Effective facilities management (FM) is essential in making sure that organizations are operating efficiently, affordably, and safely. It mainly focuses on managing and maintaining buildings, assets, and infrastructure to keep the business up and running. Preventive maintenance, energy efficiency, smart technology integration, and other best practices in facilities management enable organizations to save costs, boost employee performance, and improve customer experience. In this blog, we will go through best practices in facilities management with real-world examples. As a facility manager, business owner, or operations executive, the implementation of these best practices will guarantee your facility's long-term success.
Facilities management is a comprehensive field that operates to make sure that the functionality of buildings and infrastructure works; maintaining their systems to ensure the comfort, safety, and sustainability of those within its premises. It encompasses everything from:
Functionality is also improved through preventive maintenance and repairs
Health and safety compliance
Energy management & sustainability
Security and access control
The second key planning element is space planning and implementation
Cleaning and waste management
Contract and vendor management
The comprehensive facilities management strategy guarantees asset uptime, employee workplace safety and productivity, and long-term cost efficiency to make the business scalable.
Implementing a preventive maintenance (PM) program is one of the most important best practices in Facilities Management. Preventive maintenance is the opposite of dealing with equipment failures: it involves regular inspections and maintenance to prevent failures and avoid costly downtime.
Example: A big manufacturing plant plans quarterly maintenance of its machinery and as a result, it can reduce sudden breakdowns or complete stalls in production.
Perform a maintenance inventory audit — make a list of all assets requiring recurring upkeep.
Tell me about one of my favorite acronyms—Remote IoT sensors and data analytics Predictive and Preventive Maintenance.
Maintain a maintenance calendar and keep up with scheduled tasks.
Reduces operational downtime
Extends the life of important assets
Reduce‐shows repair and replacement costs
Facilities management has been revolutionized with the advent of smart building technology and Internet of Things (IoT) solutions. Utilities of smart systems include real-time monitoring, automation, and predictive analytics. These streamline FM operations.
Example: A commercial office space installs smart HVAC systems that adjust the temperature based on presence, minimizing energy usage by 30 percent.
Use a Computerized Maintenance Management System (CMMS) to keep track of maintenance schedules.
Set up automated lighting, temperature control, and security with IoT-powered sensors.
Get analytics powered by artificial intelligence to help you enhance the performance of your facility and drive down energy expenses.
Creates more efficient and transparent systems
Lowers energy and operational expenses
Enhances security and safety
Sustainability has now become one of the biggest concerns in facilities management. The demand for zero-emission energy systems is growing while organizations are under pressure to minimize their carbon footprint with sustainable and yet cost-effective solutions. Implementing energy-efficient practices enables facilities to reduce utility costs and meet environmental regulations.
Example: Google’s AI-based cooling systems in data centers lead to a 40 percent reduction in energy consumption, which implies significant cost savings.
Determine whether you will benefit from an energy audit to find inefficiencies.
Install LED lighting replacement and motion-sensor systems to mitigate power waste.
Install energy-efficient HVAC and insulation systems.
Consider using solar panels or other renewable energy sources to minimize dependence on fossil fuels.
Reduces the cost of electricity and water bills
Strengthens corporate sustainability targets
Enhances brand image as an environmentally-friendly company
Facilities managers are required to comply with occupational health and safety regulations to avoid accidents in the workplace, which can lead to liability issues and employee injuries. A productive workplace will have fewer claims of compensation and will be more engaged in work.
Example: By implementing mandatory safety training programs and ergonomic improvements in warehouses, a logistics company reduces workplace injuries by 30 percent.
Routine checking and safety inspections and assessment of risks.
Educate employees on emergency procedures and fire safety practices.
Make sure ventilation, fire exits, and emergency lighting are always up.
It lowers workplace accidents and legal threats
It guarantees employee's confidence and wellness
Prevents businesses from paying huge fines and law-suits
With unique office layouts to beat the thermostat, opportunities abound for facilities managers to optimize space when hybrid work models become the norm. By analyzing occupancy data and applying flexible layouts, businesses can significantly reduce wasted space.
Example: a large enterprise implements hot-desking and shared workspaces, reducing its real estate costs by 25 percent over the last 12 months and enabling itself to support more people.
Monitor occupancy and utilization with space management software.
Design modular workstations that can be easily reconfigured.
Design open-concept offices that promote teamwork and space efficiency.
Reduces real estate costs
Improves cooperation at work
Enables hybrid work model
Security is a top priority in managing facilities. Organizations need to secure assets, employees, and data from theft, cyberattacks, and unauthorized access.
Example: A bank installs biometric access control and AI-based surveillance systems to prevent unauthorized entries, resulting in 50 percent fewer unauthorized entries across all country branches.
Install surveillance cameras with motion-based detectors for 24*7 monitoring.
Adopt smart access control with biometric authentication or keycards
Perform regular security audits and employee background checks.
Avoid robbery and unapproved entrance
Fortifies employees and sensitive data
Increase the trust and confidence of customers
Facilities managers typically work with several vendors for cleaning, security, maintenance, and landscaping services. Cost-saving and high service quality are assured by effective vendor management.
For example, A retail chain centralizes vendor contracts in the cloud, leading to 15 percent lower procurement costs.
Keep a record of vendor contracts and service contracts.
Evaluate performance and negotiate favorable contracts.
Adopt e-procurement platforms to manage vendor interactions.
Reduces operational costs
Guaranteeing uniformity in quality of service
Improves business relationships
Facilities management is more than just maintenance—it’s the improvement of efficiency, security, and sustainability. Therefore, best practices like preventive maintenance, smart building technology, energy efficiency, safety compliance, and space optimization ensure decreasing costs, enhancing operations, and more productive work environments.
Is facilities management a future-proof strategy? Don’t wait for operational inefficiencies or costly breakdowns to affect your business. Find out how expert facilities management services can help you optimize your operations and deliver cost savings.
