Facility management is a profession that encompasses multiple disciplines to ensure functionality, comfort, safety, and efficiency of the built environment by integrating people, place, process, and technology. A facility manager’s role is pivotal in coordinating all the operations and maintenance activities of a building to ensure it meets the health, safety, and environmental policies. The modern-day challenges faced by facility managers require a blend of traditional skills and modern tools to streamline operations and ensure the utmost efficiency. Here are some key takeaways from this article:
- Asset Management Systems are crucial for optimal lifecycle management of the physical assets of an organization.
- Work Order Prioritization Policies ensure that tasks are handled based on their level of importance.
- Request For Service Systems help in managing unscheduled maintenance requests in an organized manner.
- Investing in Technology is non-negotiable to stay relevant and efficient in today’s facility management landscape.
Asset Management System
Definition and Importance
An Asset Management System (AMS) is the backbone of any robust facility management framework. It involves the optimal lifecycle management of the physical assets of an organization, covering a broad spectrum of areas including the design, construction, commissioning, operations, maintenance, and decommissioning or replacement of plant, equipment, and facilities1. The importance of an Asset Management System is underscored by its ability to:
- Provide a centralized view of all assets, their conditions, and their maintenance schedules.
- Enhance decision-making with data-driven insights on asset performance and maintenance needs.
- Ensure compliance with regulatory and industry standards concerning asset maintenance and safety.
Features of an Effective Asset Management System
An effective AMS is characterized by the following features:
- Comprehensive Asset Tracking: Ability to track assets in real-time, monitor their conditions, and schedule maintenance activities accordingly.
- Predictive Maintenance: Utilization of data analytics to predict when assets may fail or require maintenance, thus preventing costly downtimes.
- Customizable Reporting: Generation of customizable reports to analyze asset performance, maintenance costs, and other relevant metrics.
Real-world Application of Asset Management Systems
Real-world application of AMS can significantly impact the bottom line of an organization. For instance, Enterprise Asset Management System facilitates comprehensive management of maintenance administration, scheduling, inventory, and customizable reports like rework percentages, helping facility managers to identify problem trends and resolve them1.
Work Order Prioritization Policy
Definition and Importance
A Work Order Prioritization Policy is a structured approach to handling maintenance tasks based on their level of importance. This policy is central to facility management as it helps in:
- Ensuring critical maintenance tasks are attended to promptly.
- Utilizing resources efficiently by focusing on high-priority tasks.
- Enhancing the overall operational efficiency and safety of the facility.
Creating an Effective Work Order Prioritization Policy
Here are the steps to create an effective work order prioritization policy:
- Define Priority Levels: Establish clear priority levels for maintenance tasks based on factors like urgency, impact on operations, and safety implications.
- Communicate the Policy: Ensure that all stakeholders are aware of the policy and understand the priority levels.
- Implement a Work Order Management System: Utilize a digital platform to manage work orders, track progress, and ensure adherence to the prioritization policy.
Real-world Application of Work Order Prioritization Policies
In real-world scenarios, work order prioritization policies help in managing maintenance requests in a structured manner, ensuring that critical issues are resolved promptly, thus minimizing downtime and ensuring the smooth operation of facilities.
Request For Service System
Definition and Importance
A Request For Service System is a platform where unscheduled maintenance requests can be submitted and scheduled. This system is crucial for facility managers to manage ad-hoc requests efficiently and ensure that all maintenance tasks are tracked and scheduled properly.
The importance of a Request For Service System lies in its ability to:
- Provide a structured platform for submitting and tracking maintenance requests.
- Enhance communication between facility managers and other stakeholders.
- Ensure timely resolution of maintenance issues.
Setting up an Effective Request for Service System
Setting up an effective Request For Service System involves:
- Defining the Process: Establish a clear process for submitting, reviewing, and scheduling maintenance requests.
- Implementing a Digital Platform: Utilize a digital platform to manage service requests, track progress, and communicate with stakeholders.
Real-world Application of Request For Service Systems
The real-world application of Request For Service Systems helps facility managers to manage unscheduled maintenance requests in an organized manner, ensuring that all requests are tracked, scheduled, and resolved efficiently.
Technology Investment
The Need for Technology Investment
Investing in modern technology is indispensable for facility managers who aim to stay relevant and efficient in today’s fast-evolving facility management landscape. The integration of technology can significantly enhance the operational efficiency, safety, and sustainability of facilities. Here are some key benefits of technology investment in facility management:
- Automation: Streamlines operations and minimizes manual intervention, thus saving time and reducing errors.
- Real-time Monitoring: Enables facility managers to monitor the operations in real-time, ensuring prompt response to any issues.
- Data Analytics: Provides valuable insights into the operations, helping in informed decision-making.
Areas of Investment: Automation, Intelligence, and Transparency
When it comes to technology investment, three areas stand out – Automation, Intelligence, and Transparency. Here’s a closer look at each:
- Automation: Technologies like Building Management Systems (BMS) and Automated Maintenance Management Systems (AMMS) can automate various facility operations, ensuring efficiency and accuracy.
- Intelligence: Implementing smart systems and leveraging Artificial Intelligence (AI) and Machine Learning (ML) can provide predictive analytics, thus aiding in proactive maintenance and decision-making.
- Transparency: Technology can provide a transparent platform for communication and operations management, ensuring all stakeholders are well-informed.
Real-world Application of Technology Investment
In the real-world, technology investment is making a remarkable difference in how facility managers operate. For instance, the implementation of smart sensors and IoT devices in facilities enables real-time monitoring and control, ensuring energy efficiency and operational excellence.<iframe width=”560″ height=”315″ src=”https://www.youtube.com/embed/video_id” frameborder=”0″ allowfullscreen></iframe>
Frequently Asked Questions
- What is an Asset Management System?
- An Asset Management System (AMS) is a tool used for optimal lifecycle management of an organization’s physical assets, from design and construction to operation, maintenance, and decommissioning.
- How does a Work Order Prioritization Policy work?
- A Work Order Prioritization Policy helps in categorizing maintenance tasks based on their level of importance, ensuring that critical tasks are attended to promptly.
- Why is a Request For Service System necessary?
- A Request For Service System provides a structured platform for managing unscheduled maintenance requests, ensuring they are tracked and resolved efficiently.
- How can technology investment benefit facility management?
- Investing in technology can automate operations, provide real-time monitoring, and offer data-driven insights, thus enhancing operational efficiency and informed decision-making.
Additional Resources
- Expert Review: The 2023 Facility Manager Upskill Guide – iLobby for enhancing skills and adapting to modern ways of managing facilities1.
- 10 Facilities Management Best Practices That Will Help You This Year for a deeper dive into best practices in facilities management2.
YouTube Videos
- How to Become a Great Facility Manager – YouTube3.
- Developing a Facilities Management strategy – YouTube4.
- Choosing the Right Facility Management KPIs – YouTube5.