The lists of leaders in facilities and maintenance are constantly growing, making it harder to remember what needs to be done when. A facility maintenance checklist, which outlines the frequency of inspections required for each area of your facilities management, assists teams in staying on top of the numerous chores on their plates.
Leaders who follow checklists find that their staff responds to fewer reactive maintenance requests and that their assets and equipment last longer.
In fact, 45.1% of all facility managers want to improve efficiency.
From lift maintenance services to waste management, we’ve got you covered. As a seasoned facility manager, you know that a smooth operation depends on meticulous planning and attention to detail. Let’s dive into the essential elements that make up a top-notch facility management strategy.
Why do Facility Managers Need a Checklist?
In facilities management, where precision is paramount and oversight is not an option, checklists serve as indispensable assets. But why exactly do facilities managers swear by these methodical lists? Let’s delve into the reasons behind their reliance on this essential tool.
Operational Efficiency
At its core, facilities management is about maintaining the seamless operation of the built environment. A meticulously designed checklist acts as a compass, guiding facility managers through their myriad responsibilities. By systematically addressing checklist items, managers uphold operational excellence, reducing downtime and averting potential risks.
Compliance Adherence
Navigating the complex regulatory landscape governing facilities management requires vigilance. A comprehensive checklist ensures compliance with health and safety regulations, environmental standards, and industry protocols. By meticulously adhering to these guidelines, managers mitigate legal risks and maintain organisational integrity.
Risk Mitigation
From equipment breakdowns to emergency situations, facilities management is rife with potential hazards. Checklists serve as proactive risk management tools, identifying vulnerabilities and implementing preventive health and safety measures. By conducting routine inspections and addressing safety concerns, managers minimise risks and safeguard occupants.
Resource Allocation
In an era of fiscal restraint, optimising resources is imperative. A well-structured checklist facilitates efficient resource allocation, ensuring that time, manpower, and finances are utilised judiciously. By prioritising tasks and aligning resources accordingly, managers maximise productivity in their facilities management department and minimise waste.
14 Office Facilities Management Ideas Checklist
The key to success lies in proactive planning, continuous improvement, and a relentless commitment to excellence, here’s what should be included in an office facilities management checklist:
1. Lift Maintenance
Let’s kick things off with a crucial component of any office building – the lifts. Ensuring the smooth operation of lifts isn’t just about convenience; it’s a safety imperative. Regular lift maintenance checks are paramount to prevent downtime and mitigate potential hazards. Keep a keen eye on lift mechanics, electrical systems, and safety features to uphold optimal functionality.
Read more: Here’s How To Fix Elevators When They’re Faulty
2. LOLER Inspections
Speaking of safety, LOLER (Lifting Operations and Lifting Equipment Regulations) inspections are non-negotiable. These thorough examinations ensure that lifting equipment – including lifts, cranes, and hoists – is fit for purpose and operates safely.
Engage certified professionals to conduct LOLER inspections at regular intervals, adhering to legal requirements and safeguarding your workforce.
3. Building Maintenance
Next up, building maintenance. A stitch in time saves nine, and proactive building maintenance is the cornerstone of a well-preserved workspace. From HVAC systems to plumbing and electrical infrastructure, a comprehensive maintenance schedule keeps your building in top-notch condition, minimising disruptions and maximising longevity.
4. Space Management
Efficient space utilisation is the name of the game in modern office environments. Embrace the art of space management to optimise your workspace layout, fostering collaboration, productivity, and wellbeing. Leverage integrated workplace management systems (IWMS) to gain insights into space usage patterns, empowering informed decision-making and resource allocation.
5. Waste Management
Sustainable practices are no longer a mere buzzword; they’re a business imperative. Take charge of waste management within your facilities management remit, implementing recycling initiatives, reducing single-use plastics, and advocating for eco-friendly practices.
Not only does responsible waste management contribute to environmental stewardship, but it also reduces operational costs and enhances corporate reputation for your facilities management departments.
6. Energy Consumption Costs
Energy efficiency is a win-win proposition – it reduces carbon footprint while trimming operational expenses. Conduct energy audits to identify areas of inefficiency and implement targeted measures to curb energy consumption costs. From installing energy-efficient lifts to leveraging smart building technologies, proactive energy management pays dividends in the long run.
7. Equipment Maintenance
Internal equipment and building automation systems are the key subjects of an equipment maintenance checklist. Using an equipment checklist, your maintenance staff would examine items like your security system, all of your lifts, plumbing and system control units.
About 44% of unexpected downtime is caused by old equipment.
8. Safety Protocols
A safety procedure checklist concentrates on important facility safeguards, which helps to maintain and increase safety. A typical safety checklist might verify that the fire extinguishers are in good working order, that the security system is functioning properly, that emergency evacuation route signs are in place, and that exits are clear of obstructions.
9. Outdoor Management Services
The external components of a facility are the main emphasis of an outdoor facility management checklist. A safety checklist for outside areas lists things like possible tripping hazards on car parks and footpaths.
It ensures that ramps are stable and accessible, and that disabled parking spaces are properly labelled. Landscaping and lawn maintenance are examples of aesthetic features that might have their own checklist or be included in the same inspection checklist.
10. Leadership Skills
As a facilities manager, leadership skills are your secret weapon. Cultivate a leadership style that fosters collaboration, innovation, and accountability within your facilities management team. Lead by example, championing best practices and nurturing a culture of continuous improvement.
11. Facilities Management Technology
Embrace the power of technology to streamline facilities management processes and amplify efficiency. From an integrated workplace management system to predictive maintenance tools, facilities management technology empowers you to stay ahead of the curve. Leverage data analytics to glean actionable insights, enabling proactive decision-making and resource allocation.
12. Certified Facilities Managers
Investing in professional development is a testament to your commitment to excellence. Pursue certifications such as Certified Facilities Manager (CFM) to enhance your credentials and deepen your expertise. Accredited certifications not only validate your proficiency but also open doors to new opportunities and career advancement.
13. Computer Aided Facilities Management
Data analytics and reporting can be effectively used by tools and technology to stay current and assist in anticipating maintenance and replacement needs. By connecting equipment to a control centre through Internet of Things (IoT) devices, teams can be informed about the performance and conditions of the equipment in real time.
Anywhere in the facility, staff can examine precise asset information thanks to mobile apps.
14. Collaboration with Office Managers
Last but not least, foster synergistic partnerships with office managers and stakeholders across the organisation. Effective communication and collaboration are the linchpins of successful facilities management. Solicit feedback, align priorities, and forge strategic alliances to deliver value-added services that meet the diverse needs of your stakeholders.
Looking for Expert Lift Maintenance for Your Office Facilities?
In essence, a checklist is more than just a list of tasks – it’s a strategic tool that empowers facility managers to uphold operational excellence, ensure compliance, mitigate risks, optimise resources, foster accountability, and drive continuous improvement!
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Office Facilities Management FAQs
What is facilities management, and why is it important?
Facilities management encompasses the coordination of various aspects of the built environment to ensure functionality, safety, and efficiency. It is crucial for maintaining operational excellence, complying with regulations, and safeguarding the wellbeing of occupants.
How can facilities managers benefit from using checklists?
Checklists provide a structured approach to managing tasks, ensuring nothing falls through the cracks. They promote operational efficiency, facilitate compliance adherence, mitigate risks, optimise resource allocation, foster accountability, and drive continuous improvement.
Why is lift maintenance essential, and how often should it be conducted?
Lift maintenance is crucial for ensuring safe and efficient vertical transportation within buildings. Regular maintenance helps prevent breakdowns, ensures compliance with safety regulations, and extends the lifespan of lift systems. The frequency of maintenance depends on factors such as usage, age of equipment, and manufacturer recommendations, but typically, most lift types should undergo thorough inspections at least once or twice a year.
What are LOLER inspections, and why are they necessary?
LOLER (Lifting Operations and Lifting Equipment Regulations) inspections are statutory examinations conducted on lifting equipment to ensure its safety and compliance with regulatory standards. These inspections are essential for identifying defects, assessing risks, and preventing accidents involving lifting equipment. LOLER inspections should be performed by competent persons at regular intervals, typically annually, or more frequently for high-risk equipment.