What is Facility Management and how to improve it

What is Facility Management?

Facility Management is a strategic discipline dedicated to the coordinated management of all those services and activities which, although not directly related to a company’s core business, are essential for ensuring an efficient, safe, and productive working environment.

In practical terms, it involves organizing, controlling, and optimizing all the support activities that enable companies to focus solely on their main business operations, delegating the management of secondary but crucial aspects, such as:

• Building maintenance;
• Energy efficiency;
• Facility management;
• Safety;
• Cleaning;
• Utilities management;
• Coordination of reception and cafeteria services.

Therefore, Facility Management is not simply logistical or operational administration but an integrated process aimed at making working environments comfortable, functional, and aligned with the needs of workers and companies. Its distinctive feature lies in the ability to integrate various disciplines such as engineering, architecture, administrative management, and workplace safety, transforming them into strategic resources to enhance productivity and workplace quality.

Facility Managers don’t only manage buildings and material services; they also coordinate and empower human resources, promoting effective daily activity organization and timely responses to emergencies.

This integrated, multidisciplinary, and results-oriented approach allows Facility Management to significantly contribute to reducing operating costs, increasing company efficiency, and achieving environmental and social sustainability goals, increasingly demanded by the market.

Benefits of Facility Management

Facility Management offers numerous advantages to companies implementing it, contributing directly and significantly to the quality, efficiency, and productivity of workplace environments.

One of the main benefits is reduced operational costs: by optimizing space, resources, and service management, companies can significantly lower energy and maintenance expenses, as well as extend the lifespan of buildings and equipment.

Another key benefit is enhanced safety and regulatory compliance. Through meticulous and continuous planning of maintenance and inspection activities, Facility Management ensures strict adherence to workplace safety regulations, preventing incidents, operational risks, and penalties. This reduces organizational stress and better protects employees.

Furthermore, Facility Management fosters the creation of comfortable, stimulating workplaces focused on people’s well-being. Well-maintained, clean, properly lit, and air-conditioned environments positively influence employee motivation, satisfaction, and productivity, simultaneously enhancing engagement and talent attraction.

Main Functions of Facility Management

The primary functions of Facility Management span several areas, each essential for proper facility management and resource optimization. A major area involves preventive and corrective maintenance of buildings and installations, including electrical, plumbing, HVAC, and safety systems. Effective management of these activities minimizes failures, disruptions, and unexpected costs, ensuring high safety and reliability standards.

Another core function is workspace management and planning. This involves organizing and optimizing workstation layouts and communal areas to ensure rational use of space, improve worker comfort, and increase overall productivity. This process includes ergonomic design, compliance with regulations, and constant monitoring of environmental parameters such as lighting, air quality, and temperature.

Also critical is managing and overseeing auxiliary services such as cleaning, concierge, corporate catering, and workplace safety. Facility Managers coordinate external suppliers and internal resources, ensuring contractual compliance and consistently delivering efficient, high-quality service aligned with corporate expectations.

Facility Management also encompasses strategic energy resource management and the implementation of innovative technological solutions to monitor consumption, enhance energy efficiency, and promote environmental sustainability. Adopting integrated IT systems such as CAFM (Computer Aided Facility Management) and CMMS (Computerized Maintenance Management System) allows for tracking interventions, storing asset information, and automating daily tasks, significantly enhancing operational control and decision-making capacity.

Role of the Facility Manager

The Facility Manager is a strategic professional responsible for planning, coordinating, and overseeing all activities related to managing corporate facilities and associated services. Their primary role is to ensure buildings and resources are maintained in optimal, functional, and safe conditions.

Specific responsibilities of Facility Managers include organizing and monitoring routine and extraordinary maintenance activities for buildings and systems, ensuring compliance with current regulations concerning safety, environment, and workplace quality. They manage and negotiate contracts with external suppliers, including cleaning, security, maintenance, and catering services, ensuring high-quality standards and sustainable costs.

The Facility Manager also plays a crucial role in the strategic planning of workspaces, optimizing layouts according to the company’s operational requirements and employee expectations. To achieve this, they collaborate closely with other departments, from administration to human resources, facilitating internal communication and sharing information to improve company processes.

Finally, in the current context of digital transformation, Facility Managers increasingly participate in implementing advanced technologies such as CAFM systems, IoT (Internet of Things), and smart building solutions. Using these innovative technologies, they can monitor facility conditions in real-time, anticipate and prevent failures or inefficiencies, and guide companies towards more efficient choices.

Documented periodic activities

Facility Management requires constant planning, which can lead to a loss of focus on budgeting activities:

• Coordinate repair or maintenance work in a timely manner and guard against customer complaints.
• Meet legal maintenance obligations, which must be met and documented by appropriate means (as also reported in the Consolidated Law on safety in the workplace).

The right move: an it tool for facility management

• Control: the activities are planned by the head office under the supervision of the service manager, who always has a complete view of the interventions and the time spent to conclude them.
• Priority and organization: requests are processed starting from the most urgent, without discretion from the technician or the requesting customer, reducing the costs of extraordinary activities.
• Transparency in relationships: having certain data (collected independently by the information system adopted) is essential to build a relationship of trust with the customer and not be at the mercy of his complaints.
• Staff training and standards: A centralized tool allows you to publish manuals and procedures to hold staff accountable, giving access to ongoing training and providing shared standards (e.g., an electronic reporting procedure).

Characteristics of the chosen instrument

When choosing a Facility Management tool, I recommend that you check out these important features:

• Centralization: the tool must always be usable from the head office, which organizes the activities, plans the interventions on the territory and controls the outcome.
• Easy: Recording tasks easily is a key feature for technicians working offsite to be consistent in their use.
• Shared: The tool must be shared with the client. It is also possible to propose such a tool to one’s own clients, involving them in the choice and sharing the licensing costs, motivating them to improve their service in a short time.

What do i get if i adopt a facility management tool?

The results that can be obtained by adopting a tool of this type will amaze you, summarizing them in 3 points, you can immediately:

• Plan maintenance easily and safely
• Empower staff and put you in a position to work better and with less stress
• Provide firm data. Get the bargaining power you need to establish economic terms with your client

Want to take your Facility Management to the next level? Discover Deepser, the comprehensive and innovative platform designed to simplify maintenance management, optimize interventions, and ensure maximum control over your business activities.

With Deepser’s user portal, you can provide your customers with an intuitive, transparent, and collaborative tool that allows them to easily submit service requests, monitor their status in real-time, and independently access detailed reports.

Don’t wait—try Deepser’s demo now for free (no credit card required).