With every passing year, time spent by employees at work has increased, as companies move towards profitability, employees work towards more deliverability. It falls on the FM to ensure comfort and safety measures are adhered to, as these two emotions are critical to overall productivity of a workforce.

Facility Managers are directly/indirectly responsible for the health and safety of employees at the workplace. Their purview spans from the interior to exterior and from the boiler to the basement.

Role of Facility Manager to Promote Workplace Safety

Facility Manager’s role in maintaining safety can be as simple as preventing slips and falls or as complex as ensuring safety during natural disasters like earthquakes. The role of facility managers in ensuring workplace safety and efficiency has come into sharp focus and prominence in the new normal that prevails worldwide.

1. Hold Safety Training Sessions

It is the responsibility of facility manager to hold regular meetings to inform employees about any policy changes or any new equipment that has been added to the office and to ensure that employees are educated about safety procedures. Mock Fire Drill training is conducted to sensitize the team and employees on the evacuation procedures and how to rescue themselves in case of fire.

2. Introduce Planned Preventive Maintenance

Having a Planned Preventive Maintenance plan helps in keeping the workplace safe. It helps in preventing the potential for breakdown and to ensure that operations are running smoothly. When a machine malfunctions, there is a risk of someone being injured. Conducting routine checks and investing time and resources in Planned Preventive Maintenance helps mitigating that risk.

Without having an ongoing maintenance procedure, the old and outdated equipment may cause injury. Even something as simple as ensuring all the office lights are working properly prevent employees falling down from a dimly lit staircase and checking fire extinguishers on a monthly basis ensures preparedness and safety in case of an unlikely event or fire.

3. Encourage Safety Certifications

As workplaces evolve, so do health and safety standards and hence it can be helpful for facility managers to obtain certain government safety certifications. These certifications can be beneficial in creating a working environment that’s more attractive to health-conscious workers.

4. Promote Health and Wellness

Keeping the workplace safe and healthy is one of the most effective ways to protect the most valuable asset – workers. A facility manager must ensure good air quality to preserve the health and wellness of facility occupants. This can be done by: –

• Implementing a comprehensive indoor air quality maintenance program.
• Conducting regular building walkthrough inspections to measure temperature.
• Ensuring that HVAC systems, air supply diffusers and outside air intakes are clean.

5. Being Prepared for any Medical Emergency

A facility manager is required to develop and implement the emergency plan for any medical emergency and support. Tie up with hospitals, ambulances, having the liaison office number and keeping an SOP ready in this regard help facility managers to reduce risk and costs in case of medical emergency.

Conclusion

Health and Safety for facilities is one of the most important investments. Hence, creating a safe workplace is vital to ensuring the overall health and wellbeing of the workforce. A facility manager, by devoting time and money won’t just benefit the employees and workforce but can also encourage better productivity and efficiency.

The post Facility Manager’s Role to Promote Workplace Safety first appeared on Facility Management Company.

Managing a facility includes many unexpected hats to be worn (Project Manager, Customer Service Manager, Financial Strategist etc.). Repairs, routine maintenance, cleaning and replacement of furnishings are a part of facility management. The cost of lighting, heating, cooling, maintenance and other utilities make facilities management one of the most substantial operating investments for many companies.

There are many effective cost cutting tips that can reduce operating costs for facility managers, avoiding the need for risky tactics such as raising prices or making significant capital investment that may not yield good results in the long run.

As a Facility Manager, it is very important to regulate the cost of operations, here are some ways to reduce the overall facility management cost:-

1. Use Workflow Optimization To Cut Time And Cost

Improvisation is the primary goal of analyzing workflows .The repetitive but essential admin tasks take up most of the time of Facility Managers. They spend days and weeks triaging and responding to the mails and phone calls, manually maintaining the workflows that really should be automated. An effective CAFM system can streamline the workflow and ease the communication flow process saving both time and cost. Also, it is vital that business professionals alongside facility managers see the pitfalls in inventory and manage them in order to reduce cost and increase productivity.

2. Sort Out Planned Preventative Maintenance

Planned Preventative Maintenance Plan assists facility managers in determining the state of in-service equipment and responding quickly during disruptions and downtime. It ensures that assets are in top working order andhelps in avoiding failures, breakages and unexpected maintenance costs which results in budget accuracy. This approach enhances assets’ longevity and allows them to work with greater efficiency.

3. Streamline FM Activities

Equipment such as facility lighting and HVAC can be automated to increase operational efficiency. Connecting HVAC schedules directly to the building automation system can give more control over the heating and cooling of facility. This results in more efficient energy use. Similarly, implementing energy saving LED bulbs, double glazing on windows and enhanced wall insulation within the facilities not only benefits the environment but also reduces carbon emissions leading to significant savings without any drop in performance.

4. Optimize Space Management

Implementing effective space management strategy across the facilities also helps in reducing operating costs. Through a carefully implemented space management strategy, facility managers can determine better ways to allocate space throughout the properties, making the workplace more manageable by ensuring that no money is wasted on vacant locations.

5. Effective Training Sessions And Clear Communication

Effective training and development program makes the workplace more efficient and reduces expenses on repetitive trainings. Keeping everyone up to date on any changes happening within the facility increases productivity and accountability. With clear and effective communication, facility managers can ensure that the team devotes more time to the most important work by removing any unnecessary task, thereby reducing cost and increasing work efficiency.

Conclusion

Facility Managers can save a lot of money by following different cost cutting tips. Expenses can be reduced through a more efficient approach to generate more profit and in other cases, the cost may not change but the value increases. In either case, the business benefits. Thus, reducing costs and increasing value are the best ways to work efficiently in a company irrespective of the field of work. With these facility management cost saving tips, facility managers can take proven steps to make the hat fit a little better.

The post Cost Cutting Tips For Facility Managers first appeared on Facility Management Company.

In their latest report on the climate crisis, the Intergovernmental Panel on Climate Change (IPCC) has mentioned that we can still hope to escape the worst consequences of climate change, but are currently placed in a “now or never” situation where we must act immediately. 

Responses to such findings as well as the changing nature of the climate crisis have been immense and proactive. These have not only come in the form of citizen demands and lifestyle changes but also, newer approaches to creating plans for more sustainable buildings.

What are sustainable or ‘green’ buildings? 

Green buildings are those which try to improve or simply maintain the quality of life and harmonize within the local climate, culture, and tradition of the surrounding environment. Creating such structures has been possible thanks to changes in the approach toward design, construction and offerings. 

A green building is also built with the aim to conserve resources and energy, and with the help of recycled materials. Additionally, it also looks at reducing human exposure to hazardous substances. 

So, how can facility management leverage sustainable buildings in a way that the environment receives its share of returns too?  Let’s have a look –

1.Leveraging Sustainability Analytics

One of the most accurate ways to get an in-depth understanding of any facilities’ performance is by conducting sustainability analytics. As a process, it gives you an overview of your building’s sustainability status. 

An audit can give you a glimpse of where there’s room for improvement within your facility. An energy audit, for instance, looks at the building’s current energy usage. The report from this audit can help facility managers chart out an economical strategy for saving power and costs in the future. 

Similarly, an EHS (Environment, Health, Safety) audit can help identify potential risks which might threaten the environment, safety and overall health of the tenants. A plan of action to minimise such risks can be charted out, based on the findings from the audit. 

Facility managers also encounter certain challenges which are specific to green buildings. Some of these include having minimum energy efficiency standard-compliant HVAC systems and other equipment, holding a LEED certification and keeping systems 30% more efficient in comparison to other buildings. To keep a check on these, integrated facility management companies carry out facility management audits. 

2.Update Your Facility Assets

The golden rule when it comes to any progress is that change is inevitable, but also necessary. Most old buildings are not carbon friendly by build or by design since they were conceptualised when concerns about the environment were not actively acknowledged. In other words, older structures are very likely to be equipped with assets that are not energy efficient. Updating one’s facility assets is perhaps one of the simplest ways to tackle this problem. 

So what exactly should a facility manager look at when taking stock of what all needs a definite upgrade? To begin with, switching to modern insulation and opting for new roofing can help reduce energy loss. A switch to renewable energy sources like geothermal or solar energy can significantly boost the facility’s sustainability score. It is also important to promptly replace HVAC units, legacy boilers and windows to ensure that energy is saved. 

3.Switch to Eco-Friendly Cleaning Supplies

A building itself may be sustainable by design, but our commitment to being green shouldn’t stop there. Maintaining good sanitation within shared spaces is a key responsibility of facility managers. However, most of the cleaning products used often contain unsafe ingredients, which can become an occupational hazard for cleaners and residents as well. 

In this case, a simple switch to eco-friendly cleaning agents can significantly reduce the number of toxic chemicals that a building releases into the environment. Naturally, it also reduces the likelihood of residents being exposed to hazardous chemicals. The key to finding greener cleaning products is to search for those which do not use volatile organic compounds (VOC) like phosphorus and nitrogen.

4.Employ Sustainable Contractors

A sustainable attitude can manifest itself in many different ways. While your building itself may have been built green, the smallest of processes can boost its status. Employing sustainable contractors is one easy change to make. They make use of energy-efficient tools and clean products in their work and are also likely to have prior experience with low-energy assets which are most likely installed in green facilities. 

Trusting contractors who actively inculcate sustainability in their work is one of the best methods of providing mindful employment while extending your larger commitment to environmental protection.

5.Adopt Planned Preventive Maintenance

Sustainable facilities require a strong system of checks and balances to be in place, with regard to the equipment being utilised. This creates the perfect conditions for employing planned preventive maintenance.

Not only does this type of maintenance keep a strict check on equipment functionality but it also identifies potential issues before they negatively impact any machinery. Thereafter, regularly scheduled repair work keeps most equipment inside buildings functioning at its best. It is essential to be more proactive when it comes to carrying out maintenance on older equipment. 

Ultimately, adopting planned preventive maintenance helps boost cost-efficiency, extend equipment lifespans and, of course, boost sustainability. 

Conclusion

Despite the serious nature of global warming and the resulting climate crisis, it’s rewarding to see active efforts being made to build for the future. Some changes are minor and can be implemented in a matter of days. This is how we can start preparing for tomorrow- one green building at a time.

The post Facility Management for the Next Generation of Buildings first appeared on Facility Management Company.

Most integrated facility management companies today try their best to push for a planned preventive maintenance system across the different areas they manage. This is often a tricky line to walk when it comes to residential complexes, especially since it involves the well-being of hundreds of families. Here are some popular myths residents believe about PPM and here is the truth –

1. Investing in New Systems Like PPM Will Cost More

Verdict: False

While it is often assumed that any upgrades in systems will involve incurring significantly higher costs, this is not the case with planned preventive maintenance. In fact, switching to this facility management system can help monitor equipment better, thereby making it more energy-efficient and preventing untimely breakdowns. In other words, planned maintenance can help reduce the servicing period of machines. In residential areas, this means regular water and electricity supply for all homes, lifts that function well, reliable HVAC systems- which are all driven by good quality equipment. This will ultimately ensure that residents can co-exist within their surroundings.

Research and case studies have found a proven record between the switch to planned preventive maintenance and cost reduction. Organizations and residential areas have managed to reduce upto almost 12-18% of their costs by making this transition. It is clear that the field of facility management stands to benefit from such holistic investments, especially in the long run. 

2. Air Conditioning in Common Areas is Mostly Unreliable

Verdict: False

It is understandable that an impression like this may build up due to repeated incidents wherein residents may have come across faulty air conditioners in places such as community centers or common corridors within housing societies. Ventilation systems that show signs of distress or leakage usually hint at a bigger maintenance problem.

By adopting planned preventive maintenance, however, it is much easier to keep track of the HVAC System in a residential complex. Both AC and central heating systems require constant upkeep, not only because of how crucial they are to healthy indoor environments but also because they are used very frequently. Regular monitoring and timely repairs can massively help increase the useful life of HVAC systems while a maintenance software can help keep a strong check on related equipment, mitigating its malfunction.

3. Lift Maintenance Causes Disruption and Excess Waiting Time for Residents

Verdict: False

Residents of any housing complex know that their building’s elevators are a blessing in disguise, especially if they live on the higher floors of a tower. Which is why, even one day of elevator maintenance causes major disruption to their routines. The increase in the elevator waiting time and the added pressure on the other lifts is naturally likely to test patience.

Such routine inspections however are an essential part and parcel of the planned preventive maintenance process. They help prevent larger, more unexpected lift breakdowns or passenger emergencies. Elevator maintenance and modification in a periodic manner helps ensure a safe, stress-free experience for all residents. 

4. It’s Better to Replace Machines When They Stop Working, Rather Than Keep Checking in on Them Repeatedly

Verdict: False

This is a thought which naturally comes to mind with respect to the equipment used by us. For instance, most household appliances such as microwaves or refrigerators are replaced when they stop working. We don’t check on their functionality every month, and only respond when they are no longer performing optimally. This perfectly sums up the process of reactive maintenance, in a nutshell. In contrast, the idea behind planned preventive maintenance is to perform scheduled checks and maintenance on equipment so as to prevent its degradation.

In general, following planned preventive maintenance can optimize the performance of crucial equipment, help maintain a sense of safety for residents, and ensure compliance with manufacturer warranty requirements for machines. Essentially, the rationale behind preventive maintenance is to continuously focus on adding value to equipment so that they can be preserved well and large scale failures can be avoided. Furthermore, this can even help enhance the overall value of your residential property.

5. It is Always Extremely Time-Consuming to Arrange for On-Call Plumbers

      Verdict: False

Plumbing systems are an important key to keeping bathrooms and kitchens fully functional in houses. However, because of the large number of housing units in a residential complex, plumbing technicians are often occupied with a host of different jobs and not always available on-call. In case of emergencies, this can create unexpected situations for members of the household.

The adoption of planned preventive maintenance can help by keeping a constant check on plumbing and pipelines in households. With regular inspections, quality maintenance and double-checking system functionality, the need for on-call plumbers will very likely reduce over time.

6. Are Routine Building Inspections Really That Important?

Verdict: True

It’s natural to be confused by the multiple rounds of inspections that tend to take place regularly in apartment complexes. One may often find themselves wondering why such periodic checks are even required, especially when most areas and equipment in the surrounding building seem to be functioning well. The primary set-up in a planned preventive maintenance system is the undertaking of regular maintenance checksand inspections of machinery.

This helps the integrated facility management company identify upcoming problem areas, and prevent the unexpected breakdown of machinery, by initiating repair work in a timely manner. Naturally, this also reduces the need for unplanned repair work. Overall, it can significantly help reduce downtime and any disruptions to the normal performance of machines. 

In certain cases, planned maintenance inspections are actually required to take place by law.  For instance, before any tenant is granted a new lease, a gas safety check must be carried out with complete certification. Ignoring the importance of such requirements can land both residents and facility managers into trouble, while also potentially compromising on their safety. In this sense, building inspections play a much larger role in the maintenance process than one may expect.

So there you have it- the full story behind each speculative myth.

The post Popular Myths About PPM in Residences: Now Busted! first appeared on Facility Management Company.

According to a study, it is said that Planned Preventive Maintenance results in a whopping ROI of 545%(on an average) vis-à-vis Reactive Maintenance which is said to eat into your company’s Operational and Maintenance budget by 40%.

Not only this, in case of an emergency breakdown of the equipment your facility production targets can be set back by hours or in some cases even days at a stretch.

To break it down further, here are 5 essentials comparisons you must take into consideration before you decide to invest your company’s money and restrategise your O&M budgets;

1. Zero Downtime Focused vs Repair Focused

Imagine a scenario when your equipment breaks down, suddenly. To get it up and running again and perform optimally as quickly as possible, you would be forced to spend extra money to outsource machine specialists, pay extra for having missing parts shipped at the earliest and pay extra to technicians to work overtime.

Whereas, planned downtime allows you to schedule downtime or distribute maintenance tasks that would decrease disruptions effectively saving on money and thetime that the machine is out of order.  

2. Preventive Maintenance vs Reactive Maintenance

Breakdown of machinery is unavoidable! However, the next step one must take is to realise the benefits of proactive vis-à-vis reactive maintenance. Once the asset has already broken down the technical expert will identify the problem and react with an immediate solution to get it back into operation.

However, such costly repairs in terms of money and time can be avoided by looking into its maintenance and wear and tear with a pre-planned schedule while it is still running, mitigating the risk of failure and unaccounted downtime.

3. Operational Efficiency vs Crisis Management

A company is known to be Operationally Efficient when the benefits it gains are higher than the resources it invests in the successful running of the business. The purchase and maintenance of company equipment is a part of the Operational and Maintenance costs.

In case the machine breaks down, the company has to resort to crisis management with Reactive Maintenance. Owing tothis run-to-failure scenario, the company has to bare huge financial losses. Whereas, Preventive Maintenance would mitigate the costs by allowing the technicians to arrest and identify a major breakdown by performing regular maintenance and look into the upkeep of the asset.

4. Equipment Longevity vs Equipment Replacement

The more breakdowns and major repairs a machinery goes through, the more its efficiency and lifespan decreases. By regularly looking into its upkeep and planning its maintenance you add more years to the life of the asset, as a result gaining more profit out of the resource.

The Useful Life of a tangible asset refers to the period of time a company can expect it to earn revenue out of it. By maintaining the life of an equipment and ensuring it runs optimally the company saves exorbitant early-replacement costs. 

5. ROI based vs Temporary benefits based

It is said ‘that a business is as profit-efficient, as its resources’. Each resource engaged and invested in, is looked upon as an asset. Therefore, the strategy so planned should be based on a futuristic Return on Investment model and not the temporary and immediate benefits it offers. The lifecycle of a machinery includes its wear and tear and regular maintenance.

The ROI is going to be optimal when Planned Preventive Maintenance is a part of it, as it accounts for the costs to be incurred in its upkeep and mitigates the scope of any unplanned breakdown, that would lead to huge financial losses till the equipment is back to running smoothly.

Companies that run on a Reactive Maintenance model might look at Preventive Maintenance as an unjustified overhead cost at first until they realise it would cost them more; in terms of money and time to repair the machinery that broke down unexpectedly.

To conclude, a successful, cost-effective maintenance strategy is one that has Planned Preventive Maintenance as its main focus.

The post Did You Know Planned Preventive Maintenance Can Save LAKHS? first appeared on Facility Management Company.

Schools and universities are much much more than passive structures which provide education. Rather, they are important elements of the learning process for students. The quality of the physical environment within which a child studies is of paramount importance and dictates so much of their experience, along with the teaching staff and other community members. Infact, studies have shown that well-maintained school buildings can help increase teaching time and reduce teacher turnover rates by almost 25%.

An ideal physical environment is well-lit, sufficiently ventilated, safe, accessible, and aesthetically pleasing. It’s fair to assume that such an environment can allow all those present in the building to feel a sense of ownership, security, and even a degree of personalization. This can range from setting up creative seating arrangements, decorating common areas and classrooms and even dictate some of the teaching methods adopted by educators.

It is important to keep in mind that the facilities in a school are not only restricted to the physical building but also, essential elements such as electricity, plumbing, security, telecommunications, and fire safety systems. Furthermore, the athletic fields and playgrounds that are highly favoured by students across all age groups require thorough attention and upkeep throughout the year. Here’s a glimpse at the kind of role an integrated facility management company can play in educational institutes-

1. Maintaining buildings and premises

The upkeep of school buildings is a multi-pronged process. Generally, electrical maintenance for lights, air conditioning, fans, and elevators requires constant monitoring. Likewise, a close check also needs to be kept on water supply and quality, plumbing, and gas in different parts of the premises.

This can be a day-to-day job but planned preventive maintenance is a considerable help in such situations. Regular check-ups, surveying equipment, and evaluating their functioning can be made seamless with the help of a planned approach to facility management. Most importantly, this type of maintenance can extend the use of school buildings and related equipment.

2. Health and Well-being

The overall health of the student body and teaching staff is of paramount importance. In the event that any factor within school premises is the cause behind the deterioration of mental or physical health, the school administration will encounter a major storm of complaints from concerned family members.

Poor ventilation, along with untreated water or irregular waste collection can be the root causes of widespread disease and infection. In order to avoid any such complications, facility managers often work collaboratively with school administrators to monitor repairs, undertake risk assessments, and check HVAC systems, water treatment, and waste disposal plants. This goes a long way to ensure a healthy environment on campus.

3. Emergency Protocols

It never hurts to be prepared for the worst-case scenario and with the responsibility of an entire student body and staff, schools must be vigilant about this. Emergency situations like fires, earthquakes, and power cuts usually occur unannounced.

In this regard, facility management companies can help plan out regular risk assessment processes. These usually range from checking fire extinguishers, the functionality of fire hoses and alarms, and monitoring circuit boards or backup power supplies. Ofcourse, the school administration and teaching staff play an important role here by conducting regular fire drills to test emergency systems and student preparedness. 

4. Security

Creating a secure learning environment begins with ensuring the safety of everyone within the school premises. Facility management companies can play an important role by providing security services to educational institutes. Most facility management companies, for instance, offer installation, repair, and maintenance services for CCTV cameras around school campuses. It also provides gate barrier systems and professional security guards who are responsible for patrolling campuses. Such amenities are especially helpful for some of the larger campuses.

Other equally important systems include biometric or code-based entry systems for the teaching staff, to prevent the entry of unauthorized people from entering the premises. The Visitor Management System (VMS) popularly installed in most school buildings prevents trespassing. 

5. Pre-planned maintenance

Maintenance with a regular schedule is the best fit for large buildings like schools and universities. Pre-planned or planned preventive maintenance allows inspections to occur which may be scheduled daily, monthly or annually.

These integrated facility management services can include daily cleaning work, tending to grounds and landscaping by gardeners, and even more long-term maintenance such as repainting buildings or fixing broken furniture.

Using facility management software in schools is a digitalized solution for more seamless maintenance. It can substantially help reduce the spending of school budgets on maintenance activities. It can also help educational institutes meet their sustainability commitments by adopting cleaner electricity sources and cutting costs on resources like energy and gas. This can usually be supplemented with the use of solar panels, which many facility management companies offer to install and maintain. Overall, software for facility services can significantly help extend the lifetime value of school buildings.

If performed well, facility management can contribute positively to the culture of schools, boost teaching environments, and support every student’s educational journey.

The post Facility Management and The Education Sector: Collaborative Partners first appeared on Facility Management Company.