The International Facility Management Association (IFMA) defines Facility Management as “a profession with multiple disciplines to ensure the functionality of the built environment through the integration of People, Place, Process, and Technology.”
Proper Facility Maintenance ensures that all areas, systems, and structures in or around a facility function optimally in order to ensure maximum efficiency and safety.
Maintenance work can be reactive and unplanned, or preventive and scheduled. Painting the interior and exterior of a building, or cleaning and replacing the HVAC machine filters in a building monthly to ensure they are running at peak efficiency, are examples of such actions.
Basically, If a maintenance action has an impact on a facility’s appearance, operation, or performance, it falls within the wheelhouse of Facilities Maintenance.
Facilities Managers are typically responsible for the safety maintenance, and repairs of the buildings. This protects employees and their assets, prevents unauthorized access, and ensures that the building complies with legal requirements. Without regular Facility Maintenance, a Facility’s condition and assets are more likely to decline and break down without warning.
Why Is Office Facilities Maintenance So Important?
Facility Managers are responsible for managing the entire site, assessing its condition, determining if repairs are needed, and ensuring the equipment and machinery are optimized. In addition, they are in charge of waste disposal and management. Many employees take the cleanliness of their workplace for granted, but without a Facility Manager organizing the process, hygiene standards may go down.
Now let us take a look at how your business can benefit from proper Offices Facilities Maintenance;
Increases the Lifecycle of Assets
Increases Efficiency
Proper Offices Facility Maintenance increases the efficiency of the business process by many folds. Employees will know where things are kept without wasting time or cost looking for materials, which improves day-to-day operations, and ensures that all equipment and technology are in good working condition.
Cost-Cutting & Time Management
Improves Environment, Health & Safety (EHS)
Ensures Full Compliance
Improves Employee Morale
Increases the Occupants Satisfaction
- Risk management for facilities & employees
- Promotion of sustainable tactics for long-term cost management.
- Enables budget compliance
- Mitigating environmental impact
- Leveraging Technological Solutions
- Manage Inventory & Space effectively
- Reduce/overcome the effects of natural disasters
- Guaranteed Security
- Building a Communication Infrastructure
Things That Should Be In Your Office Maintenance Checklist
Facility Managers who adhere to checklists find that their assets and equipment have longer lifespans and that their team responds to less reactive maintenance requests.
Building Repair & Maintenance
- Roofing repairs
- Recovering from a power surge
- Repairing a broken asset or equipment item
- Repairing a broken asset or equipment item
- Replacing a worn belt on a piece of machinery
- Fixing a broken garbage disposal
Perform Inspections & Preventive Maintenance
- HVAC inspections every 6 months
- Replacing filters as needed for optimal indoor air quality
- Testing performance of machines outside of regular operating hours
- Inspecting roofs
- Power washing
- Changing fluids in machinery
- Changing the oil in vehicles
- Fire alarm inspection
Cleaning / Janitorial Services
- Vacuuming and mopping floors
- Cleaning windows and doors
- Removing trash
- Wiping down surfaces
- Power washing
- Cleaning up after accidents
- Waxing floors
- Cleaning hard-to-reach areas
- Cleaning up after repairs
- Carpet cleaning
Hiring A Professional To Handle The Facility Condition Assessments (FCA)
- Maintenance Projects
- Security Services
- Real Estate Maintenance
- Quality Control
- IT and networking
- Support Services
Do You Have An Organizational Function that Integrates People, Place & Process?
COVID-19 has further proven how essential Office Facility Maintenance is. You need to be dynamic and flexible enough to install home offices remotely. Not only this, but to set up workspaces that promote healthier lifestyles or give enough space to distance from one another safely.
You need to understand your organization’s sustainability requirements and environmental impact and find solutions to overcome them.
The necessity to be greener, safer, and more cost-effective trickles straight down to Facilities Management. It is the responsibility of the Facility Manager to ensure that they are being planned, executed, optimized, and measured accurately. Your ability to be agile and show your value will help bridge the gap between Operations, Finance, and Facilities.
Software solutions that make Office Facilities Maintenance simpler, better, and faster
Facility Managers can make use of new software solutions that help to automate and streamline critical workflows. Cloud-Based Software, for example, increases efficiency by centralizing data, making it easier to work with and leverage into actionable business intelligence.
With a Field Service Management software like i4T Global, you gain access to an all-in-one system that ensures that your team stays on the same page. It offers the ability to create checklists, customize reports and track employees in the field. i4T Global allows you to gain more power over the daily operations in your business and access budgeting and job statuses to keep you on track.
i4T Global Software is a Cloud-Based Web & Mobile Application. It allows Facility Managers to create and manage maintenance and repair schedules and organize other facilities management functions. All this while assisting the employees to save time and cost by providing instant access to details of facilities, operations, and emergency procedures.
Here at i4T Global, we provide a complete solution for all your Facilities Management needs. Our team is well trained, our innovative methods, processes & technology are up-to-date, and our expertise ensures that you get a service that offers a good value for your money and meets all required standards. To learn more, get started with a trial or get in touch today to know how we can drive up efficiency and productivity in Facilities Maintenance.
Bottom Line
Office Facilities Maintenance is one aspect of Facility Management, mainly focusing on the inspection and maintenance of assets, utilities, and the building as a whole. Facility Managers can engage and successfully implement Facility Maintenance tasks through strategic planning, management of daily operations, building walkthroughs, and audits of equipment or processes.
Keeping track of maintenance work in an Excel Spreadsheet takes a lot of time and is a frustrating process. Facility Managers can take advantage of new software solutions that help automate and streamline critical workflows. i4T Global Software, for example, increases efficiency by centralizing data, making it easier to work with and leverage into actionable business intelligence.
Key Takeaways
- Facilities Condition Assessment – New Checklist for 2022
- IoT in Facilities Management
Hot off the press!
With our cutting-edge technology and in-depth knowledge of how the Field Service Management sector operates, the i4TGlobal Team loves to share industry insights to help streamline your business processes and generate new leads. We are driven by innovation and are passionate about delivering solutions that are transparent, compliant, efficient and safe for all stakeholders and across all touch points.
