Table of Contents
Introduction
We’ve always heard people ask questions like, what is a facility manager? Is facility management a job? What does a facility manager do? These questions are borne out of many having no idea who a facility manager is and their roles in keeping facilities running smoothly.
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 will be surprised at the things facility managers have to do daily to ensure a business facility remains functional. But first off, let’s know 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 wear many hats and 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:
A facility manager’s top priority is the health and safety of whoever steps into your facility. 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:
Facility managers 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. The facilities manager solicits bids, negotiates contracts, oversees service agreements, and ensures 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.
What Qualification Does a Facility Manager Need?
So let’s have a quick look at what a typical facility manager would need to qualify as suitable for the job. While specific requirements may vary depending on the employer and the complexity of the facilities the facility manager would handle, here are the typical qualifications for facility managers:
A Degree:
While this might not be a compulsory requirement, most organisations prefer candidates with a bachelor’s degree in facility management, business administration, engineering, or a related field. Coursework in facility management, building systems, project management, and business administration can prove to be valuable skills for the role.
Experience:
Nothing can substitute experience. Facility managers with relevant work experience in facility management or a related field are often prioritised. However, Entry-level positions such as facility coordinator or assistant facility manager can provide valuable experience and opportunities for advancement. People with experience in project management, property management, construction, or building maintenance may also be considered.
Certifications:
Again, this is not always required, but professional certifications in facility management can demonstrate proficiency in the field. Certifications such as the Certified Facility Manager (CFM) offered by the International Facility Management Association (IFMA) or the Facility Management Professional (FMP) certification can enhance credibility.
Technical Skills:
Facility managers should have a strong understanding of building systems and infrastructure, including HVAC, electrical, plumbing, and fire protection systems. Facility managers should also be proficient in handling facility management software and other technology tools used for asset management, work order management, and space planning.
Soft Skills:
A facility manager’s role is a crucial one and as such, soft skills are necessary. Effective communication, leadership, and interpersonal skills are essential for a facility manager to effectively interact with staff, tenants, contractors, and other stakeholders. Problem-solving, decision-making, and organisational skills are also important for managing complex facilities and resolving operational challenges that may occur.
Industry Knowledge:
Facility managers should always stay updated on industry trends, best practices, and regulations related to facility management. This includes knowledge of building codes, safety regulations, environmental sustainability practices, and emerging technologies in facility management.
Overall, facility managers need a combination of education, experience, technical skills, and soft skills. Continuous learning and professional development are also important for staying current and updated as the facility management field is a dynamic one.
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 it 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.
