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How was your first day as a facility manager? Were you given a crash course on how to handle the immense workload heading your way? Or probably equipped with the tools to not just meet but exceed your company’s expectations?
Well, now that you’ve scaled in your career or perhaps just started your career, you are likely seeking a roadmap on how to be successful and effective in your role as a facility manager.
What does a facility manager do?
It’s a fundamental truth that facility managers must be at the top of their game. They must have a good understanding of the facility and its operations, manage budgets and resources wisely, and uphold safety and compliance standards.
In general, their role is to foster an environment where operations run smoothly, where efficiency thrives, teams excel, and facilities remain in top-notch condition.
So, what sets apart a merely good facility manager from an exceptional one?
Some habits make a noticeable distinction between the former and the latter.
In this blog post, we will explore five habits that distinguish a good facility manager from the best and most successful facility managers. We will also offer practical insights and actionable tips for those aspiring to excel in this role.
These habits can be applied by both seasoned facility managers with some years of experience in the field and newbies or enthusiasts coming fresh into the field.
1. Effectively communicate and build a strong relationship with your stakeholders:
Who are your stakeholders? You might ask. Your stakeholders are occupants, tenants, maintenance staff, team members, and senior management.
For you to be an effective or successful facility manager, you need to actively listen to stakeholder concerns, communicate openly, and work collaboratively to achieve shared goals. Building trust and collaboration is a very important habit for an effective facility manager.
To put this in detail, here are reasons why you should consider applying this habit, and its importance.
A. Misalignment of Goals and Objectives:
When there is no clear communication, stakeholders within the facility may have different understandings of goals, priorities, and expectations. This can lead to conflicts and missed opportunities for improvement.
Regular meetings will align facility managers and stakeholders on common goals, share updates on progress, and solicit feedback.
In addition to this, you should clearly document the objectives, action plans, and key performance indicators (KPIs) to ensure everyone understands their roles and responsibilities.
B. Not Sharing Enough Information:
When important information is not shared across departments or teams, it can result in team members working in silos. This can hinder collaboration, problem-solving, and decision-making processes.
Ensure that vital information, such as maintenance schedules, safety procedures, and facility policies, is easily accessible to all relevant parties.
Regular meetings and updates allow for the exchange of information and ideas, fostering a culture of transparency and teamwork.
C. Inefficient Problem Resolution:
Without effective communication, issues and concerns within the facility may go unnoticed or unaddressed, which could have costly consequences.
Active listening skills will help you as a facility manager to proactively identify and address issues before they escalate.
D. Poor Employee Engagement and Morale:
Employees can feel disengaged and demotivated when they are constantly uninformed. This can impact their productivity, morale, and overall job satisfaction.
You can include regular communication channels in your weekly activities, such as team meetings, one-on-one discussions, and feedback sessions. Recognize their contributions, and address any concerns or challenges they may have.
E. Risk of Safety Incidents and Compliance Issues:
Inadequate communication regarding safety protocols, regulations, and compliance requirements can increase the risk of accidents, injuries, and legal liabilities within the facility.
Document safety procedures, emergency protocols, and regulatory requirements to all employees to ensure they are aware of their obligations and responsibilities.
Regular training sessions, safety briefings, and communication campaigns reinforce the importance of safety and compliance throughout the organization.
2. Cultivate a Proactive Mindset:
To become the best in the game, effective, and successful, you have to think differently from others. Do not wait for problems to arise before you start fixing them.
An effective and successful facility manager will anticipate these issues. How? Through regular inspections, risk assessments, and preventive maintenance plans.
This proactive approach minimizes downtime, reduces costs, and ensures a safe and functional environment.
Here are a few more things you should consider when applying this habit.
A. Predictive Maintenance:
Instead of waiting for equipment to fail, proactive facility managers implement predictive maintenance programs.
By leveraging data analytics and other technologies, they can identify and address potential issues before they cause downtime.
B. Risk Assessment and Mitigation:
Proactive facility managers regularly assess potential risks and vulnerabilities within their facilities, such as safety hazards, security breaches, and compliance gaps. They then implement measures to mitigate these risks and enhance resilience.
C. Continuous Improvement:
Facility managers seek out opportunities to optimize processes, streamline workflows, and enhance efficiency.
They actively solicit feedback from stakeholders, monitor performance metrics, and implement best practices to drive ongoing improvement.
D. Future Planning:
Proactive facility managers stay ahead of emerging trends, technological advancements, and regulatory changes that may impact their facilities.
They invest in research and development, explore innovative solutions, and proactively adapt their strategies to stay competitive and future-proof their operations.
3. Embrace Continuous learning and professional development
The third habit of a successful and effective facility manager is a continuous quest for self-improvement.
Self-improvement can revolve around different aspects of your job, such as communication, streamlined processes, and resource allocation optimization.
You should also embrace new technologies, attend industry events, and actively seek learning opportunities to stay ahead of the curve.
Here is why you should continually learn and seek self-improvement.
A. Changing Landscape:
The field of facility management is constantly changing, with new technologies, regulations, and best practices emerging regularly. Continuous learning is essential for facility managers to stay updated on industry trends and advancements.
B. Skill Enhancement:
Professional development opportunities allow facility managers to enhance their skills and competencies in areas such as project management, sustainability practices, budgeting, and leadership. This enables them to perform their roles more effectively and efficiently.
C. Adaptability:
Continuous learning makes it easy for facility managers to adapt. This could be centred around the use of new software systems or addressing safety regulations.
D. Career Advancement:
Investing in professional development can open you to new career opportunities and advancement prospects.
By acquiring new certifications, attending relevant workshops or conferences, and pursuing advanced degrees, you can broaden your expertise and enhance your marketability in the job market.
E. Networking and Collaboration:
Professional development activities provide opportunities to network with your peers, industry experts, and thought leaders.
Building a professional network allows facility managers to share insights, exchange best practices, and collaborate on solutions to common challenges.
4. Adaptive Problem-solving
Facility managers face a variety of challenges in their roles that necessitate adaptive problem-solving. Some common problems include: equipment Failures, budget constraints, regulatory compliance, meeting tenant or stakeholders’ needs in emergencies such as fire, natural disasters, or security breaches and so much more
Being adaptable and resourceful allows you as a facility manager to respond effectively to these challenges, regardless of their nature or complexity.
You work in an environment where circumstances can change rapidly; you must possess the flexibility and resilience to adjust your strategies and tactics as needed.
Once a problem is identified, you as a facility manager must conduct a thorough analysis to understand its underlying causes. This may involve gathering data, consulting stakeholders, and conducting root-cause analyses to pinpoint the source of the problem.
With a clear understanding of the problem’s root causes, you can develop and implement creative solutions that address both short-term and long-term needs.
Real-Life Examples of Successful Problem-Solving:
For example, consider a facility manager who encounters recurring HVAC issues in a building.
Instead of simply addressing each individual breakdown as it occurs, the facility manager conducts a comprehensive analysis to identify the underlying cause, such as inadequate maintenance practices or outdated equipment.
With this knowledge, the facility manager develops a proactive maintenance plan that includes regular inspections, preventive maintenance measures, and equipment upgrades.
By addressing the root cause of the HVAC issues, the facility manager not only resolves the immediate problem but also prevents future breakdowns and improves the overall reliability of the system.
Similarly, a facility manager facing budget constraints may implement creative cost-saving measures, such as energy efficiency upgrades, renegotiating vendor contracts, or implementing predictive maintenance programs.
By taking a proactive and resourceful approach to problem-solving, the facility manager not only addresses immediate challenges but also identifies opportunities for long-term improvement and optimization.
5. Adopt the use of technology and innovation
The fifth habit of an effective and successful facility manager is the adoption of technology. Technology is transforming the way facilities are being managed. Facility managers encounter various challenges that necessitate the adoption of technology and innovation to overcome them effectively.
Some of these problems involve keeping track of all aspects of operations, high maintenance costs, a lack of data-driven decision-making, providing a positive experience for occupants, and so much more.
Role of Technology and Innovation in Modern Facility Management:
Technology such as an enterprise asset management solution enables automation, improves data collection and analysis, enhances communication and collaboration, and also optimizes resource management.
Innovations such as automated systems, Internet of Things (IoT) devices such as your sensors, artificial intelligence (AI), and cloud-based software solutions have transformed how facilities are managed, offering greater efficiency, accuracy, and control over operations.
Technology to Streamline Operations:
Forward-thinking facility managers use technology to streamline various aspects of facility operations, including maintenance management, energy management, asset tracking, and space utilization.
Automated systems and IoT devices can monitor equipment performance in real time, detect issues proactively, and trigger maintenance tasks automatically, reducing downtime and extending equipment lifespan.
Improving Efficiency and Enhancing User Experience:
Technology can enhance the overall user experience within a facility by providing greater convenience, comfort, and safety for occupants.
Smart building technologies, such as intelligent lighting and HVAC systems, can adjust settings based on occupancy levels and environmental conditions, improving energy efficiency and occupant comfort.
Mobile apps can deliver real-time notifications and updates, and facilitate seamless communication between facility staff and occupants, enhancing overall satisfaction and productivity.
Instanta Facility Management Solution covers all of your technological needs to boost the productivity of your facility management team and your facilities in general.
Instanta is your comprehensive facility management system and smart tool, also available on mobile apps to help your organisation and team to:
1. Plan: Receive end users’ service requests, create & schedule work orders, and then assign jobs to your personnel and vendors.
2. Communicate: Notify requesters, vendors, and other stakeholders automatically about the changes in their work order.
3. Track: Prioritize, escalate, and monitor jobs so you never lose track of them.
4. Monitor & analyze: Measure your vendors and team’s performance based on real-time, and useful visual reports.
To find out more about the Instanta facility management software and its configuration to suit your organisation’s needs, reach out to our team via email at sales@sysservesolutions.com or call +234 – 1 – 2914837, +234 (0)703 978 4709
In conclusion, by implementing the five habits of an effective facility manager and leveraging software like Instanta facility management software, you can change your approach to facility management. From proactive maintenance planning to embracing technology and innovation, these habits will provide you with a solid framework for success.
