Top 5 facility management challenges and how to overcome them

With that in mind, we’ve created a list of the top facility management challenges that the typical manager will face, and we’re offering advice to resolve the problems quickly.

Facility Management Challenges #1: Controlling Costs

Consider this scenario: you’re called into a budget meeting, and you’re asked if there are any ways that you can help the company save some money by reducing your costs. If you don’t have a good handle on your cost control, you might give your boss the impression that you’re not managing your facility efficiently.

One method to control costs is to accurately track your inventory and negotiate prices with your vendors. Inventory could include paper products used in the restrooms to light bulbs used throughout the facility.  This will save money in the long run and show your supervisors that your responsibility is keeping costs down.

Additionally, you can reduce your facility’s costs by conducting an energy audit. Basically, you’ll determine where energy is wasted in your facility and determine how you can reduce the waste. Are lights being left on when there’s no one in the office? Appoint a person to go through the building and turn them off at the end of the day – or make sure your janitorial provider is doing this at the end of their shift. Look at the thermostat— is it located out of direct sunlight and away from drafts? This can affect its performance. Also, consider altering the temperature by a few degrees at the end of the day— this will cut costs on your energy bill.

Facility Management Challenges #2: Extending the Life of Your Resources

If your boiler goes out or your HVAC isn’t working, it’s cause for alarm. Those big-ticket items can put a major dent in your business’s bank account, and if you’re not doing everything you can to prolong their lifespans, you’re partially responsible.

Implement procedures to properly maintain your facility’s resources. Whether it’s scheduling routine HVAC inspections or deep-cleaning your building’s carpets on a regular rotation, it’s important that you protect these big investments to keep them functioning as long as you can.

Facility Management Challenges #3: Doing More with Less

There are big expectations for the appearance of your facility, but you don’t have a budget to match. Instead, you’re expected to work your magic with what you’re given— which isn’t enough. What do you do?

First and foremost, ensure that you’re organized. If you have a handle on what you have to work with, you’ll save yourself time and money. Whether it’s your supplies or your team, it’s important to detail what you’ve got so you can fill in the gaps efficiently.

Maintain a constant flow of communication between you and your team so you’re always aware of what’s needed, which will increase your overall productivity and improve efficiency. You’ll know you’ve got the right people and the right tools for any job.

Facility Management Challenges #4: Keeping Accurate Records

Maintaining accurate records is one of the biggest facility management challenges, and it’s one of the most important aspects of ensuring that you have the data you need when you need it.

Managing a large building means that you’re in charge of a lot of different systems, and if you don’t have reliable data about each and every system, it can lead to expensive and time-consuming problems.

Say, for instance, there isn’t a record of maintenance on the building’s HVAC system. You have no way of knowing when the next service should be scheduled, which can lead to a potential breakdown or to an appointment scheduled prior to the due date, which is a waste of money and time. Or perhaps no one has kept track of the frequency with which the carpets have been cleaned. Replacing carpet is expensive, and if they’re not properly maintained, their lifespan can be significantly shortened.

Create a system to track the service and maintenance work done. Then, you’ll know that everything is being properly maintained and you can track service patterns, which will help you determine when it’s time to make replacements or repairs.

Facility Management Challenges #5: Choosing the Right Vendors

Outsourcing work has long been a fiscally responsible move for facility managers, but how do you know you’ve chosen the best vendor for the work you need? Vendors, particularly janitorial services, play a big part in helping you maintain your facility, ensuring that employees and visitors are in an environment that’s safe, healthy, and attractive.

Here are a few questions to ask a vendor before you bring them on board:

• Does your team have a high turnover rate?
• Do you conduct background checks for your workers?
• What is your training process?
• Do you have experience working in facilities like this?
• Are there routine inspections to ensure work is done properly?
• Is there an established method to communicate with facility managers?
• May I speak to current or past customers?

If a vendor is able to answer these questions in a satisfactory manner, you can probably trust them to complete the work professionally.

One of the best ways to resolve facility management challenges is to bring in a professional and competent vendor to help you carry your load. CSG has been offering facility managers across the country the help they need to increase their profits while staying within budget. Contact us today to learn more about the CSG Difference!