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The 4 Pillars Of Effective Facilities Management
Facility Management

The 4 Pillars Of Effective Facilities Management

The management of facilities plays the most crucial role in the operation, growth, and upkeep of a company or corporation in retail.

Nethra Ramani Author
April 27, 2023

The management of facilities plays the most crucial role in the operation, growth, and upkeep of a company or corporation in retail. It is essential for facility managers to be proficient in technology given the constant rise in automation and its use in many aspects of the business. It becomes extremely important for facilities managers to adapt to the advancements and modernization of technologies in such a dynamic and ever-changing work environment. It is crucial to break down the larger picture into smaller parts in order to fully comprehend the duties performed by a facility manager, such as who a facility manager is, what their responsibilities are, and how their work affects a company's performance. Let's take a thorough look at the four main pillars of facilities management.

Supporting People

Creating a welcoming and supportive work environment for employees and tenants is a facility manager's top priority. It helps attract top talent, improves employee morale and productivity.  

A facility manager is accountable for helping the staff with a range of tasks, including:

  • Making choices under urgent circumstances
  • Maintaining an employee directory
  • distributing the work fairly among the employees
  • Proving proper training and development and utilising Standard Operating Procedures (SOP).
  • Outlining the organisation's long-term objectives

In order to achieve significant expansion of the organisation, it is necessary to ensure that the output of the employees is produced in a balanced manner between cost and effectiveness and take utmost care about the safety of the employees.

Creating Effective Work Processes

As facility managers aid in boosting productivity and generating substantial sums of revenue for firms across different industries, demand for their services is steadily rising. Implementing procedures and techniques that consistently produce profitable outcomes for the business is a key component of workplace efficiency. Creating an order through the establishment of processes allows for the creation of expectations, which in turn inspires employees to meet the expectations in the form of organisational goals.

To track and manage the maintenance costs in the retail sector, facility managers need to be proficient with facilities management systems. The availability of thorough information enables speedy decision-making and aids in the automation of operations like scheduling preventative maintenance, allocating and monitoring work orders, and keeping track of expenditures. A facility manager's main responsibilities are to maintain control over potential emergency regions and create a repeatable objective framework that can be used in the event that similar circumstances arise in the future. This can be accomplished through standard operating procedures (SOP).

Knowing SOP, a document that directs a retail store's daily operations and guarantees that such activities are carried out smoothly, efficiently, and in accordance with the standards of quality, is crucial for facility managers. It's not easy to run multi-store retail business stores, but with the use of the proper tools, personnel, and procedures, it becomes comparatively simpler to manage such businesses effectively.

Regardless of the industry you are in, it is essential to create a well-defined SOP that explains to staff how to perform their duties while being safe, compliant with regulations, and regularly completing jobs. Let's look at some of the measures that may be taken to organise your thoughts and create the best plan for standardising the process.

  • SOPs with predefined goals: The final goal, as with producing a document outlining the process for closing the restaurant each night, is to secure the structure until the preparation staff arrives the following morning.
  • Easy-to-understand formats: If the procedure to be followed entails a large number of steps, a numbered or bulleted list could be developed as the hierarchy step format. Flowcharts can also be used to outline and guide processes with multiple possible outcomes.
  • Know your team members: Determining your team’s prior understanding of the processes and organisation is essential. Using visuals rather than words is preferable if the audience does not speak the native tongue. If they are recently hired staff, the SOP needs to be thorough and training-focused.
  • Review, Test, Edit, and Repeat: The final stage includes the tasks of reviewing, testing, editing, and repeating. The draft of the SOP is sent to the team member for review, tested regarding whether it is allowed to achieve the desired outcomes, and other members to ensure that the language is clear, followed by relevant edits.

Some of the processes that can be developed by a facility manager include work order requests, accounting for customers, establishing emergency response standards, space reservations, checking on visitors and guests, portering administration, stock management,mailing procedures, etc. Take the pantry checklist by Pazo, a practical tool for keeping track of the products in the pantry that helps prevent needless items and keeps only important items on hand, as an example to better comprehend this feature.

Facilities management is placing more and more emphasis on supply chain management, a key component of the supply chain and management industries. With the help of contemporary IT solutions, innovation in logistics could be realised, and these changes might be seen in the following ways:

  • Continuous attention to the work of the team working on the adopted best practises and shared values
  • Constant audit over the quality of activities, and improvement in the innovation being carried out by the team
  • Consistently doing research and development efforts to find new and improved methods for implementing logistics
  • Improving customer satisfaction with hard work and integrity
  • Eradicating unwelcome and outmoded attitudes, behaviours, and impediments related to developments in the field of logistics operations.

Integrating technology with the company's needs

It is vital for facilities managers to be knowledgeable about the newest technological advancements and adopt them in the workplace to increase productivity in this highly technological age. Facilities managers now have the freedom to continuously check in on the desired location of their working environment, which could be an office or a farm, using mobile devices or tablets.

It is essential to quickly adapt to evolving technology if you want to advance in the field of facility management.

Additionally, employing the best facility management software allows for the collection and analysis of data from networked technology, allowing for the making of decisions that will boost employee and organisational productivity and efficiency.

Maintenance and Upgrading of facilities

Facilities managers additionally deal with cleaning and decorating the workplace, maintaining vendor contracts, forming partnerships, future planning, and asset management, in addition to fixing, maintaining, and improving the physical structure of the building. In order to control costs and guarantee that no space is over or underutilised, they also have the duty to efficiently optimise the office building.

A successful facilities manager must execute a number of essential tasks, such as

  • Making sure that assets are maintained routinely to prevent breakdowns and lengthen their lives.
  • Quicker detection of an asset's flaw to prevent additional expenditures
  • Immediate detection of spills, blockages, and accidents to safeguard the well-being and safety of workers and create a secure working environment

Putting it all together

The overall scope of the work performed by facilities management includes inspecting the facilities and making the workplace as comfortable as feasible for the personnel in order to increase their effectiveness in the work being performed. The precise functions are likely to be moulded by the sort of organisation where they are being performed, be it a hospital, hotel, or factory, despite the universal nature of the work being performed and its applicability to the working environment.

Operations can be further optimised using performance data to obtain information such as when and how many employees are in the office. This allows it to capture and analyse data that was previously tracked manually, which can help in reducing cost and generate new revenue streams.

If you're looking for a user-friendly and efficient way to manage your building, consider trying out Pazo today!

Nethra Ramani Author

Sales feeds me; networking helps me thrive! I'm an enthusiastic and cheerful business development strategist, who helps both sides of the table take away the fruits of a solution. Pazo helps with retail task execution, retail in-store operations, mall operations, facility management and much more.. We cater to ALL THINGS OPERATIONS! If your business card says Operations, Pazo is the right place for you! Let's connect! Operational Excellence enthusiast | Building a digital ecosystem for enterprise workflow. Nethra is the business development strategist at Pazo.

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