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Facilities Management

Facilities Management is defined as the dexterity of a physical workplace with the people in an association with the work.

Ethics of architecture, business administration and engineering sciences are incorporated into the aspect of facilities  and workplace management. All activities related to keeping complex operations are encompassed by facility management.

Facilities Management Companies manage building and facilities such as; commercial offices, manufacturing & industrial centres, supermarkets, government and council buildings, logistics sites, retail establishments, sports complexes and stadia, medical centres & hospitals, hotels, prisons and many more. 

Facilities Management

Facilities Management

In 2009, the Global Job Task Analysis defined the core competence of facilities management companies which is comprehensive and up to date. They include:

  • Human factors
  • Leadership and strategy
  • Communication
  • Finance and business
  • Project management
  • Communication
  • Real estate and property management
  • Technology
  • Quality
  • Operations and maintenance
  • Emergency preparedness and Business continuity
  • Environmental stewardship and sustainability

Education, training and professional qualifications that are coordinated by facilities institutes, universities and associations support facilities management. Degree programs which include undergraduate and post-graduate may be acquired in recognised institutions.

To address different needs of an organisation, a Facilities Management Company has a variety of roles to play.

Roles of a facility management company

  • The facility management company has to educate the work force about the standards and procedures from how to act in the event of a disaster to ordering office supplies.
  • It has to ensure facility compliance with relevant codes and regulations.
  • Facilities Management Company tracks and responds to environmental, security, health and safety issues.
  • For a business to operate at high capacity, facilities management monitors all aspects of facility maintenance and upkeep.
  • Procurement support for the client to undertake best practice management of specialist contractor engagement for best value.
  • Rather than interfering with one another, facilities management need to ensure that the divergent processes and standards complement each other.
  • Facilities management is responsible for real estate’s procurement, leasing, and disposal.
  • Through standardisation of the company, it is the responsibility of facilities management to ensure that the business receives the most it can for its facilities related expenditures.
  • It is their responsibility to monitor organisation efficiency.

Janitorial services, mail-rooms, and security have traditionally been associated with facilities management. Facility management has always been there since the middle of the twentieth century but evolving as its discipline demands. The complexity of the facilities manager’s job is driven by numerous factors. For example, expertise is required to operate and repair more complicated and much larger facilities which often rely on computerised and electronic support systems. Technological tools such personal computer networks, telecommunications systems have significantly increased in the office tenant requirements in the recent years. The trend is obvious in industrialised sectors.


What is Facility & Facilities Management?

The term Facilities Management (Facility Management, FM) encompasses a wide range of functions across a number of disciples. The functions can be delivered in-house or outsourced to a third party company.

A Facilities support function integrates building users to spaces and processes within a living or working environment. The aim of FM is to improve the quality of life for people and the productivity of the business in which it operates. Facilities Management as a sector continues to be a fast-growing discipline within the UK service industry.

Facilities Managers or outsourced Facility Management partners have the responsibility for providing and maintaining several service levels often referred to as Service Level Agreements (SLAs). These services range from Hard Services such as Building Fabric Maintenance and Mechanical & Electrical Services and Soft Services which can include Cleaning, Pest Control and Grounds Maintenance through to Management services such as Space Utilisation, Property Strategy, Contract Management and Administration.

Efficient and effective facilities management should integrate at two levels within an organisation. At a Corporate levels the services should contribute to the delivery of business functions, operational objectives and should operate within the financial parameters set by the management body. On a day to day level, the FM team should deliver an efficient and safe service within the building, property or business environment in which it works.


The foundation of Facilities Management

In the 1970’s through to the early ’90s the term ‘Facilities Management’ started to become used within the property market where government and businesses started to consider the option of using an external supply chain to outsource ‘non-core’ specialist services such as Technical Building Maintenance services and Washroom Services.

Since then companies and organisations through the decades have continues to become more sophisticated when it comes to the integration of the planning and management of a wide range of these non-core services to achieve better quality and economies of scale.

Founded in 1993 the British Institute of Facilities Management (BIFM) is affiliated with the Construction Industry Council (CIC) and was formed to supply both specialist training and qualifications for the industry. At this the Private Finance Initiative (now known as Public Private Partnerships) were becoming an integral part of large-scale government projects to manage, replace, and upgrade the country’s infrastructure and public service facilities. It was in the late 80’s and early 90’s that the private sector embarked heavily on embracing facilities management as an outsourced offering.


The future of Facilities Management

Today the UK Market sector is estimated to be worth between £40bn and £111bn per annum (Mintel) however estimated vary substantially.

A 2016 study undertaken by World FM estimate the global market to be worth in the region of $1.12 trillion. With a sector so large and complex with increasing trends and competition in the outsourced arena the services and provision within the market require companies and professionals to be learning and acquiring new skills and service offerings.

The market comprises of both in-house FM departments alongside niche Facilities Management companies, large multi-national service companies and specialist suppliers.

In recent years, an increased awareness of FM has been driven by several factors:

  • CEOs and CFOs focusing on their core businesses and seeking outsourcing solutions
  • Government led PFI/PPP initiatives
  • Increased awareness of the sector from Media Coverage

The future of the Facilities management market is likely to continue in an upward trend as it plays a vital strategic discipline translating both at a high-level, strategic change required by senior decision makers and into day-to-day reality for people in their work or living space. Outsourcing companies are growing their service capabilities and customers and businesses have a wider range and variety within the marketplace. These range from large international type organisations such as ISS Facility Services and Mitie through to the smaller UK national type niche companies such as B38 Facilities Management.

Successful organisations and businesses in future will have to approach FM as an integral part of their business strategic planning. Businesses that treat Facilities Management as a ‘commodity overhead’ will be at a significant strategic disadvantage to their UK Market competitors


Facilities Management Standards

Ratifies by the International Standards organisation, the BIFM formally adopted the definition of Facilities Management following the development of ISO 41011:2017.


Facilities & Workplace Management: The Role, Scope and Services

Facilities Management encompasses any service within a workplace to meet the needs of people within a workplace.

Excellent facilities management can and should:

  • Maintain and manage effectively and organisation’s assets, buildings and property
  • Develop and enhance skills of the people within the business or organisation
  • Enable new working processes utilising CAFM (Computer Aided Facilities Management) software
  • Enhance and positively project a business’s identity to the outside world
  • Help integrate process driven management associated with outsourcing change
  • Ensure business continuity and personnel protection in an era of heightened security threats

Each building and property portfolio is different from one business to the next. FM is a diverse field with a range of responsibilities, which are dependent on the structure and size of the client organisation.

Some businesses that choose to outsource their workplace & facilities management services may utilise specialist specific services providers whilst retaining an element of internal control over their workplace. Facilities Managers (FMs) and their outsourced service partners will likely span a wide breadth of service requirements including critical functions such as power backup systems (UPSs) and Generators to less demanding and intense services such as window cleaning where there is likely no loss of business as a result of ineffective service.

The top priority of Facilities Management as a role is to keep people within the workplace safe and away from potential hazard. In trying to reduce these hazards it is important to ensure that the Facilities Management function operates strategically at multiple levels within the organisation. Facilities Managers and teams should help people to understand the impact of the FM decision making process to reduce the risk within the buildings and work environments in which they operate.

Key FM Services include but are not limited to the following:

EHS: Environment, Health and Safety Services

Facilities Management departments in an organisation are required to control and manage many if not all the organisation’s environment and safety related issues. FM’s are responsible for maintaining healthy workplaces to reduce the risk of employees falling sick, injury, loss of business, prosecution and insurance claims.

Fire safety

It is imperative and lawful for an organisation to ensure it has in place the maintenance, inspection and testing for all of the fire safety equipment and systems, keeping records and certificates of compliance. Failure to do so may result in catastrophic consequences as fire carries one of the highest risk to loss of life and the potential to damage or shut down a business.

Security

Often the security aspects of a building or property fall under the Facilities Management department. Protection of employees and the business via manned guarding, security patrolling and the maintenance of security hardware are all integral services to support the staffing and critical assets of an organisation. Manned guarding is often under the control of a separate department within an organisation but would likely fall under the remit of any Facilities Management outsourced partner.

Building Maintenance, testing and statutory inspections

Maintenance, testing and inspection schedules are required to ensure that a building is operating safely and efficiently. There are several key statutory obligations that must be legally met and form legislation which is known as Property Compliance. Building maintenance and testing are adhered to in order to reduce the risk of asset failure and to maximise the life span of the equipment within a building. Facilities Managers refer to recurring and repeat maintenance as Planned preventative maintenance (PPM)

Fabric building & property maintenance

The fabric of a building is a physical structure, cladding or non-technical system and its’ maintenance comprises all  PPM, remedial and upgrade works required for the upkeep in order to maintain or improve the lifespan or appearance of a building. This works includes disciplines but is not limited to; roofing, gutter cleaning, joinery, painting, plumbing, plastering, tiling and glazing.

Cleaning & Soft Services

Cleaning services are scheduled as a series of periodic (hourly, daily, weekly, monthly) tasks.

Periodic tasks will range from daily cleaning which may be either undertake in or out of working hours. Each building and its users have differing needs and it is for the Facilities Manager to understand this requirement and implement the most effective rots system for cleaning.

It is likely that during times of occupation of the workplace that the cleaning of toilets, replenishing consumables (such as toilet rolls, soap) plus litter picking and reactive response will be completed within normal working hours. Cleaning services incorporates; contract cleaning, window cleaning, building cleaning, builders finish cleaning and specialist cleaning.

Reception & Post Room Services

Increasingly businesses are seeking an outsourced solution for both Reception and Post Room services to fall under the remit of an out sourced service partner. These services include front line reception, call handling and security services alongside postal room services and management back of house.

Grounds Maintenance

From litter-picking and mowing lawns to complex agricultural works and tree work, an outsourced solution can manage and maintain external environments in line with business led specifications. Works often also include Winter Work including tree pollarding, winter gritting and snow clearance.

Helpdesk Services

Helpdesks provide a one point of contact solution which often forms part of the Facility Management service provision. Issues in buildings do occur and some of which require urgent support and more than just Planned Maintenance. Some of these issue may stop the smooth running of an organisation. Many of these issues can be managed, recorded and dealt with by a helpdesk of staff that are able to be contacted by phone, email or via a CAFM system (Computer Aided Facility Management). The helpdesk is responsible for prioritising issues but may also be used for other tasks such as booking out meetings rooms, planning in services and logging complaints.

Business continuity planning

Organisations and businesses should have continuity plans in the event of a fire, terrorist attack or major failure so that the business can recover quickly. Businesses and organisations should have an immediate business recovery plan for their workplace. It is normally the role of the FM to locate an appropiate workplace for the users and to arrange the business move as necessary in the event of an emergency.

Space management and change management

As businesses grow, develop and change it is often the office organisational structure and layout that are subject to change. The FM Manager will likely be responsible for the work-space move and these moves are normally planned using a CAD based CAFM (Computer Aided FM) system. Each office or personnel change may have consequences and the Facilities Management team should be aware both of the needs of the business alongside the compliance with statutory requirements related to office layouts which include:

  • the minimum (m2) amount of space to be provided per staff member
  • fire safety arrangements and training
  • lighting levels (Lux Levels)
  • signage and Way Finding
  • ventilation & A/C
  • temperature control and monitoring
  • welfare facilities including consideration for catering and vending

 

Selecting a Facilities Management Company (Total Facility Management Company)

2200

Est. No. of Facilities Management Companies UK

£110bn

Est. UK Spend (£) in FM Market

+2.76%

Expected 2018 BPO Growth on 2017 estimates

'Unknown'

The Brexit Effect on Facilities Management

A typical selection process set of rules for selecting a Facilities Management Companies in the UK:

  • Size of the Provider – it is important to understand that the provider is small enough to care and large enough to cope
  • Geography – is the provider operational in the areas in which your critical assets are based
  • People – on an operational level do the people on both sides connect to form a strong relationship
  • Stability – is the FM Partner financially stable and has the business been growing over recent years
  • Technology – is the FM Provider investing in Smart technologies and data driven solutions
  • Trust – can you trust your selected company to ensure that the best interests of your business are maintained
  • Commitment – are the outsourced partner committed to your business goals and do they understand your business
  • Reliance – is the outsourced partner reliant on external factors such as Brexit in order to deliver the services

 

Outsource your Total Facilities Management to B38 Group

B38 Group are known for delivering Total Facility Management (TFM) services. These complete services allow our clients to build relationships with a single point of contact within our offices. Each of our valued clients are assigned an individual account coordinator. These coordinators reduce the amount of time spent sourcing and chasing contractors and act like a personal assistant to our client representatives.

When clients choose our services via a maintenance contract they know that they are accessing expert knowledge, advanced equipment and processes in addition to a reduction of costs and a more streamlined facilities management process.

From the logging of facilities management calls via phone or online CAFM portal, through to the simple invoicing system, clients significantly reduce their time commitments to internal facilities management.

TFM Services (Total Facility Management Services)

Total Facilities Management contracts may include:

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