3 Steps to Scaling Your Facilities Management Program to Reduce Costs

Facility managers remain under constant pressure to lower operating costs and improve use of the budget. Unfortunately, scaling your facilities management program is not a clear-cut process. Different paths exist, and failure to consider how each program may scale as the company grows will inevitably lead to higher facilities spend. As a result, facilities managers should follow these three simple steps to maximize the value of the management program and keep the maintenance budget under control.

  1. Track Asset Performance Data

The first step to scaling your facilities management program is to begin collecting and analyzing asset performance data. Asset performance data includes various factors that reflect the total cost of ownership (TCO) of the asset and its overall performance. For example, energy use by a given asset, such as a rooftop HVAC unit, can help the facility manager understand the condition of the unit, when it may need to be replaced, what types of maintenance are more likely to keep its TCO in check, and which units are due for replacement. Only by tracking this compendium of data can facility managers maintain control over the budget while scaling your facilities management program.

  1. Utilize a Computerized Maintenance Management System to Track Work Orders

Another opportunity in scaling your facilities management program is the use of a cloud-based computerized maintenance management system (CMMS) to track work orders, maintenance, and asset expenses. As reported by John Rimer of FacilitiesNet, “a robust, easy-to-use maintenance management system that grows with the facility program is a necessity for any facility department. Experience across hundreds of facility organizations has shown that, without a maintenance management system, the facility team will be relegated to perpetual reactive firefighting, always begging for more resources and funding. If a facility manager is supposed to manage the business of facilities, then it is imperative to have business management software.” 

The cloud-based CMMS further improves the ability of facility managers to handle multi-site portfolios and keep an eye on total spend. Remember that major inefficiencies arise when facility managers cannot see the full scope of the facilities maintenance program. As a result, minor issues may go overlooked and left to add to facilities spend. In fact, failure to recognize issues and address them in a timely manner effectively leads to deferred maintenance costs, which are exponentially greater than making an original repair at the time of the issue occurring. 

  1. Outsource Preventive Maintenance to a Nationwide Company With Pre-Vetted Field Service Vendors, Experience, & More

Outsourcing has attracted the attention of facility managers around the globe for its ability to help with scaling your facilities management program while keeping facilities spend under control. Outsourcing gives your company access to a nationwide list of resources, including pre-vetted field service vendors, software and technology to help manage your assets by exception, creation of a repair-or-replacement playbook, and a third-party view of what your facility needs to succeed. Since outsourced providers are focused on adding value to your brand, to maintain their own profitability, your total facilities costs are more likely to remain lower than attempting to handle all needs in-house.

Continue Scaling Your Facilities Management Program With a Cost-Effective Partner

The biggest insights for scaling your facilities management program share a common thread. Working with an outsourced provider can allow an organization to effectively take all three steps without advanced facilities knowledge and experience. This is an essential capability for meeting the rising demands of facilities management, delivering on superior building occupant expectations, and avoiding unexpected surprises.

J Glasglow, MCR

J Glasglow, MCR

As Senior Vice President of Solutions Development for Cushman & Wakefield Global Occupier Services, J Glasgow partners with corporate occupiers of real estate to develop integrated real estate, facility, project and operational management programs designed to improve processes, manage risk while significantly reducing total cost of occupancy. J’s background includes more than 20 years of experience in diverse commercial and corporate real estate disciplines such as, account leadership, and management, facility and operational planning, project management and strategic portfolio optimization. J has advised global clients from a broad range of market sectors encompassing financial, insurance, healthcare, bio-science, engineering, and consumer goods companies that encompass, office, industrial and manufacturing portfolios. With a diverse background in corporate real estate planning, facility management and project management, J has leveraged savings for his clients of over $313 million dollars while aligning with their overall business strategy and mission.