As we are already well underway into January, you may by now have broken some of your well intended New Year resolutions, but did you consider reviewing your facilities management processes, procedures, and systems? If not, then now is the perfect opportunity to decide what is working for your department and what isn’t, it’s not too late!
Here at Real Asset Management, we have put together a list of 5 key resolutions that Facilities Managers should consider for 2018.
1. Abandon the spreadsheet and automate your facilities management processes
If you are still using spreadsheets to manage an ever growing property portfolio or estate, you are no doubt struggling to address a variety of issues such as coordinating multiple maintenance requests with all stakeholders. This archaic tool is renowned for the risks involved surrounding user error which not only calls into question your organization’s data integrity and accountability but also compliance with Health and Safety guidelines.
It is important that you look into a facilities management system that will work for you and your assets. Here at RAM, we provide both small and large organizations with a total facilities maintenance solution. The combination of RAM's bespoke tenant and contractor portals along with work order management, mobile work management apps, and live KPIs, enables organizations to streamline processes, improve productivity, and reduce property management costs.
2. Extend the life and maximize the value of existing assets
Many companies are currently using an ‘operate until failure’ approach to their asset management which proves extremely costly. Having an appropriate and efficient facilities management system in place can help you monitor the building fixtures, equipment, and assets you already have and make sure they are maintained appropriately in order to get the longest life expectancy from each. You will find that this will save you huge amounts in cost and time efficiencies, which will keep the finance manager happy too!
The key to this is to review your preventative vs reactive maintenance repair levels and costs, and obtain the right balance. Set in place a scheduled maintenance strategy and appropriate system to ensure that maintenance and inspections of properties and assets are scheduled at regular intervals to minimize faults and break down levels.
3. Reduce costs
With tighter budgets and increasing workloads it is important for all facilities managers to make the most of their assets whilst still reducing maintenance costs. By implementing a specialist facilities management system you are able to monitor the assets throughout their lifecycle and maintain them at an appropriate time and frequency that works for your company. Having the facility to flag assets and equipment under warranty would help prevent unnecessary payment whilst establishing stricter controls around pricing agreements with contractors would ensure that budget levels are not exceeded. In addition, having a single view of all contractor information would allow the swift comparison of contractor quotes and credentials for each job in order to choose the best.
4. Track warranty information
Using a facilities management solution to store and organize warranty documentation in a centralized location can help you keep track of expiration dates and other important information. Work smarter and ensure that you are not paying out for repairs unnecessarily by recording product serial numbers against warranty expiration dates to quickly and easily ascertain if a building fixture or product is still covered. This not only saves money and positively impacts the bottom line but also improves productivity efficiencies across the department.
5. Meet compliance guidelines
With growing pressure on facilities managers to comply with statutory regulations and Health and Safety requirements, it is crucial to ensure that a robust solution is in place to confidently provide for this. In particular, facilities management teams should standardize and store all data and documentation related to compliance and make certain that it is accurate, consistent, timely and complete.
In addition, the efficient management of third party vendor documentation and the ability to search and access records of the latest vendor certifications will increase accountability and minimize the risk of legal issues.
If you are still using spreadsheets or an outdated system and looking to improve your facilities management processes during 2018, why not contact RAM today for a free consultation.