Facilities management and workplace strategies are very important but, the fact cannot be denied that it is very complex in nature. Thus, here are some tips that can help a newly appointed facility manager to take control of the situation and provide the best result:
Get familiar with the lease
No matter what type of building it is, a newly appointed facility manager should, at first, understand if the building is owned or is it leased/sub-leased. In case of a leased workplace, the manager needs to review the lease from the beginning. Understanding and knowing the lease rate, options of renewal and cancellation dates will help the manager by providing a time frame by which the manager can effectively workout the other tasks involved with facilities management.
Get familiar with the workplace’s system
A newly appointed facility manager needs to get familiar and review the maintenance records. Knowing the electrical, HVAC, security and life safety system and other such is very important as it will help the FM manager to correctly come up with the strategies. So, by this the manager can determine how the maintenance program is managed and how it can be improved.
Review the drawing
The facility manager definitely needs to confirm the drawing is indeed complete and up-to-date. For an effective facilities management, the manager should verify all dates of the original construction and also any kind of changes made. The manager does have the option to question the design firm/architect that was responsible for preparing the drawing and also overseeing the work, if he/she is having problem in understanding something or there is anything missing/incomplete.
Review the facilities management service contracts
The facility manager needs to inspect the workplace in order to determine how efficient it is. The manager needs to evaluate if the services are correctly provided to the workplace. Hence, reviewing all the contracts is important as well as meeting with the contracted workers. This will allow the manager to figure the capability and need of each type of service contracts and will also help out to improve the planning process.
Get to know the co-worker
By understanding exactly how the core work is done in the workplace the newly appointed manager will be able to carry out the different facilities management activities effectually. As coming up with an effective workplace strategy is dependent on the managers of different departments like human resources, IT, safety and health, finance, security and such others, so the manager should build a good work relationship with them and understand how they carry out their jobs.
Get to know the staff
Determining if there is a sufficient number of staff in the workplace will allows the manager to figure out if the workplace is effective or not. The newly appointed manager should see if the staff is adequately trained and knowledgeable to ensure they are performing their task correctly. They should also check if the staff has the right set of tools and equipments to work effectively.
Check the functionality and safety
The job of the newly appointed facility manager comprises of delving the current state of disaster readiness and business continuity of the business/company for which he/she will be working to make sure everything is in top order. The manager should also evaluate the needs that workers will have during any kind of emergency. The manager should also look into the functionality and safety performance of the equipment, décor and furniture of the workplace. The manager should note if there is any possible violations of security lapses, fire or building codes, accessibility issues, safety and health hazards.
Check the space planning
Reviewing the seat vacancies and seating plan is a part of facilities management that a newly pointed facility manager should look into. Checking the number of moved staff and performance of them each year (annual churn rate) is also important. The manager can also review the level of accuracy and detail of the information in the system if there are employees that take the help of CAFM system. Calculating the changes in the number of staff and how the changes came to be for the past 5-10 years is also important. All these tasks will help a newly appointed facility manager to see if the company/business is decreasing or increasing in size and if there is any chance of a problem arising in the future.
So, these were the top 8 tips for an effective facilities management and workplace strategies that can help out a newly appointed facility manager.