Table of Contents
Introduction
We’ve always heard people ask questions like, what is a facility manager? Do I need a facility manager for my organization? How do I become a facility manager? What is the importance of a facility manager? These questions stem from the fact that many are unsure of what a facility manager does and how essential they are to keeping facilities running efficiently.
Facility management isn’t just a job but a crucial one as well. Without a facility manager, business operations could go to a standstill. You might be wondering, how is a facilities manager’s job so important that it could halt the operations of a business? You’ll be amazed at the range of tasks facility managers handle daily to ensure that business facilities remain functional. But first, let’s explore who a facility manager is.
Who is a Facility Manager?
Let’s say you own a very busy mall, with different vendors selling all sorts of goods, from fresh produce to household items. Keeping the mall coordinated and running smoothly would demand a lot of effort. One you might not be able to give.
The mall would need a dedicated head person. One who ensures the smooth day-to-day running of the operations. The head person ensures vendors and customers adhere to the mall policies and keeps the mall safe for customers who visit to make purchases.
The mall in this case is the facility, and the facility manager is the head person. A facility manager is the one who ensures the lights turn on when you flick the switch, the Wi-Fi works so you stay connected to the internet, the lifts take you up and get you down the building without getting you trapped, the air conditioning feels just right and makes sure your facility stays clean and tidy so everyone who visits stays safe.
You can agree that the role of a facility manager in making sure business operations run smoothly is no ordinary one. These are just the basic things the facility manager does on a day-to-day basis. There are also complex responsibilities that make his job even more tedious and tasking, especially when he has to do them manually without the aid of a facility management software.
A Facility management software aids the facility manager to carry out his responsibilities better by automating processes, giving timely reminders of maintenance that needs to be carried out to avoid severe damage, and also ensuring all assets in your facility are in the best condition. A facility management software you can rely on is Instanta Facility Software.
Instanta facility management software is the best facility management software in Nigeria and Africa. It’s been tested and tried across different organisations and has proven to be the most reliable facility management software to help organisations make optimal use of their facility and assets.
Alright, now we know who a facility manager is, but what do they do aside from taking care of lights, lifts, and air conditioners? Let’s see
What Does a Facility Manager Do?
What a facility manager does might vary and could depend on the organisation or company. Facility managers (FMs) operate across different business functions, working on both a strategic and operational level. They handle a wide range of tasks to keep your facility operating at its best. Here’s a breakdown of what an FM does:
Maintenance and Repairs:
Facility managers oversee the maintenance and repair of buildings, equipment, and systems to ensure they are functioning properly. This includes tasks like scheduling routine maintenance, troubleshooting issues, and coordinating repairs when needed. A facilities manager makes sure everything in the building is in good shape, from fixing leaky pipes to repairing broken lights
Health and Safety Compliance:
From staff to clients and vendors, the facility manager implements and enforces safety protocols, conducts regular inspections, and addresses any safety concerns to create a secure environment for everyone. He checks for things like fire hazards, makes sure emergency exits are clear, and even trains other members of your organisation on measures to take in case of an emergency.
Space Planning and Management:
Facility managers are responsible for utilisation of space within your facility. They assess space needs, plan layouts, and allocate space efficiently to meet your organisation’s requirements and ensure it is used productively.
Budgeting and Financial Management:
They develop, manage and allocate budgets effectively to maintain your facility operations. This involves forecasting and tracking expenses, negotiating contracts, and identifying cost-saving opportunities.
Vendor and Supplier Management:
Facility managers coordinate with vendors, contractors, and service providers for maintenance, repairs, cleaning and renovations. They solicit bids, negotiate contracts, oversee service agreements, and ensure vendors meet performance standards and deliver services following agreed terms.
Tenant and Occupant Satisfaction:
Facility managers focus on creating a positive experience for tenants and occupants by addressing their needs and concerns. They respond to maintenance requests, coordinate tenant improvements, and communicate with occupants about facility-related matters.
They do this efficiently with the aid of facility management software. A Facility management software includes features for managing tenant requests, tracking service delivery, and gathering feedback to improve satisfaction levels.
Emergency Preparedness and Response:
A Facility manager develops and implements emergency response plans to address potential crises such as fires, natural disasters, medical emergencies or security breaches. They conduct drills, train staff, and coordinate response efforts to minimise disruptions and ensure that occupants of your facility are equipped to respond effectively in cases of emergencies.
Asset and Inventory Management:
A facility manager maintains accurate records of all facility assets and inventory, including equipment, furniture, and supplies. They track your Organisation’s asset’s life cycle, schedule replacement or upgrades when needed, and implement asset management best practices to ensure proper utilisation of your assets.
Energy Management and Sustainability:
Facility managers implement energy-saving measures and sustainability initiatives to reduce environmental impact and operating costs. They monitor energy consumption, implement efficiency measures such as LED lighting and HVAC controls, and track sustainability metrics using a facility management software.
Technology Integration and Automation:
Facility managers leverage technology solutions and automation tools to manage your facility operations efficiently.
The facility manager implements facility management software systems that integrate with building automation systems, IoT devices, and smart sensors to monitor and control building systems remotely. This gives the facilities manager an opportunity to proactively identify issues, utilise performance, and reduce downtime that might occur in the event of a breakdown.
We can see what a facility manager does and why facility management is important in ensuring the smooth operations of your organisation’s facility. The Facilities manager has a great responsibility on their shoulders and hence cannot properly execute their job solely relying on manual processes. By manual processes, we mean paper, pen, files and spreadsheets. Manual processes are unreliable and would lead to errors that could be fatal.
Organisations have discovered this, and prefer to automate most of the processes by utilising a facility management software. A facility management software helps the facility manager keep track of work orders, schedule maintenance tasks, manage assets and generate reports. With a facility management software in place, the facility manager can ensure proper management of your organisation’s facilities, track maintenance histories, and analyse data to make informed decisions for proper facility operations.
Just like we mentioned earlier, a proven facility management software that ensures your organisation’s operations are as smooth and seamless as possible is the Instanta facility.
“Instanta has been very helpful in tracking our maintenance request from initiation to completion and a source of history of work done per unit and general maintenance reporting. It is highly recommended for a performance-based result.”
Tayo Oyelaja
Head, facility management
Mixta Africa
With Instanta facility, your facility manager can implement predictive and preventive maintenance on your organisation’s assets to avoid breakdowns. He also gets to monitor the location, and lifetime value of critical assets, providing room for accountability while saving you cost.
Does my Organisation Need a Facility Manager?
Absolutely yes! Your Organisation needs a facility manager. Having a facility manager in your organisation can bring numerous benefits and contribute to the overall success and efficiency of your business operations.
However, in smaller companies, a member (or members) of the staff are often allocated facility management duties beyond their usual scope of work. As much as this is obtainable, it can be disruptive to their core responsibilities and also means that the management and maintenance of the facility may not be as effective as they ought to be since the staff has to juggle being facility manager and their other responsibilities.
With a dedicated facility manager, your facilities run smoothly. You also save costs as a facility manager helps you avoid costly emergency repairs and unplanned expenses..
Conclusion
The duties and roles of a facility manager towards ensuring your organisation’s facility is in top condition cannot be taken for granted. The day to day affairs in your organisation might not go smoothly and efficiently as they ought to without the presence of a facility manager. Investing in a facility manager and a facility management software is a wise choice to ensure accountability and safety of your organisation’s facilities and assets.
