The job of a Facilities Manager used to be much simpler. They were in charge of the company's physical amenities, as well as its safety, security, and compliance. It was straightforward and functional. However, their role has changed in recent years.
There are countless demands on a facilities manager's time and attention. In this article, we explore five abilities that any FM can use to enhance their performance and efficiency.
Today, Facilities Managers must ensure that their buildings deliver an experience to those who use it. Their job has become significantly more customer-focused and service-oriented. Finally, it is their responsibility to guarantee that a facility, its surroundings, and its services meet (and hopefully surpass) the expectations of employees and visitors.
A professional facilities manager can greatly boost a company's bottom line by managing its physical assets and assisting in the achievement of goals and objectives faster and more efficiently. Experienced FMs, on the other hand, can attest to the fact that demands for their time and attention appear to come from all sources. How can FMs deal with these pressures, and what skills will they need to succeed in their roles?
Seven of these abilities are discussed below.
Leadership & Strategy
Facilities Managers are the ones who take the initiative and communicate the company's corporate goals to the rest of the organisation through Facilities Management. As a result, it is critical that they possess exceptional leadership and organisational abilities. They must motivate and inspire people who work under them, as well as ensure that all employees understand the company's mission and vision, in order to reach their ultimate objectives. Furthermore, it is their obligation to monitor the performance of their employees, to evaluate them, and to make any required changes.
FMs are involved in every critical decision that affects their facilities because they are in positions of leadership. In essence, FMs are expected to firmly assume control of the infrastructure and individuals under their supervision, much like a CEO does with his or her organisation.
Taking leadership, however, will necessitate the presence of an FM who possesses the expertise to:
- Gap analysis should be carried out to better understand the current condition and map out the requirements to achieve the target level of performance.
- Strategic thinking: Identify the most efficient approach to achieving the required improvements and ensuring that they have support from the executive (C-suite) level.
- Execute: organise the required resources, then motivate and lead a team to achieve the goals, objectives, and key performance indicators (KPIs) that have been established.
- Accountability: They must see their projects and ideas through to completion and accept personal responsibility for the outcome, whether favourable or unfavourable in nature.
Building Maintenance Managers are always in contact with other people. It is necessary for you to interact with the maintenance teams, such as cleaners and security people; they must communicate with employees or building occupants; and they must interact with outside vendors or significant stakeholders. It is therefore essential to have strong communication and interpersonal skills. It is possible to go a long way and ensure professional success by making certain that a courteous but relevant conversation is maintained.
However, it is equally crucial to recognise that communication is only valuable when it is two-way and mutually beneficial. Don't direct your remarks towards others. Have a conversation with them. Make certain that you are understood, but also that you comprehend what others are saying. A job like Facilities Management, where there are many moving pieces, relies on effective communication to keep everything running smoothly and efficiently.
Facility managers will find the following material to be helpful in ensuring that they are effectively passing information along to others:
- Succinct language and simply understandable grammar - whether in an email, on the phone, or in meetings
- The discipline of active listening and attentiveness, which allows for and prioritises feedback from team members at all levels, as well as the recommendation and use of collaboration tools like as Slack, mobile-CMMS, and Asana, which keeps everyone up to date in real time.
- Outstanding communicators, the best FMs are hard to find. You will find them to be courteous, knowledgeable, and personable. Everyone should feel comfortable discussing their thoughts and views with others and connecting with them.
Now is the time to embrace technology. We, as well as the Facilities Management team, are residing there. After all, technology is widely regarded as the most essential resource in the industry, according to recent studies. We've seen the rise of technological breakthroughs in Facilities Management, such as the Internet of Things (IoT), machine learning, big data, and building automation, over the previous several years.
Technology plays a critical role in FM. It is an invaluable contributor to a positive user experience in the building. The evolving relevance of technological tools and solutions means that there are options available now to streamline almost every area of the building.
The concept of sustainability has grown increasingly important in the business world. Several businesses are incorporating sustainability into their core values and corporate culture in order to meet the growing demand for it from the general public. This "green" change has a significant impact on the way Facilities Management is carried out. The use of green buildings is becoming increasingly widespread, and it has been demonstrated that they cut energy usage, boost productivity, and minimise waste. Making certain that you are up to date on sustainability trends and practises is a major plus. The bottom line is that green buildings are a win-win situation for both the firm and the surrounding environment.
Operations and Maintenance Acumen
The facility manager must also know the fundamentals of building operations and maintenance. Although most FMs have a team to conduct daily maintenance, FMs must be able to:
- Set up and administer the best maintenance management programme for their property. An industrial structure may require predictive maintenance, while a residential property may require more planned preventative maintenance.
- conduct proactive facilities assessments
- seeing dangers
- suggest facility enhancements
- manage on-site projects anticipate and resolve regulatory compliance difficulties
- manage maintenance suppliers and other staff to maintain the building running smoothly.
An organisation’s physical assets account for a significant part of its budget. Having the responsibility of looking after such a significant investment, facilities managers understand the constant need to stay within budget constraints. In order to be successful, they must have sufficient financial understanding to anticipate annual spending, create a budget, and then validate and manage the proposed budget.
After all is said and done, budgeting may be a time-consuming and laborious task. There was a time when the amount of paperwork required to compile maintenance budgets resulted in an excessive number of mistakes.
Thanks to the use of systems like as CMMS or CAFM, FMs are now better able to accomplish the following tasks:
- Real-time tracking of expenses in relation to the budget
- generate a variety of reports to communicate financial expectations and goals to stakeholders in advance
- gain insight into the facility's financial health and correct course when necessary
- manage spare parts inventory across multiple locations and allocate and reallocate resources more strategically and effectively
It goes without saying that things do not always turn out the way that they should. Consider all of the things that could go wrong during your normal business activities.
It's possible that an emergency scenario will arise. It's possible that the elevator will stop working. It is possible that contractors will not show up. It is possible that your initial budget will not match the actual statistics.
It’s no surprise that having to deal with these uncertainties is undoubtedly difficult, but being able to act on the spur of the moment and quickly devise a backup plan is a highly valuable talent to have. Being able to maintain your cool under pressure demands a great deal of fast thinking and adaptive skills.
Being a Facilities Manager doesn’t mean the same as it meant ten years ago. The role has moved away from being functionality-based to service-based, putting people and their experiences as its main priority. Despite the fact that facility management is a hard career, facility managers who consistently apply the abilities listed above will be able to effectively manage all of the problems involved, as well as continuing to maintain control over every need that requires their attention.
At Ozland Group Solutions we honestly believe that our people make all the difference in ensuring optimal outcomes for our client and the assets that we manage.
It’s people that build strong relationships with your staff, partners and customers. It’s people that protect your brand and support your growth. And we have assembled the most experienced, the most dedicated, and the most innovative FM’s in Australia.