Facilities managers today face the challenges of meeting the needs of modern facilities and using new technologies. Traditionally, facilities managers used to focus on problems, not opportunities. However, successful facilities management is gradually moving away from reactive strategies, and it is moving towards a proactive facilities management approach.
As explained by Facilities Dude, proactive facility management includes collaboration in the workplace, use of new technologies and business rules to maintain an administrative structure, and it is based on sharing information appropriately, to enable continuous improvement of processes and profitability while reducing the prevalence of emergencies and unexpected problems in facilities assets.
To successfully move from reactive to a proactive management approach, facilities managers need to understand the three key areas of proactive facilities management:
1. Inventory, Including Maintenance Supplies, Is Among the Top Key Areas of Proactive Facility Management
Making an inventory of all existing systems is essential to understand the impact of facilities management. This includes all assets, components and fixtures, establishing building and equipment conditions, taking digital photographs to document current conditions and verifying all information collected. This information is necessary before moving to the next step in practicing the proactive facilities management program.
2. Ongoing Facilities Condition Assessment Ensures Maximum Efficiency
A facility condition assessment is designed to identify inventory opportunities and weaknesses and determine how the preventative and proactive facilities management program should evolve over the next 1 to 3 years. It includes a complete breakdown of all existing equipment and needs, the expected repair costs for all items identified, ongoing maintenance costs, estimates from prequalified field service vendors, items that are beyond repair, potential renovation costs, and all necessary real estate and warranty transactional information. The facilities condition assessment is crucial for determining how a facilities manager can improve existing operations and develop proactive maintenance plans.
3. Proactive Maintenance Plans
A proactive maintenance plan is another way of referring to the use of capital planning and asset management to evaluate and manage total cost of ownership. Proactive maintenance plans should allocate resources for short-term and long-term maintenance needs, including capital expenses to purchase new equipment, preventative maintenance supplies, as well as maintenance and service contractor needs.
Using a computerized maintenance management system (CMMS) is essential for the development of an effective and thorough proactive facilities management program, but these plans can be improved by connecting all systems together through cloud-based technologies and the Internet of Things.
Apply Key Areas of Proactive Facility Management First in Your Organization
Figuring out how to stay competitive is only half the battle in business, and effective facilities management will improve overall guest experiences, increase customer service and attentiveness, and keep facilities management profitable. New advanced technologies are making energy and facilities management easier, and facilities managers looking to reduce spending and improve operations need to move from a reactive to a proactive approach to facilities management.
Ensure your facilities management plan includes the three key areas of proactive facilities management, and let ENTOUCH help you get started. Contact ENTOUCH online today.