What is Facility Management?

To provide the best work environment it is important to have a proper facility. Not only must the workspace be functional for its intended use, but it needs to be well-maintained. Run-down facilities reflect poorly on the company, harm morale, and can even be a safety hazard. 

There are two areas of facility management, hard and soft. Hard facility management refers to the physical aspects of the building, such as the heating and cooling system and plumbing. Soft facility management deals with the staff tasked with managing the facility, such as security and custodial services. 

It takes organization to properly manage a facility. Because the scope of the job is so broad, it can be hard to tell where the facility manager’s job ends. When in doubt, facility management is probably involved in some way. 

Responsibilities of a Facility Manager

The facility manager doesn’t work alone. The facility manager establishes processes for specific functions. This ensures continuity and that tasks are completed as needed. Processes keep the facility organized and prevent problems. 

Some examples of processes a facility needs are directions in how to reserve a particular space within the building, how work orders are handled, and how to log visitors. Establishing processes ensures all employees understand how to get things done at work. 

The facilities manager needs great people skills as well. While they may not be responsible for the hands-on act of desking and office arrangements, they will have the final decision. They are also responsible for making decisions on how space is used within the building. These tasks can cause tension, so the facility manager must have great soft skills in addition to an analytical mind. 

In addition to the day-to-day jobs related to keeping the facility maintained, there are always long-term tasks to manage. Upkeep and improvements are a never-ending process and are an important part of a safe and effective work environment. 

The facilities manager must stay on top of regular maintenance, needed repairs, and improvement projects. They are responsible for managing vendor contracts and the costs associated with them. 

While the IT department will handle most of the physical technology needs of the office, the facilities manager is part of the process. They must understand the technology needs of their workplace. They will work with the IT department to build a plan that is both effective and efficient. 

Facilities management is the second-largest expense for a business, behind only the workforce. Proper management requires the ability to weigh costs, ROI, and the needs of both staff and customers. 

It is too big of a job for one person, or even a team, to do without help. Using facility management software allows you to manage regulatory needs, resources, and equipment so employees can do their best work. 

Want to learn more? Get in touch with Trillium for more information on our facility maintenance software, to sign up, or register for a demo to see what we can do for your business. 

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