Facility Management

Facility 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 facility management. All activities related to keeping complex operations are encompassed by facility management.

Facility Management Companies manage facilities such as supermarkets, government institutions, revenue-generating institutions, office buildings, retail establishments, auto retail shops, sports complexes, hospitals, hotels, prisons and many more. All these institutions can either be private or public organisations.

facility management

In 2009, the Global Job Task Analysis defined the core competence of facility 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 Facility 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.
  • In areas which are diverse such as fluorescent light procurement, automation, and wiring for new computer networks, facilities management needs to anticipate in future facility needs.
  • 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?

Facilities Management (Facility Management, FM) is an organisational multi-discipline function which can be outsourced to a third party or maintained in house.

The function serves to integrate people, places and processes within a building or work environment with the sole aim of improving the quality of life for people and the productivity of the business in which it operates.
Facilities Management continues to be a fast-growing discipline within the UK service sector.

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

The term Facility Management / FM started to become utilised for cost-cutting initiatives of the 1970s and 1980s where organisations and businesses started to consider the option of outsourcing ‘non-core’ services such as Building Maintenance and Cleaning.

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 soon after that the private sector started to embrace the 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

The British Institute of Facilities Management formally adopted the definition of FM from ISO 41011:2017, Facility management – Vocabulary ratified by the International Standards organisation.

The Role, Scope and Services of Facilities Management

FM encompasses all services that make a workplace meet the needs of employees by managing all of the required service lines.

Excellent facilities management can and should, amongst other things:

  • 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. Organisations that outsource their facilities management services and use specialist facilities management providers may retain some of the whole of their internal property or FM team. In these cases, facilities managers may work for a firm offering all services or one that offers specific services such as catering.

Facilities Managers (FMs) and their outsourced service partners operate across a variety of both critical and non-critical functions. The number one priority of Facilities Management as a service is keeping people alive and safe. It is important to ensure that the Facilities Management function operates strategically. Facilities Managers and teams should help clients, customers and end-users understand the potential impact of the FM decision making process on the provision of space, services, cost and business 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.


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. The work is known as Planned preventative maintenance (PPM)

Building fabric maintenance

Fabric maintenance comprises all preventative, remedial and upgrade works required for the upkeep and improvement of buildings & their components. 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. These tasks are often undertaken out of business hours, but provision may be made during times of occupations for the cleaning of toilets, replenishing consumables (such as toilet rolls, soap) plus litter picking and reactive response. 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. In large organisations it may be that the staff move to another site that has been set up to model the existing operation. The facilities management department would be one of the key players should it be necessary to move the business to a recovery site.

Space allocation and changes

In many organisations, office layouts are subject to frequent changes. Moves are normally planned by the facility management department using a CAFM 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


Outsource your Total Facilities Management to B38 Group

B38 Group deliver Total Facility Management (TFM) often referred to as Business Process Outsourcing (BPO) allowing clients to build a relationship with a single point of contact, their assigned account coordinators, reducing time spent sourcing and chasing contractors. Clients know that B38 Group have the ability and relationships to deliver the facilities management services quickly and cost effectively.

Clients are assured that when B38 Group deliver a Total Facility Management contract, they are accessing expert knowledge, more advanced equipment and processes in addition to reduction of costs and a more streamlined facilities management process.

With a simple administrative 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:

Get In Touch With B38 Group Today