Each organization consists of a variety of services and functions required to support its main business operations. In essence, facilities management tasks make sure that this help is offered at the appropriate time, in the appropriate manner, and for the appropriate price.
Facility managers are in charge of supervising numerous operations that keep a business functioning smoothly. Making sure that the workplace is secure and comfortable for the personnel is one of the most crucial duties of facilities management. A facilities manager’s duties also encompass a wide range of tasks, which might change based on the type of organization and the sector in which the organization is engaged. We must narrow down the scope of facility managers’ jobs in order to fully comprehend their tasks and responsibilities. This necessitates a closer examination of the key functions of facilities management.
Let’s take a look at the Role of Facility management and its functions in this article to understand it more deeply.
What Is The Role Of Facility Management?
What makes facilities management crucial for businesses? Every company with a physical location or assets requires a variety of tasks and services to help run the main operation. Assuring this support is available while adhering to best practices for facility management and working within financial constraints is the responsibility of onsite facilities management businesses.
The maintenance of a safe, functional, and productive workplace is one of the main duties of facility managers. Facility managers are also in charge of property management, building upkeep, and support services. Depending on the type of organization and structure, these activities and efforts may differ.
8 Functions of Facility Management Solution that Systematize Your Organization
Optimizing And Maintaining Facilities
First, as the name would imply, maintaining these facilities in top condition is a key responsibility of facilities. This will include everything from normal maintenance and reactive repairs throughout the facilities to frequent cleaning and beautification of the workplace to give the finest possible atmosphere for personnel, residents, customers, and more.
This necessitates precise and current classifications of all the facilities’ diverse assets. It becomes increasingly difficult to keep track of when they need to be maintained or replaced without a strong facilities management system to gather and store this information, preventing organizations from reaping the rewards of preventative maintenance.
Facility Management will also be accountable for comprehending a property’s layout and how to make the most of the space. This is essential for maximizing how the building is used to control costs and avoid overcrowding in some places.
In addition, finding and maintaining partnerships with pertinent vendors as well as long-term planning for the growth of the company will be part of the maintenance and upgrading of facilities.
Effective facility management makes sure that:
- Frequent maintenance is performed on assets, reducing breakdowns and extending their useful lives.
- To preserve health and safety and create a welcoming environment, any spills, blockages, and similar accidents can be reported right away, given priority, and dealt with.
- Asset-related inefficiencies are swiftly discovered and addressed in order to minimize the cost impact.
A welcoming and comfortable working atmosphere must be created within a facility, as was already noted, and this is the main goal of facilities management. This entails leading the workforce and performing a variety of tasks, including fostering a positive organizational culture, luring and keeping top talent, and boosting workplace productivity and efficiency. As a result, strong leadership skills are just as important as people management abilities. Here are a few methods facilities managers assist an organization, outside people management:
- Coordination of desk arrangements
- Establishing adequate emergency preparations and procedures
- Managing the workload
- Stress, complaints, and disciplinary actions
- Facilitating movement and space usage
- The link between employees and the workplace is essentially provided by facilities management. The facility manager is responsible for fixing any problems with accommodations, safety, or comfort.
Creating and Simplifying Procedures
FMs assist everyone involved to have more effective and predictable days by incorporating processes into the everyday working environment. This FM feature is designed to bring order to a potentially chaotic work environment and to communicate to employees what is expected of them in various scenarios.
FM experts may introduce and uphold the following procedures in the workplace:
- Requests for work orders
- Workplace sign-in/sign-out for employees
- Project management
- Meeting schedules
- Registering guests and visitors
- Portering administration
- Stock management
- Mailing procedures
Additionally, it is the duty of Facility management professionals to modify and advance workflows in accordance with how the workplace or company environment is developing. If a brand-new unforeseen circumstance occurs, they should examine what happened and put in place a structure for handling that issue going forward.
Management of Health and Safety
The Facilities Manager’s responsibilities include overseeing the site’s health and safety, which is essential to the department’s smooth operation. There are numerous laws that regulate health and safety, but one of the main ways the facilities manager helps the core company is by making sure the organization stays in compliance with those laws.
Health and safety regulations have strict penalties for noncompliance. In addition to the risk of harm or worse to an employee or tourist, they may consist of the:
- Adverse publicity
- Losing Customers
- Losing Employees
A crucial task for FMs to manage is keeping an eye on finances and ensuring deliverables are met by deadlines. FM professionals will be in charge of making sure that projects stay within budget and that each task is completed and recorded, whether they are one-off, short-term developments or projects that will last for many years.
Monitoring the work of the contractors and subcontractors hired to assist the project from start to finish is another important part of project management. The success of overall cost management depends on ensuring that these teams are present, have the necessary licenses and certifications, and are keeping precise time records.
- Providing contractors with all the details they require to perform their duties successfully
- Keeping an organized and current contractor database
- Ensuring that safety and security procedures are always followed
- Receiving product updates and verifying that completed tasks have been signed off
The FM department needs a budget to operate efficiently. The FM must be able to balance the budget to prevent an adverse variance from occurring when actual spending exceeds receipts. The FM frequently collaborates closely with the Finance department to maintain the budget because managing the budget may be a time-consuming and challenging task. The budget will need to include a wide range of factors, depending on the type of organization you work for.
Many FM services are frequently contracted out to outside parties, and as a result, agreements will be made to deliver the services or transport the goods. Careful management of these contracts is required to guarantee that the purchased goods and services are delivered. Since their goals may differ from those of the FM department, contractors frequently need to be handled carefully.
Customer Relationship Management
The facilities manager must also be able to manage the client relationship. The adage “The Customer is King” still holds true today just as it did decades ago. If the client is dissatisfied with the service received, the Facilities Management division will be held responsible for any issues that arise.
The poor FM is left having to justify why the service falls short of expectations when the customer demands a gold-plated service yet the client, who pays the bill, will only pay for a bronze service!
The secret to effective customer relationship management is effective communication, receiving consumer feedback and, crucially, acting on it when necessary, as well as making sure that the customer, and the client, are kept in the loop at all times.
Improving Your Facility Management With TeroTAM
Given the universality of facilities management and how it can be used in any setting, including a hotel, hospital, or factory, the specific duties that a facility manager is likely to perform will be greatly influenced by the kind of organization they work for and the facility management software they use.
Our support for Facility Management operations at TeroTAM goes much beyond software. The fact that our Facility Management solution provides benefits from a value-added viewpoint as opposed to just a product standpoint is what makes us unique. In order to fully comprehend how our system may be tailored to the precise requirements of our client’s organizations, we work closely with them.
To know more about how our Facility management software and our team of experts can help you out set up flawless facility management, connect with us at firstname.lastname@example.org or schedule an appointment now.