Introduction to Facilities Management
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This document provides an overview of facility management. It defines facility management as the coordination of everything within a facility, including people, teams, departments, spaces, equipment, and technology, to ensure operations run smoothly. It notes that facilities include factories, offices, schools, hospitals, sports complexes, hotels, and retail establishments. The document discusses the scope of facility management and some of its key responsibilities, such as lease management, maintenance, energy management, occupancy and space management, and employee experience. It also distinguishes between "hard" facility management focused on physical assets and "soft" facility management focused on tasks performed by people.
Introduction to Facilities Management
- 2. “To think is easy. To act is hard. But the hardest thing in the world is to act in accordance with your thinking.” Johann Wolfgang von Goethe
- 3. Facility Management OThe term ‘facility’ refers to any range of establishments that serve a greater purpose such as providing goods and services. OIn the most traditional sense, this refers to factories and offices, but the term facilities also includes schools, jails, sports complexes, hospitals, hotels and retail establishments.
- 4. Facility Management OEach of these facilities is a complex organization of people, teams, departments, spaces, equipment, technology and more. OFacilities management is the coordination of everything within the facility so operations run smoothly. Considering the large scope, facility management can be quite a daunting task.
- 5. Facility Management For people to do their best work and feel engaged in their environments, they need to be in buildings that are safe, welcoming, and efficient. Facilities management has a hand in everything that surrounds the people in facilities and on the grounds. Where they work, play, learn, and live should be comfortable, productive, and sustainable.
- 6. Facility Management OFacilities management can be defined as the tools and services that support the functionality, safety, and sustainability of buildings, grounds, infrastructure, and real estate. OFacilities management includes: • Lease management, including lease administration and accounting • Capital project planning and management • Maintenance and operations • Energy management
- 7. Facility Management OFacilities management includes: • Occupancy and space management • Employee and occupant experience • Emergency management and business continuity • Real estate management
- 8. Types of Facility Management OTypes of facilities management. There are two basic areas: Hard Facilities Management (Hard FM) and Soft Facilities Management (Soft FM). • Hard FM deals with physical assets such as plumbing, wiring, elevators, and heating and cooling. • Soft FM focuses on tasks performed by people such as custodial services, lease accounting, catering, security, and groundskeeping.
- 9. The Basics of Facility Management FACILITY MANAGEMENT is the business of providing “SOLUTIONS”. People Process Profits By definition, Facility Management is in the business of management & co- ordination of people, workplace, processes and technologies to support core business development and delivery of the organizations products and services. A key Business Function in any Organization.
- 10. Value addition by Facility Management Superior facilities management will contribute to your organization’s bottom line, impacting the short- and long-term value of property, buildings, and equipment. FM’s efforts can be crucial to: •Space optimization •Guiding capital projects •Energy management and maintenance •Lease accounting •Workplace experience
- 11. NumbersshowtheimportanceofF M 30% savings Real estate is the second-highest cost for an organization and effective space management can result in cost savings up to 30%. 80% over budget The average capital project is 80% over budget and 20 months behind schedule, but adopting capital project management technology can lead to up to a 45% reduction in overall project costs.
- 12. NumbersshowtheimportanceofF M USD 27.5B loss Employees in the U.S. waste 160 million days per year searching for desks, office rooms and colleagues. That’s a loss of USD 27.5 billion per year nationwide. 59% less turnover Companies that rank high in employee engagement have 59% less turnover, 17% more productivity, and 41% less absenteeism.
- 13. NumbersshowtheimportanceofF M 30–50% savings A smart building with integrated systems can realize 30–50% savings in existing buildings that are otherwise inefficient
- 14. Real Property Management Corporate Real Estate Property Management Facilities Management Capital Asset Management Real Estate Management Asset Management ...What actually is...“Facility management“...
- 15. What is Integrated Facilities Management? Core Business Accounts IT Personnel Purchasing Distribution Transport Property & Facilities Increased Flexibility Focus on Core Business Reduced Costs Improved Service Quality Introduce Best Practice Establish a Vehicle for Change Drivers for Change
- 17. Typical Corporate Structure Fleet Management Projects Fabric Landscape Cleaning Catering Security M&E Operational Office Services Purchasing
- 20. Definition of facility management according European standard EN 15221 “Integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities.“
- 21. Facility Management definitions - „Facility management is the practice of coordinating the physical workplace with the people and the work of the organization. It integrates the principles of business administration, architecture, and the behavioral and engineering sciences. “ (IFMA 1983) - „Facility management is a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology.“ (IFMA 1983) - „Facilities management involves the management, operation and maintenance of buildings, precincts and community infrastructure.“ (FMA Australia ) - „Facilities management involves the management, operation and maintenance of buildings, precincts and community infrastructure.“ (BIFM British Institute of Facilities Management ) ...What actually is...“Facility management“...
- 22. ...What actually is...“Facility management“... The perception of Facility Management has changed significantly in the past years to Business Process Mnagement approach
- 23. FM - THE GOALKEEPER Potential Qualities of a Facility Manager Understand Work and Relationships Manage People Expectations Keen eye on Costs & Spend Providing right Directions Meet Customer Demand Strategic Decisions Quick Thinker Team Player Mentor Humility Effects of Quality Facility Management Contribution to Organization Goals Facilitate Key Decision Making Holds fort during Adversity Save the Team in Crisis Respect as a leader Become a Winner Lord, please let me get this shot Confidential &Proprietory 2
- 24. FACILITY MANAGEMENT First Commitment Understand the Nature of Organizational Business where you work and It’s Commitment to People. “People” are the “Greatest Asset” Be in the Team Study Resource Quality, Understand their Expectations 3
- 26. O Maintain good personal relationship. O Build efficient Team Network. O This is a key global delivery expectation. Know all that transpire around work. O Document all incidents and deviations. Mail intimate the involved employee/s. Apprise them your Observations only. O Mail a copy of violated company policy. DONT implicate/accuse unless evidenced. O Call Disciplinary Committee upon Gravity. Being in Control 4
- 27. O Across numerous industries and company sizes, facilities managers have a wide range of important day-to-day responsibilities. These managers need to both plan ahead and also be ready for various tasks within any given day. While the manager’s responsibilities often include: • Real estate management • Capital projects and planning • Occupancy and space management • Lease administration and accounting • Workplace experience Functions of FM 4
- 28. OThere are also ways to improve the performance of each responsibility that will fill the manager's schedule: • Deliver operational efficiencies • Create an environment conducive to productivity • Find and adopt technological solutions • Guarantee regulatory compliance • Minimize risks to facilities and employees • Reduce energy consumption costs • Reduce the carbon footprint of the real estate portfolio Functions of FM 4
- 29. O Maintain good personal relationship. O Build efficient Team Network. O This is a key global delivery expectation. Know all that transpire around work. O Document all incidents and deviations. Mail intimate the involved employee/s. Apprise them your Observations only. Mail a copy of violated company policy. DONT implicate/accuse unless evidenced. Call Disciplinary Committee upon Gravity. Being in Control 4
- 30. A Facility Managers has to be on top of all situations. Avoid any blame game or embarrassments. The FM is always looked upon as The PERSON to approach. BUT if anything should go wrong, be prepared for a big time flak. It is vital to understand the people expectations versus the accepted delivery time frames, quality and modules. Establish detailed effective SLA’s between the Manage your Show internal & external cuC so n tf i d oe n mt i a l& eP r ro p sr i e t o ar y nd vendors. Mana 5 ging
- 31. Strategy at Work Plan you approach well in Advance Plan alternatives and Back ups Look for Feed backs Ensure Task completion Handhold till the Goal is achieved Review the situation And it’s Progress Allocate Additional Resources as required You Have a Scor ed You Hav e a Goal Efforts vs. Results Score line: 2 – 0 Result: You WON 6
- 32. Expect the Unexpected Fore sight and anticipation of unwarranted situations or acts is a potential quality in FM. Rote the company processes. It helps identify the short falls and lapses in the system. Aids in newer strategies. Document the findings and propose corrective actions. Share this document with the team. Constantly revisit the processes to effectively manage changes. Be updated with the business and it’s change dynamics. The ungoverned always finds more ways to beat the system. C
- 33. AUTOMATING PROCESSES Strategic FM is the design & implementation of scientific processes and systems to deliver work place Services and Resolutions. Clear Objectives & Action Plan is the motive of a Strategic FM plan. Implementing Process Improvement plans, Resource analytics, Training & Performance codes, Delivery modules and Measurement systems is the key aspects of this business strategic role. Aggressive Leadership Performance Management BUSINESS PROCESS RE - ENGINEERING REDUCES Repetitive tasks, Duplicating works, Data entry process, Documentation, And Retrieval. MovingAhead…….. STRATEGIC FACILITY MANAGEMENT Measurement Systems Relationship Management E – Commerce Strategic Sourcing Data Analysis Trust & Transparency
- 34. FM & AM Relationship An integrated Design / Build & Asset Management & Facilities / Operations Management
- 35. What is ‘Facilities Management’ Today? Non-core Contracted Services Technical Maintenance Refuse Collection Carpark Management Public Infrastruture Maintenance Other Corporate Support Infrastructure IT Payroll Fleet Temp Staff Legal Workplace Related Asset Ownership Asset Management Property Management Facilities Management Technical Services Commodity Services
- 36. AM & FM There are five major factors determine the difference between asset management and facilities management. 1. The Type Of Assets Managed 2. The Purpose Of The Assets Managed 3. The LifeCycle of the Assets 4. The Organisational Goals Of The Assets Owner/Investor 5. The Assigned Scope Of Operations
- 37. AM & FM O Asset Management (AM) and Facilities Management (FM) have a great deal of common ground especially since from an operational perspective, FM often includes technical maintenance management. O On an operational level, FM and AM manage many services in the areas of maintenance, operations, safety, logistics, and technical infrastructure. O Both Asset Managers and Facility Managers also use shared management concepts like Asset Utilization Rate, Asset Register, Asset Replacement Value, Total Cost of Ownership, Criticality Condition Index; they utilise similar analytical techniques, methods, procedures, IT solutions. O
- 38. Asset Manager Facility Manager O Asset Value – minimise Replacement Asset Value ratio (RAV), thus maximise Return on Net Assets (RONA) O Capital spending – achieve optimal Capital Expenditure level while balancing Risk and Performance O End User/Occupant – ensure that FM services are optimal cost/quality ratio and directed to supporting high productivity of primary business processes and end users O Operations & Maintenance – operate and maintain the property/asset in support of the Occupier’s core business activities and end users demand continuous, effective and efficient workplace environment O
- 39. Asset Manager Facility Manager O Operations & Maintenance – target optimal MTBF (mean time between failures) and maximise primary business process reliability; O End user/Occupier – maintain sufficient user feedback to achieve the first three objectives O Asset Value – preserve and maintain the value of the asset/property based on the whole lifecycle: O Capital spending – secure an optimal level of capital expenditures to achieve the first three goals.
- 40. FM Roles Strategic Approach Values & Beliefs Processes & Structure Customer Approach Leadership Approach
- 42. Skills - FM Manager OFM is a varied career. FMs could be working on a maintenance budget one day, overseeing work on an HVAC system the next and making real estate decisions the day after that. OIn order to stay on top of the profession, facility managers should be knowledgeable of the
- 43. Skills - FM Manager
- 44. Facilities Management Process Understand Where You Are Today Understand Where Improvement Can Be Made Improve Information Knowledge Base Improve Decision Making Desired Outcome