QSI Facilities Blog

Creating Facilities Management KPIs

Posted by QSI Facilities on September 08 , 2017

Facilities management has grown accustomed to the use of key performance indicators (KPIs) to oversee operations. Unfortunately, more facilities managers are starting to suffer from immense data fatigue, and having too many KPIs is just as bad as not having any. To ensure your facility tracks quality metrics, follow these steps in creating effective facilities management KPIs.

1. Effective Facilities Management KPIs Should Start With Pain Points. 

Before you can define your facilities management KPIs, you need to look at what your pain points are within your organization. Is equipment routinely breaking down, or is your team simply for getting to perform routine maintenance? Create a list of all pain points within your organization, and then determine which pain points fall within the same scope of work.

2. Percent Reactive Maintenance Should Always Be a Core KPI.

The percent reactive maintenance KPI should always be present. This is a measure of the amount of reactive maintenance against all maintenance costs. This KPI is calculated by dividing your reactive maintenance costs by your total maintenance costs. As the value approaches zero, it alludes to stronger facilities management practices that avoid reactive maintenance.

3. Use KPIs to Track Performance of Systems and Third-Party Service Providers.

Your list of effective KPI should also track the performance of all systems and third-party service providers used. However, do not get bogged down in the individual details of performance with these entities. Create an overarching performance KPI that reflects the outside entities responsiveness. This KPI is calculated by dividing the number of unanswered service calls by the total number of service calls.

4. Keep the List of KPIs as Simple as Possible.

Your list of KPI should be kept as simple as possible. In facilities management, less truly is more.

5. Automate alerts and generation of KPIs.

Systems, creating KPI should also run automatically, and any deviation from predefined ranges should trigger automated alerts. This will help reduce the amount of time spent staring at a computer screen by your facility management professionals.

6. Separate Corporate, Strategic and Functional KPIs.

There should also be various levels of KPIs for your organization, including corporate, strategic and functional KPIs. The director of facilities management should oversee corporate KPIs, strategic KPI should be given to stakeholders, and functional KPI should be used by individual members of your facilities management team.

7. Track Satisfaction of Facilities Management Services.

Consumer satisfaction is the cornerstone of all facilities management services, and as a result, you need to track the number of complaints and or feedback from your customers.

8. Revise KPIs as Necessary.

The last step to creating effective facilities management KPIs is simple; revise the list of essential KPIs as necessary. Remember, it may take several weeks to gain a full view into a KPIs insights, so try to limit revising KPIs to once per month, if not less often.

Start Working on Creating Robust, Strong Facilities Management KPIs Today.

Determining facilities management KPIs must not be a last-minute decision. The right KPIs can build your business and brand, yet, tracking the wrong metrics can lead to tangents in decision-making and chasing unrealistic goals. By taking these steps, you can ensure your facilities management KPIs will help your brand reach its highest potential. If you have a desire to get more data & establish stronger facilities management KPIs, contact QSI Facilities to learn more.