0. IFMA: Facility Management 101:

IFMA is the International Facility Management Association. We are not affiliated in any way with IFMA, but we highly endorse them and recommend that every FM becomes a member of their local chapter.

The Mission of SMIfacilities: “Maintaining and Sustaining Irresistible Environments that Inspire People to Follow Jesus”

Safety and Security is always top priority for any Professional Facility Manager, Maintenance Worker, or Facilities Representative/ Property Manager. Keeping Safety and Security consistently at the top of the list is always the best practice for ensuring safety of personnel, safety of equipment, and protecting the organization from the higher ticket costs of potential litigation, insurance claims, and in worst case scenario- loss of life.

Safety-
- Review and Edit as needed the Organizations Standard Operating Procedures (SOP’s) .
- Review and Edit as needed the Scope of Work (SOW) or Contracts drawn between the Organization and all third party partners, vendors, and contractors.
- Ensure all Life Safety Protocols are up to date and in tandem with desires from AHJ (Authority Having Jurisdiction).
Security-
- Inspect and Update Video Surveillance as needed.
- Inspect and Update Burglar Alarm System as needed.
- Inspect and Maintain Fire Safety Systems as needed.
- Analyze ADA associated fixtures and/or additions (elevators, lifts, ramps, thresholds and doorways… etc).

3. Fire Safety Systems- working alongside local AHJ’s and Fire Marshal recommendations.

A PLACE TO START…

1. Project Management

Objective: Improve knowledge and skills related to planning, executing, and overseeing projects within facility management.

Key Areas of Focus:

Project Life Cycle: Understand initiation, planning, execution, monitoring, controlling, and closing phases of a project.
Scope Management: Clearly define what is and isn’t included in the project to avoid scope creep.
Scheduling: Utilize project scheduling tools like Gantt charts and Critical Path Method (CPM) to manage timelines.
Resource Allocation: Optimize the use of human resources, materials, and equipment.
Budgeting: Create and manage project budgets effectively, including cost estimation, monitoring, and adjustments.
Risk Management: Identify, assess, and mitigate risks that can affect project outcomes.
Stakeholder Management: Engage and manage stakeholder expectations and communication throughout the project.
Contract Management: Understand procurement, negotiation, and contract administration.
Change Management: Be prepared to manage project changes in scope, resources, or schedule.

Steps to Improve:

Study project management principles and enroll in Project Management Professional (PMP) courses.
Practice managing small-scale projects to apply learned techniques.

2. Risk Management

Objective: Enhance the ability to identify, assess, and mitigate risks in facility management.

Key Areas of Focus:

Risk Identification: Use frameworks to identify financial, operational, environmental, and security risks.
Risk Assessment: Quantify the likelihood and impact of risks through formal assessment methods.
Risk Mitigation: Develop plans to mitigate risks using strategies like risk avoidance, reduction, and transfer.
Emergency Preparedness: Create plans to prepare for natural disasters, fires, or operational failures.
Business Continuity: Ensure the organization can operate during and after a disaster.
Crisis Management: Develop and implement crisis response plans to mitigate and recover from critical situations.
Regulatory Compliance: Understand and ensure compliance with legal and safety regulations.
Insurance and Liability: Evaluate the role of insurance in covering various risk scenarios.

Steps to Improve:

Learn about risk assessment methodologies.
Review real-world case studies to understand how risk management was applied.

3. Sustainability

Objective: Increase competency in implementing sustainable practices within facility management.

Key Areas of Focus:

Energy Efficiency: Optimize HVAC systems, lighting, and building envelopes to reduce energy consumption.
Water Conservation: Implement water-saving technologies like low-flow fixtures or water reuse systems.
Waste Management: Establish recycling programs and manage waste streams sustainably.
Green Building Standards: Understand certifications like LEED and ISO 14001, and aim for certification where applicable.
Sustainable Procurement: Source materials and supplies from environmentally responsible suppliers.
Indoor Environmental Quality (IEQ): Enhance indoor air quality, lighting, acoustics, and overall comfort for occupants.
Carbon Footprint Reduction: Measure and aim to reduce the facility’s carbon emissions.
Renewable Energy Integration: Explore the use of solar, wind, or geothermal energy sources.

Steps to Improve:

Study green building certifications like LEED.
Implement small-scale sustainability initiatives and track results to showcase improvements.

4. Real Estate and Property Management

Objective: Improve knowledge of real estate principles, leasing, and property management.

Key Areas of Focus:

Leasing and Lease Management: Develop a strong understanding of lease terms, tenant relations, and renewal strategies.
Real Estate Market Analysis: Conduct market research to understand property values, market conditions, and investment potential.
Acquisition and Disposal: Know the legal and procedural aspects of acquiring and disposing of properties.
Property Valuation: Understand property valuation methods and their impact on facility investments.
Zoning and Land Use: Stay informed about zoning regulations and their implications on facility management.
Real Estate Investment Analysis: Learn to calculate return on investment (ROI) for real estate projects.
Tenant and Landlord Relations: Build effective communication and negotiation skills to manage relationships.

Steps to Improve:

Engage with real estate professionals to gain practical insights.
Study financial models related to real estate and ROI.

5. Finance and Business

Objective: Strengthen financial acumen and business management skills specific to facility management.

Key Areas of Focus:

Financial Statements: Understand key financial documents like balance sheets and income statements.
Budgeting and Cost Control: Be adept at creating, managing, and justifying budgets.
Financial Analysis: Use tools like ROI analysis, break-even analysis, and cost-benefit analysis to inform decisions.
Capital Planning: Prioritize long-term capital expenditures for facility upkeep and upgrades.
Procurement Management: Understand contract negotiations, procurement processes, and supplier management.
Performance Metrics: Track key performance indicators (KPIs) that impact financial outcomes.

Steps to Improve:

Brush up on financial statements and budgeting tools.
Practice preparing financial proposals for facility projects.

6. Technology and Facility Information Management

Objective: Leverage technology solutions to optimize facility management processes.

Key Areas of Focus:

Computer-Aided Facility Management (CAFM): Implement or improve CAFM systems for work orders, asset management, and space planning.
Building Information Modeling (BIM): Use BIM to track building components and improve maintenance planning.
Energy Management Systems: Use technology to monitor and control energy consumption in real-time.
IoT in Facility Management: Explore how Internet of Things (IoT) devices can be used for real-time monitoring and automation.
Data Analytics: Use data to inform decision-making and optimize facility performance.

Steps to Improve:

Learn about CAFM and BIM systems.
Explore technology trends in facility management, such as IoT and energy management systems.

7. Leadership and Strategy

Objective: Continue to build leadership and strategic planning abilities in facility management.

Key Areas of Focus:

Strategic Planning: Align facility goals with the broader organizational strategy.
Change Management: Lead and manage change initiatives effectively.
People Management: Develop strong leadership skills to manage facility teams and foster collaboration.
Visionary Leadership: Be proactive in guiding the facility’s long-term growth and development.

8. Occupancy and Human Factors

Objective: Improve the occupant experience by ensuring comfort, safety, and productivity.

Key Areas of Focus:

Space Planning: Optimize space usage to meet the needs of occupants.
Well-being and Ergonomics: Ensure that the workplace supports the physical and mental well-being of occupants.
Health and Safety: Maintain high standards of health and safety in all aspects of facility operations.

9. Operations and Maintenance

Objective: Manage day-to-day facility operations and upkeep efficiently.

Key Areas of Focus:

Preventive Maintenance: Schedule and perform regular maintenance to prevent equipment failure.
Work Order Management: Implement systems for tracking, scheduling, and completing maintenance tasks.
Vendor Management: Oversee vendor contracts and ensure quality service delivery.

10. Emergency Preparedness and Business Continuity

Objective: Ensure that facilities are prepared for emergencies and can maintain operations during disruptions.

Key Areas of Focus:

Emergency Planning: Develop and test emergency response plans, including evacuation procedures.
Crisis Management: Be equipped to lead during crises, ensuring safety and continuity.
Disaster Recovery: Ensure rapid recovery of facility systems after a disaster.

11. Performance and Quality

Objective: Ensure that facility management processes meet high standards of performance and quality.

Key Areas of Focus:

Customer Satisfaction: Ensure that occupants are satisfied with the facility services provided.

Performance Metrics: Measure the performance of facility services using key performance indicators (KPIs).

Continuous Improvement: Apply techniques like Lean or Six Sigma to improve processes.

As Always, God Bless,

James Arthur Ferguson

**SMIfacilities is not affiliated with IFMA, but highly endorse every FM to participate in their local chapter!