How To Run Your Office’s Facilities Maintenance Efficiently? A Comprehensive Guide For Facility Managers

How To Run Your Office’s Facilities Maintenance Efficiently . A Comprehensive Guide For Facility Managers - i4T Global

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The International Facility Management Association (IFMA) defines Facility Management as “a multi-disciplinary profession to ensure the functionality of the built environment through the integration of People, Place, Process, and Technology.”

Proper Office Facility Maintenance ensures that all areas, systems, and structures in or around a facility function optimally in order to ensure maximum efficiency and safety. Maintenance work can be reactive and unplanned, or preventive and scheduled. Painting the interior and exterior of a building, or cleaning and replacing the HVAC machine filters in a building monthly to ensure they are running at peak efficiency, are examples of such actions. Basically, If a maintenance action has an impact on a facility’s appearance, operation, or performance, it falls within the wheelhouse of Facilities Maintenance.

Facilities Managers are typically responsible for the safety maintenance, and repairs of the buildings. This protects employees and their assets, prevents unauthorized access, and ensures that the building complies with legal requirements. Without regular Facility Maintenance, a Facility’s condition and assets are more likely to deteriorate and break down unexpectedly.

Why Is Office Facilities Maintenance So Important?

As mentioned in the previous section, Facility Managers are responsible for managing the entire site, or specific areas, assessing its condition, determining if repairs are needed, and ensuring the equipment and machinery are operating at full capacity. In addition, they are in charge of waste disposal and management. Many employees take the cleanliness of their workplace for granted, but without a Facility Manager organizing the process, hygiene standards may deteriorate.

Now let us take a look at how your business can benefit from proper Office Facilities Maintenance;

Increases the Lifecycle of Assets

Regular maintenance and inspection of an asset ensure that it is operating efficiently and ultimately increase its lifespan.

Increases Efficiency

Proper Office Facility Maintenance increases the efficiency of the business process exponentially.  Employees will know where things are kept without wasting time or cost looking for materials, which improves day-to-day operations, and ensures that all equipment and technology are in good working condition.

Cost-Cutting & Time Management

Well-maintained equipment and premises will prevent maintenance issues, helping you to save time and cost significantly.

Improves Environment, Health & Safety (EHS)

A good Facility Manager frequently conducts health and safety assessments to reduce the risk of workplace hazards. They will also take care of on-site emergencies and conduct frequent workplace audits.

Ensures Full Compliance

The Facility Manager will also ensure your business complies with all anti-discrimination laws and regulations related to Human Resources and comply with all necessary health and safety regulations. All of these can reduce the hefty fines and problems that can arise in the future if left unattended.

Improves Employee Morale

It is beneficial for the employees if the facilities are managed properly, helping them stay focused, and making them feel confident and proud to be part of a happy and safe work environment. They are motivated to do their best, and this increases employee productivity.

Increases the Occupants Satisfaction

When day-to-day operations in the office or workplace run smoothly,  the Occupants are more likely to be satisfied and develop stronger connections with your business.

why Office Facilities Maintenance important
Here are some of the other ways that Office Facilities Maintenance adds value to the organization’s business strategy;

Things That Should Be In Your Office Maintenance Checklist

An Office Maintenance checklist will help you to keep track of various tasks on your plates by detailing how often inspections should be carried out in each area of your office.

Facility Managers who adhere to checklists find that their assets and equipment have longer lifespans and that their team responds to less reactive maintenance requests.

The following Office Maintenance checklist contains items that a Facility Manager should review regularly. Be sure to add the ones that apply to your business processes.

Building Repair & Maintenance

Even with the best Office Maintenance strategic plans in place, problems will continue to arise. Reactive maintenance is an important part of Office Maintenance and includes tasks such as:

Perform Inspections & Preventive Maintenance

Inspections and preventive maintenance allow your team to identify issues before they become life-threatening or significant problems. These tasks include:

Cleaning / Janitorial Services

Cleanliness is a primary focus for Office Maintenance. A clean and tidy office environment results in more satisfied Property Occupants & Employees. Cleaning or janitorial tasks include:

Hiring A Professional To Handle The Facility Condition Assessments (FCA)

Maintenance teams undertake various projects over a given week, whether it is minor repairs or major overhauls, it needs to be well planned and effectively managed to be successfully executed. Office Maintenance Companies plan and manage these maintenance projects for you as well as help in the completion process.

Keeping assets, properties, and employees safe and secure is a top priority, and it often requires some outside assistance. Factors such as surveillance, access control, and managing alerts are taken into consideration in keeping a work area safe and are an oft-overlooked component of Facility Management.

Some Office Maintenance Companies specialize in  Real Estate Maintenance & Property Management. They focus on keeping buildings and properties in good condition with a combination of routine maintenance, preventive and reactive repairs, and regular cleaning.

Office Maintenance Companies use a variety of techniques and services such as preventive maintenance, routine inspections, and process analysis to ensure an organization’s end products meet the highest standards of quality. Maintaining machines and systems in full capacity running condition is central to quality control, as are recurring checks on equipment.

Along with its physical machines and systems, a building must maintain its IT network to keep operations running. Network monitoring, maintenance, and security services help keep a facility’s IT infrastructure in reliable working condition while preventing breaches that could compromise the organization as a whole.

The exact shape Office Maintenance Companies take at a given facility looks different from one company to the next. Some require more support than others, and the types of support needed can vary widely. These companies often provide numerous support services, such as facilities engineering, recruitment, landscaping, and many others.

Do You Have An Organizational Function Which Integrates People, Place & Process?

As the world continues to evolve, so does the need for better Office Facility Maintenance. People don’t just go to an office with a desk and a chair; they go to a workspace focused on Employee Well-Being, Automation, Sustainability & Impact, and Evolving Property Management Models.

COVID-19 has further proven how essential Office Facility Maintenance is, that you need to be dynamic and flexible enough to install home offices remotely, set up workspaces that promote healthier lifestyles or give enough space to distance from one another safely.

You need to understand your organization’s sustainability requirements and environmental impact and find solutions to overcome them. 

The necessity to be greener, safer, and more cost-effective trickles straight down to Facilities Management. It is the responsibility of the Facility Manager to ensure that they are being planned, executed, optimized, and measured accurately. Your ability to be agile and show your value will help bridge the gap between Operations, Finance, and Facilities.

Software solutions that make Office Facilities Maintenance simpler, better, and faster

Facility Managers can make use of new software solutions that help to automate and streamline critical workflows. Cloud-Based Software, for example, increases efficiency by centralizing data, making it easier to work with and leverage into actionable business intelligence.

With a Field Service Management software like i4T Global, you gain access to an all-in-one system that ensures that your team stays on the same page. With the ability to create checklists, customize reports and track employees in the field, i4T Global allows you to gain more power over the daily operations in your business and access budgeting and job statuses to keep you on track.

i4T Global Software is a Cloud-Based Web & Mobile Application that allows Facility Managers to create and manage maintenance and repair schedules and organize other facilities management functions while assisting the employees to save time and cost by providing instant access to details of facilities, operations, and emergency procedures.

Here at i4T Global, we provide a complete solution for all your Facilities Management needs. Our team is well trained, our innovative methods, processes & technology are up-to-date, and our expertise ensures that you get a value-for-money service that meets all required standards. To learn more, get started with a trial or get in touch today to know how we can drive up efficiency and productivity in Facilities Maintenance.

Bottom Line

Office Facilities Maintenance is one aspect of Facility Management, mainly focusing on the inspection and maintenance of assets, utilities, and the building as a whole. Facility Managers can engage and successfully implement Facility Maintenance tasks through strategic planning, management of daily operations, building walkthroughs, and audits of equipment or processes.

Keeping track of maintenance work in an Excel Spreadsheet is a time-consuming & frustrating process. Facility Managers can take advantage of new software solutions that help automate and streamline critical workflows. i4T Global Software, for example, increases efficiency by centralizing data, making it easier to work with and leverage into actionable business intelligence.

Key Takeaways

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