.
Find out why more businesses are trusting their facility maintenance services to Trillium Facility Solutions. Get in touch with any of our amazing team members who are standing by ready to serve! Call (844) 818-5713 to learn more.