How to Use Facility Management to Make Your Employees Happy

Building safety, sustenance, functionality, and real estate are crucial aspects of any company. 

Every company needs to have guidelines in place to handle these factors – all of which fall into a bubble known as facility management. Companies use  facility management software to simplify all of these tasks. 

So, what exactly is facility management? 

For an establishment to run efficiently and stay compliant, it requires different services. Every establishment requires hard and soft facilities management services. Businesses may need to utilize various FM services depending on their size and location. Keeping the occupants and employees happy must be the facility managers' priority. 

What is the importance of facility management?

Employees need to feel safe and comfortable to do their best work. This means that having excellent facility management practices is crucial. 

Facility management impacts the value of your property, buildings, resources, and even equipment. It is also crucial to: 

• Optimizing spaces
• Project management
• Energy management and maintenance
• Overall workplace experience

Types of facility management services

There are two kinds of FM services: hard and soft.Hard and soft services are vital for proper building management. These services help a company's productivity and improve employee satisfaction.

Hard FM services

Hard FM services take care of the physical aspects of a building. This ensures the safety and welfare of employees and the occupants of the building, and is mandatory by law. 

Examples of hard FM are:

• Gas, water, and plumbing
• Heating, ventilation, and air conditioning (HVAC)
• Lighting and electricity
• Fire safety
• Building maintenance

Soft FM services

On the other hand, soft FM services are not mandatory, and companies can either add or remove them as they see fit. Soft FM services make occupying a building more pleasant and comfortable. Additionally, they can make a facility more secure. 

Examples of soft FM services are:

• Grounds maintenance
• Landscaping services
• Decoration services
• Food services 
• Cleaning
• Vehicle parking
• Workspace management

Providing both hard and soft FM services is difficult. Luckily, facilities management software can make this task easier for managers.Facility management software allows businesses to manage and handle all FM services in a single system. 

How does facility management software help?

Software can help management of services for businesses in different industries:  

Facility maintenance

Facility management software can help plan and conceptualize preventive maintenance measures. This provides many long-term benefits. You can use this software to schedule fire safety inspections and HVAC servicing.

Doing this for your company helps reduce the risk of downtimes. It also helps improve employee and building occupant satisfaction. 

Real estate management

Here, the role of a facilities manager coincides with a property manager. A facilities manager has to help keep the building safe to inhabit, perform asset and resource repairs on time, coordinate with the facilities department, and oversee the teams that help them accomplish this. This is where a facility management software steps in to help them. 

Performance management

You can manage your inventory and budgets and handle asset performance management using FM software. 

Building systems

Every building is unique. Some buildings have elevators, and most of them come equipped with a fire system, security system, and HVAC. A facilities management software helps managers oversee this from a single application.

Inventory management and work orders

A facility manager has to track the tasks of a technician and follow up with them. If they do this manually, it’s due to a lack of management tools. However, a facility management software can help them seamlessly handle repairs and maintenance work whenever there is a request. 

The proper inventory management process for handling work orders ensures that no issue falls through the cracks. 

Asset management

Through facility management software, you can decide what to do with assets, whether it needs to be repaired, maintained, or allocated.

The asset management module also allows you to perform asset tracking. This helps you access resources whenever you or your employees need them. 

Space management

With facility management software, you can easily perform soft FM services such as office design, field service management, and resource allocation. Most facility management software provides you with insights and data, which can help you handle costs and utilize resources better. 

The different parts of facility management

Since facility management is versatile, it can be challenging to understand its proper scope. Facility management has five main functions. 

1. Optimize and maintain facilities

One of the core functions of facility management is to ensure that buildings are operating in optimal conditions. This includes everything from cleaning and decorating the workplace to ensuring employees' best possible working environment. 

To maintain this, you need to classify all your assets accurately and ensure that they are updated. This means that you need to have a proper facilities management system for this information. 

Apart from this, facility managers are responsible for understanding the complete layout of the property and knowing how to use all the available space. 

2. Streamline processes

Having a routine helps you ensure that every day is more efficient and navigable for everyone in your company. This component of facilities management adds order to a disorganized work environment. 

Some processes that facilities managers can regularize are: 

• Work orders
• Employee check-in and check-out 
• Visitor check-in and check-out
• Tasks
• Meeting room reservations

3. Offer support

A facilities manager should create a comfortable work environment for all employees. This helps them be happier, which allows them to perform better and have a better outlook about their work. 

On the other hand, a poor work environment means disgruntled employees, poor performance, and a negative outlook toward your company. 

Facility managers need to look at innovative ways to ensure their company stands out from the rest. Their contributions often become a recognizable part of the company.

4. Project management 

Handling deliverables and budgets is another task facility managers have to keep an eye on. Whatever the project is, facility managers need to ensure that these stay within the allocated budget and that every task is complete. 

Another aspect of project management for facility managers is overseeing the work of the contractors and subcontractors for projects. Facility managers need to ensure that these groups have the right permits and accurately track their time to completion. 

5. Technology integration

Facility managers also need to ensure the organization has the right technology  that is integrated with the building's infrastructure. 

While information technology (IT) teams are responsible for implementing the technology, facility managers have the final say on selection and employment. 

Pros and cons of facility management software

Facility management has multiple benefits, from proper space management to getting a complete overview of expenditures.

1. Space optimization

Facility management helps you understand how much space you have and how to utilize it properly. It allows managers to get a complete picture of space available and understand two important things: 

• What space is not currently under use
• How they can use it

Facility management data allows managers to determine the best way to recoup the money spent on space allocation and improve revenue. 

2. Record maintenance

As your facility needs change over time, you must maintain records of all costs, trends, and changes. A facility management software allows you to do this from a single location. 

Here are some records that facility managers can track: 

• Space occupancy
• Employee workstations
• Resource costs and their lifecycle
• Utility costs
• Repair costs 

3. Track costs

You need to understand all your workplace costs. Facility management software provides insights into the actual expenses that help keep your workplace functioning. 

For example, the space you use versus the cost of your building's lease shows you the actual cost per square footage. 

4. Integration

More innovative workplaces are rising, and integrated facility management supports the Internet of Things (IoT). You should invest and manage in connected devices which can help you manage your facilities and make better decisions. 

Office IoT is fast-growing. It makes facility management easy. For example, consider an occupancy sensor. Installing one in conference rooms lets people understand its occupancy. Sensors such as this provide insights without manual work. 

Disadvantages of facility management

On the other hand, facility management has disadvantages and may not work best for every space and business setup. Before considering a facility management service for your building, you need to understand its disadvantages: 

1. Expensive for smaller organizations

Facility management software can be expensive for smaller organizations. It may make more financial sense to outsource this responsibility to a few professionals, rather than hiring a more people and investing in a software solution. 

Since the latter could offer more than the organization might need, it makes more sense for a smaller organization to opt for the former. 

2. Loss of control

Hiring facility management services means you have to hand off significant responsibilities to somebody else. In some situations, property and business managers don't feel comfortable handing over these responsibilities. 

It’s a big change, and if a manager is not comfortable with this loss of control, an FM service may not be the right fit for your business. 

3. Security risks

For a facility manager to do their job, they need access to confidential information about a building and its systems. This information is made clear in a contract, along with details regarding potential breaches of the contract. 

However, there's always the possibility of a breach of information. While it is a rare disadvantage, it is crucial to keep it in mind. 

The role of a facility manager

Facilities managers operate across different business functions. The primary priority of a facility manager is to keep the occupants of a building safe. Facility managers at all companies need to work at two levels: 

• Strategically: By operating strategically, facility managers help users, clients, and customers understand the impact of the decisions they make. 
• Functionally: This helps facility managers ensure a proper environment for occupants to function. 

Here are some aspects of a building that a facility manager takes care of:

Environment, health, and safety

A facilities manager identifies, evaluates, controls, and manages environment, health, and safety (EHS) issues. If this isn't done, it could mean employees falling sick, getting injured, or worse. This could also result in lower confidence of customers and investors shown in a company. 

Fire safety

Fire is a threat to all buildings, and it is necessary to have solid fire safety management in place. The facility management must ensure proper mechanisms to combat fire threats, perform inspection, test fire safety equipment, and meet the required compliance levels. 

Security

The facility manager in a company is responsible for handling the safety of employees. This means that they have to make sure proper security cameras are installed, unauthorized access is not granted, fire safety measures are followed, emergency exits are accessible, and more. 

Resource maintenance

Resource maintenance, testing, and inspection are required to ensure that a building operates safely to comply with statutory obligations. Building maintenance includes all the necessary works for the sustenance and improvement of buildings and their elements. 

Sanitation

Cleaning is usually performed during non-business hours, but you can provide constant maintenance. Examples include cleaning toilets, replenishing tissues, towels, and soap. A facility manager has to ensure this work is regularly done. 

Operational

Taking care of day-to-day operations is one of the core tasks performed by the facilities management team. They can either outsource this or sanction direct employees to carry this out. 

Some examples of operational tasks include fixing a copy machine, ensuring the lights function, and repairing broken chairs. Facility managers can deploy help desk software to allow employees to perform self-service activities, such as booking meeting rooms and managing parking spaces. 

Business continuity

Business continuity or business continuity planning ensures that companies have a solid plan for disaster management. For example, natural disasters such as COVID-19 halted businesses around the world in late 2019 and early 2020. Facility managers across industries had to create a business continuity plan to ensure their employees are safe and not impacted by this disruption.

What is facilities management software?

Facilities management software helps companies manage their entire repair and maintenance planning from a web-based interface. 

This helps companies save time and money since it manages buildings, assets, and occupants more efficiently. 

With facility management software, facility managers can perform multiple functions, such as resource management, contractor sourcing, compliance work, and fulfilling work orders. The right software allows facility management teams to track space, analyze spending patterns, increase energy efficiency, and save money. 

Best facility management software

The facility management software you choose  should allow you to manage multiple buildings and schedule repairs, as well as conform to health and safety best practices. 

To be included in the facility management software category, a product needs to have the following functionalities: 

• Allow users to manage different kinds of buildings and facilities
• Handle inspections, equipment repairs, and maintenance 
• Conform to health, safety, and environmental compliances 
• Provide requirements for maintenance 
• Provide inventory management features 
• Deliver space management functionality, including room sizes and other measurements
• Control access to facilities and locations through key and lock tracking systems

*Below are the five leading facility management software from G2's Spring 2022 Grid® Report. Some reviews may be for clarity.

1. Oracle's Primavera Unifier

Oracle's Primavera Unifier helps businesses increase visibility and efficiency. Leverage extensive customizability and prebuilt processes for a rapid start to automate any business process with custom forms and workflows.  

What users like:

"I like how easy it is to manipulate this Oracle project management tool. The capabilities provided are excellent and helpful for successful project delivery. Cloud and on-premise functionalities from the system are perfect. It is also has easy task management and is flexible on data analytics preparation."

 - Oracle's Primavera Unifier review, Veronicah R.

What users dislike:

"The mobile utilization can be improved and I would expand how it can integrate with other useful project management platforms. I wish it had the ability to manage larger files and had cloud storage improvements."

- Oracle's Primavera Unifier review, Juan R. 

2. ServiceChannel

ServiceChannel provides facilities managers with a single platform to source, procure, manage, and pay for repair and maintenance services from commercial contractors across their enterprise. By delivering unprecedented transparency and data-driven analytics of service quality across all trades, locations, and contractors, facilities managers drive significant brand equity and ROI for their organizations without outsourcing or investing in new infrastructure.

What users like:

“Everything about my job is so much easier with this platform, including mobile access, access to data, and transparency.” 

- ServiceChannel review, Tatiana T 

What users dislike:

“I think that custom reporting support needs to be more robust in suggesting new reports.” 

- ServiceChannel review, Chuck C.

3. AkitaBox

AkitaBox is an easy-to-use, cloud-based facilities management solution designed to improve operational efficiency, boost productivity, and provide greater insight into mission-critical building management functions - from the boiler room to the boardroom. 

What users like: 

"My previous experience was frustrating. The software required using an older version of Windows and was far more challenging to manage than I felt was necessary. This resulted in poor acceptance by the teaching staff who needed to use it the most. Akita box makes making requests very simple and the primary tool, an iPad, makes it easy to use the program to document work."

- AkitaBox review, Robert S.

What users dislike:

"It would be nice to reference work orders (WO) that were recently marked closed, created, or  priority! When you receive several WOs a day, keeping the critical/priority ones at the top of the list would be nice. When closing or opening a WO, it would be nice to go back if something was forgotten quickly. Also, I’d like to have all WOs loaded on one page, instead of having to scroll and click expand to see all work orders."

- AkitaBox review, Robert C.

4. ARC Facilities

ARC Facilities is a mobile-first platform that puts your plan room in your pocket via an easy-to-use mobile app. On-the-go facilities teams can click on digital maps, retrieve closeout info, identify shut-off locations, and see equipment details.

What users like: 

"ARC's "emergency" module is a lifesaver. We are a three-campus district with more than 700k square feet of facilities and minimal support staff. Being able to access utility shut-off information and emergency resources within a few minutes in the palm of my hand is incredible." 

- ARC Facilities review, Byron W.

What users dislike:

"The ARC Facilities app is limited to Apple IOS. However, Windows users still have complete access to the database through their website. Overall, I'm very please with the product. It has endless potential." 

- ARC Facilities review, Byron W.   

 5. ML Work Orders

ML Work Orders is a user-friendly work order management system that offers everything you need to quickly and efficiently manage your maintenance work orders, asset inventory, and preventative maintenance schedules. 

What users like: 

"ML is visually pleasing and therefore, easy to use. The main work orders page is very simple but customizable, so all the information I need is on that screen." 

- ML Work Orders review, Heather B.

What users dislike: 

"I don’t like that the search columns are not alphabetical. To search or sort, you can enter the word you want, but I would find the list of checkboxes faster if they were alphabetical. This is true for most sections: work orders, assets, and PMs are all like that. If you want to filter all work orders by one employee, all employees are in random order." 

- ML Work Orders review, Michele W.

Moving forward

Facility management is crucial to every organization. Whether you hire an external resource, or have an in-house team, you need to ensure they have the right set of tools to work with. A good facility manager will do everything from maintaining the safety of an entire building to ensuring that every employee on premises is happy. 

Interested to learn more about managing your assets? Learn how you can do it with asset tracking.