Top 4 Facility Management Best Practices You Can’t Afford To Miss

October 6, 2023

Facility management can be a challenging field where improving efficiency is the ultimate goal. Facility managers often face various obstacles in achieving excellence.

As per the Bureau of Labor Statistics, more than 146,475 facilities managers are currently employed across the United States, and the competition for staying ahead is intense. The responsibilities of maintaining a harmonious, cost-efficient, and sustainable environment within facilities have never been more daunting.

Inefficient practices can lead to surging expenses, reduced sustainability efforts, and eroding an organization’s competitive advantage.

This comprehensive guide will explore the best practices in facility management. From using cutting-edge technology and analytics to promoting clear communication and embracing sustainability, we will uncover the keys to achieving excellence in facility management.


Unveiling Best Practices for Facility Management Professionals

For those committed to improving facility efficiency, incorporating these four best practices into your facility management protocol can be transformative.

Leveraging IoT and Smart Sensors

The workload can seem daunting in a professional realm where your responsibilities encompass creating a comfortable environment for occupants and ensuring the uninterrupted operation of critical equipment. But don’t fret; rather than viewing technological advancements as perplexing dilemmas, consider them dependable allies in your quest for efficiency.

As reported by Statista, there are over 15.14 billion interconnected devices worldwide. This technological marvel isn’t exclusive to tech giants; even smaller players can harness this powerful tool.


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Consider the case of a University of Zaragoza campus in Aragon, Spain. The institution faced challenges managing its HVAC systems amidst the region’s extreme weather conditions. Their solution came in the form of an innovative IoT system called “sensoriZAR.” This wasn’t a simple setup; the system was intricately designed, featuring a variety of devices and a network of 90 sensors operating on the LoRaWAN protocol.

These sensors weren’t mere data collectors; they acted as the eyes and ears of the facility, diligently monitoring and providing vital data on:

  • Carbon dioxide levels
  • Ambient light
  • Atmospheric moisture
  • Room temperature
  • Room occupancy
  • Overall air quality

Without relying on complex spatial data or Building Information Modeling (BIM), the institution prioritized easy battery replacement for the sensors, resulting in an impressive 40% reduction in energy consumption.

Enhancing Communication: Internally and Externally

Effective communication, often underestimated, serves as a fundamental pillar supporting seamless facility management. Whether you’re an experienced facility manager or an entrepreneur venturing into facility management for the first time, the importance of communication cannot be overstated. It is the adhesive that binds the multifaceted aspects of facility management, ensuring a harmonious orchestration of operations and execution.

Giri Prasad Ramamoorthy, a seasoned Site Operations Lead at Caterpillar, shared some valuable insights emphasizing this point. He states, “Every link in the FM chain is intricately connected through the threads of communication. When a customer articulates their needs, it is crucial for the helpdesk to accurately convey these needs to the technician. This ensures not only execution but precise and efficient execution aligned with the customer’s expectations.”

Key Communication Strategies for Facility Managers:

  • Establish Clear Communication Channels: Creating well-defined communication pathways within your team is essential. This clarity eliminates ambiguity, enabling smooth information flow without unnecessary obstacles.
  • Utilize Technology Tools: In an era filled with advanced technology, using software like FiedCirce is not just advisable but essential. These tools facilitate efficient collaboration, making interactions seamless and more productive.
  • Maintain Documentation: An organized archive of records and maintenance information is a valuable resource for facility managers. Access to this data ensures that you’re not just reacting to the present but strategically planning for the future based on historical data.
  • Conduct Team Meetings: Regular meetings are not mere formalities; they are essential. They serve as platforms for alignment, updates, and knowledge sharing, fostering a sense of unity and common purpose among team members.

A report titled “The State of Business Communication in 2023,” meticulously crafted by the Harris Poll in collaboration with Grammarly, underscores the significance of communication in the business realm. According to their findings, a substantial 72% of business leaders attribute increases in team productivity directly to the effectiveness of communication strategies.

Data Analytics: The Foundation of Operational Efficiency

Gone are the days when action was taken only when issues were glaring and impossible to ignore. In contemporary facility management, proactivity is paramount. Responding swiftly to employee concerns is important, but it’s not the sole factor for seamless operations.

It’s unfortunate but true that maintenance often takes a back seat, with short-term convenience overshadowing the need for long-term planning and strategic foresight. Consequently, unplanned downtime disrupts operations, with a staggering 69% of companies admitting they lack visibility into when their assets require upgrades, as revealed by BehrTech.

Consider a bustling office building in Budapest. An investigation uncovered sensor malfunctions and a defective connection to fan coils, resulting in significant energy waste, especially in heating and cooling systems. This emphasized the need for vigilance and proactive intervention.

In response, a dynamic building energy model was implemented. This innovative approach facilitated immediate repairs and accurate occupancy counts, streamlining operations and promoting energy-efficient practices.

Embracing Sustainable Practices for a Greener Future

In 2020, commercial buildings in the United States consumed a significant 18% of the nation’s total energy. This percentage underscores the crucial role of energy efficiency not only in conservation efforts but also in financial planning for facility managers.

Marriott International, a prominent player in the hospitality industry, has made significant strides in energy efficiency. The company implemented an advanced energy management system, resulting in a reduction of energy consumption across its hotels. According to a 2011 report in The New York Times, Marriott’s goal was to decrease energy use at its hotels by 25% by 2017, and by that time, it had already reduced energy use by 20%.

Statistical data further support the case for sustainability. As of 2022, the United States proudly boasts 77,832 buildings with coveted LEED certification. This number isn’t just a statistic; it’s evidence of the growing importance and recognition of sustainable practices in facility management.

Sustainability in facilities extends beyond energy efficiency to innovative construction techniques that minimize environmental impact and enhance facility management and operations. For instance, using recycled concrete and steel, along with low-VOC paints and finishes, significantly reduces the environmental footprint of buildings. These materials and practices also improve overall facility efficiency.

Look to IKEA’s sustainability initiatives. The global retail giant has led the way in adopting prefabricated building techniques, resulting in a remarkable 50% reduction in construction time and a 70% decrease in waste generation. These numbers aren’t mere figures; they embody efficiency and responsibility, key attributes of excellent facility management practices.

Conclusion: The Path to Excellence in Facility Management

Facility managers must recognize the ripple effect of their efficiency on the broader operational landscape and the organization’s ultimate success. Facility software isn’t just a tool; it’s a linchpin that seamlessly integrates various processes, optimizes resource allocation, and enhances productivity. It empowers professionals to proactively address challenges, make informed decisions, and make a difference.

In a professional landscape where even the smallest details can have significant implications, proactivity isn’t a choice for facility managers; it’s a necessity. Embracing best practices and utilizing advanced facility management software isn’t optional; it’s a strategic imperative for success in the field.

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