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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.
In 2009, the Global Job Task Analysis defined the core competence of facilities management companies which is comprehensive and up to date. They include:
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.
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.
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.
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.
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:
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
Excellent facilities management can and should:
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:
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.
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.
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.
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)
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 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.
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.
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.
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.
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.
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:
Est. No. of Facilities Management Companies UK
Est. UK Spend (£) in FM Market
Expected 2018 BPO Growth on 2017 estimates
The Brexit Effect on Facilities Management
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.
Total Facilities Management contracts may include: