From one industry to the next, facilities management best practices are shared and implemented every day by facility managers all over the world. While not all organizations operate the same way, facility leaders still share a common goal when it comes to facilities management: to operate efficiently and effectively, improving their organization’s bottom line. Because facilities are continuously evolving, the processes in which they are managed are also changing. This is why it is important that facility managers continue to utilize and stay up-to-date with facilities management best practices so they can maintain their facilities as efficiently as possible. 

Here are 7 common facilities management best practices that can help you cut costs, improve efficiency, and achieve operational success in no time. 

Facilities management best practices to increase efficiency

1. Automate and streamline facilities and maintenance operations

A key best practice of good facilities management is having a streamlined workflow that can be modified as needed. An automated and streamlined workflow will help to increase visibility, maintain consistency, and improve facility efficiency.

Many facility managers have found that automating things such as facility lighting and/or HVAC systems has led to increased efficiency in their facilities’ operations. HVAC schedules that are connected directly into your building automation system will allow you to control your heating and cooling settings based on facility occupancy. Similarly, lighting can also be controlled on an as-needed basis, both helping to reduce energy usage in your facilities and save your organization money in the long run. 

Other ways facility managers are streamlining their facility and maintenance operations is through electronic work orders that can be submitted through software or other avenues. Eliminating paper work orders enhances visibility when it comes to all facility and maintenance activities, helping to improve team productivity and efficiency.

Learn how FMX can help your organization automate these processes

2. Customize your facilities management operations to fit your organization’s needs

When it comes to facility management, every organization operates differently. Whether your top priority is preventive maintenance, special projects, asset management, event scheduling, etc., it is crucial that your workflows are flexible and can be customized to fit the unique needs of your organization. 

One size doesn’t fit all when it comes to facility management practices. Customized facility management operations help facility managers capture, track, and report on all crucial details surrounding their facilities processes, giving them the tools they need for operational success, and ensures that all facility decisions support the best interest of their organization.

3. Communicate with your team, across departments, and with outside vendors

Communication is key to success, and a key facility management best practice is to have clear and effective communication amongst team members, across departments, and with outside vendors. This includes keeping everyone up-to-date on any changes that are taking place within your facilities or with your facility processes, listening to your team members’ concerns, answering questions, and much more. 

With the proper communication tools in place, you will be able to: 

  • Improve your team’s productivity and accountability by keeping them informed on all facility activities and their current assignments. 
  • Maintain contractor and vendor relationships by communicating about current projects, service inquiries, invoicing, etc.
  • Eliminate any unnecessary tasks, allowing you and your team to dedicate more time to the work that matters most to you, your organization, and your facilities.

Facilities management best practices to cut costs

4. Implement a preventive maintenance plan

As a facility manager, you strive for optimum efficiency for all of your assets, with the goal of cutting maintenance costs at the same time. By implementing a preventive maintenance (PM) plan for your facilities, you will be able to extend the life of your equipment, reduce downtime and reactive maintenance, keep an organized calendar for all of your PM tasks, track metrics that help you make data-driven decisions for your facilities, and cut down on reactive maintenance costs. In fact, organizations that put a preventive maintenance plan in place have been able to save anywhere between 12%-18% on their annual maintenance expenses. 

Facilities Management Best Practices - PM

To some facility managers, the idea of tracking and maintaining the necessary details for a PM plan may seem overwhelming; however, with the right tools in place, it’s simple. Click here to learn more about how you can benefit from implementing preventive maintenance software.

5. Use data trends to track and measure facility management processes and performance

A recommended facilities management best practice is to collect and track as much information as possible. This includes storing details such as manufacturer, serial number, and warranty information for all of your equipment and assets, tracking worker labor rates and hours, inventory levels, equipment downtime, and much more. 

With access to this data, you will have full visibility into all aspects of your facility operations, helping you to set and reach facility and maintenance goals for your organization. For example, with access to all of your assets’ logs and data, you will be able to establish operational benchmarks, or key performance indicators (KPIs), that allow you to predict and prevent asset breakdowns, prolong the lifespan of your assets, maintain asset warranties, prepare for future operation costs, and lower your maintenance costs as a whole. 

In addition, through reporting and analytics, you will gain better insight into your facilities’ operations and performance on a daily, weekly, monthly, or even yearly occurrence. This will help you analyze trends and make data-driven decisions regarding your facility and maintenance processes, asset enhancements, additional staffing needs, and future budgeting plans. Decision-making on this level will give you an increase in profitability, a strong return on investment (ROI), and lead to operational success – ultimately improving your overall bottom line. 

6. Embrace and utilize the capabilities of IoT

Facilities management best practices are continuously evolving and improving in terms of technology, which is why it’s important that facility managers embrace the use of technology to help them with their everyday facility management processes. In fact, the Internet of Things, or IoT, is changing the way facility leaders operate. 

Facilities Management Best Practices - IoT

With so many cloud-based facility management software options, facility managers are no longer sifting through paper work orders, tracking down lost request details, or spending unnecessary time organizing schedules for their maintenance team. Instead, they are communicating and accessing all of their facility activities and schedules directly from their smartphone or tablet, giving them, and their maintenance team, the ability to work from anywhere, at any time. Throw in the ability to control your facilities’ HVAC and lighting settings directly from your mobile device, and you’ve got it covered.  

From saving time, cutting costs, aligning your team, maintaining a safe work environment, and improving productivity, the IoT offers you just the right tools so you can focus on the things that matter most to your organization. 

7. Control your operations through maintenance management software

All of the above best practices will help you achieve facilities management success. However, a CMMS or CAFM can help you achieve better results, faster. With many options to choose from, it can tend to be a little overwhelming. To help you narrow it down, we highly recommend CAFM or CMMS software for all of your facility management needs. 

CAFM Software: Computer-aided facility management software helps facility leaders ensure their buildings are in excellent working condition and ties together the everyday needs of workplace management, including usage and efficiency.

CMMS Software: A computerized maintenance management system enables facility leaders to coordinate building-wide upkeep and helps to manage day-to-day maintenance activities so they can ultimately increase asset productivity, decrease costs, and streamline processes.

Whether it’s choosing the right maintenance management software or setting up the most efficient preventive maintenance plan, rather than reinventing the wheel, utilize the tools and facilities management best practices that have proven to work for facility managers time and time again.

Learn more about how your organization can benefit from CAFM software