PFACILITY MANAGEMENT (FM)

HISTORY OF FACILITY MANAGEMENT

Facilities management (FM) started as little more than janitorial and caretaker services during
the 1970s, involving building maintenance and cleaning, and 80s led to the outsourcing of non-
core services such as lighting, heating, and plumbing to facility management companies. In the
1990’s services such as property management, space planning, relocation were added Facility
management emerges as recognized discipline in recognition of the value (i.e. cost and
efficiency) offered through the coordinated management of all support activities and the
importance that they have in support of the core organizational activities.

Definition

Facility management is a profession that encompasses multiple disciplines to ensure

functionality of the build environment by integrating people, place, process and technology.
Facility management is the management of all those core and non-core activities that every
organization needs in other to function efficiently and effectively in day to day operation.

Services Provided by a Facility Manager

Hard skill services: these are task performed through physical and technological means or
services that relate directly to the building fabric and building system. Hard services relate to the
physical part of the building and cannot be removed. They are ‘the essentials,’ and ensure the
safety and welfare of employees. Examples of hard skill services

1. Electrical wiring and power distributions

2. Carpentry
3. Plumbing and water work
4. Spatial planning
5. Plant maintenance
6. Refurbishment
 7. Operation and maintenance of air conditioners security devices, escalators, lift, fire and
safety

Soft skill services: these are task performed through mental intuitiveness or creativity of the
facility manager. Soft skill services do not relate directly to the building fabric or the building
services Soft services are services that are directly used by the employees and can make the
workplace more secure or pleasant. Examples of soft skill service

1. Cleaning
2. Security
3. Waste disposal
4. Pest control
5. Customer relation
6. Day- care services
7. Car hire services

Classification of services provided by a facility manager

 Building related services: services or task that have direct link with the building example
maintenance, renovation and space management and design.
 User related services: these are services or task that have direct link with the user of the
building example catering, child care services, reception.

TYPES OF FACILITIES

1. Residential facilities: facilities used for the purpose of resident, they comprise of single
family houses, multi family dwelling and high rise apartment
2. Institution facilities: facilities that houses institution example schools, hospital,
Government and non-government institution
3. Commercial Facilities: facilities used for income generation purpose example retail chain
stores, large shopping centers, hotels and ware houses.
4. Recreational facilities: facilities used for the sole purpose of sport or recreation.
Examples stadiums, gymnasium parks, gardens
 5. Specialized industrial facilities: facilities used for the production of special products or
goods or services that requires high degree of technological capacity or complexity such
as oil refineries, steel mill, chemical processing plants and power plants.
6. Infrastructural facilities: these are facilities used solely for the purpose of providing
socio-economic activities. Examples include highway, pipe-line, bridges, railways, tunnel

FACTORS IN SELECTING A FACILITY MANAGEMENT COMPANY

First, be clear about what you want either a facility service provider or a facility management
company a clear example of two will help make a guided decision.

It is also important for you to know what services and standard you require and among facility
service provider and facility Management Company above best fits in

The ultimate cost of providing the services required could be the ultimate choice determining
factor

This is where Facility management Company comes to the rescue. Their professional and trained
workforce does a great job of maintaining and cleaning the store. Here are the factors to consider
before you hire a company for the job.

1. Services provided– The first and foremost thing to look out for is what services they
exactly provide. There are a host of services provided under various packages and you
can choose what suits you best. Dusting, cleaning, mopping, fixtures and furniture
services, safety & security and many such services are offered. Depending upon your
industry you can opt for the one which covers all the important aspects of your business.
2. Equipment- Technology has gone way too far and there is no task that cannot be
mechanized. Professional facility management companies use latest and sophisticated
machines to do their job. While selecting your facility service provider, you can ask them
how they conduct their jobs. Employing outdated methods and machinery makes the
work lengthy. So be assured about their tools and equipment beforehand.
3. The Workforce-While it may not sound so important at first, remember that the
workforce makes a company. And hence, it is the most pivotal factor while considering a
 facility management company for your store. Trained and efficient workforce means
better service and great results. You may directly/indirectly interact with the staff and get
to know how they work and what their level of expertise is.
4. Company License and Insurance-Company License and Insurance is pivotal as well. It
is essential to find out whether the company has a valid license to provide the said
services. A licensed company is trustworthy and reliable. In the same way, insurance
assures that any kind of damage done to the store property is covered.
The above factors help you in finding the top-most facility management company. While they
will professionally carry out the maintenance and up-keep, you can concentrate on the core
business goals.

Difference between facility service provider and facility Management Company

1. Facility service providers are those that are specialist for different services that are
require supporting the client organization. They include companies that with single
activities such as cleaning, security, plumbing, electrical etc while facility management
company or organization is a professional management business that understand the
requirement to manage, operate or support all the services in the most efficient and
effective manner and at optimum value of money to the client.
2. Facility service providers are technical specialist in the service that they provide and aim
to achieve maximum price from the client organization to ensure max profit for their
services while facility management company are management specialist and aim to
achieve maximum cost to the client organization and ensure optimum value for their
money.

Difference between Property Management and Facility Management

Tasks and responsibilities vary depending on building and portfolio size, whether your employer
occupies their own building or leases it out to tenants, and other factors. The lines between
property and facility management are blurred in many places, but these general rules of thumb
will help you explore which track you’d rather take.
Property management is all about lease arrangement, rentals and in some occasion service
contract management (management of the various facility service provider) while facility
management is all about meeting the organizational needs and initially assisting in identifying
what those needs really are.

Property Managers

 Responsible for whole-building tasks in a leased building occupied by tenants.

 Manages leases and fulfills the building owner’s responsibilities as spelled out in the
lease.
 Acts as a liaison between the owner and tenants.
 Handles rent payments from tenants.
 Implements tenant retention and attraction strategies.
 Helps the building owner achieve their financial and asset management goals.
Facility Managers
 Oversees owner-occupied buildings or spaces for specific tenants in leased buildings.
 Maintains building systems.
 Coordinates space use and layout.
 Facilitates moves and reconfigurations.
 Manages a facility staff and delegates work orders as needed.
 Makes sure the building and each space within support the owner’s mission by providing
a safe, comfortable place to work.
 Keeps building equipment and infrastructure functional and efficient.
 Conducts basic troubleshooting with equipment problems to determine when an issue can
be fixed by the in-house facilities team vs. when it’s necessary to bring in a sspecialist.

Most organizations do not realize that the second highest cost to them apart from salaries consist
of cost derived from non-core activities of the organization

Cost save through effective facility management are as follows

1. Through professional procurement

 2. Through service delivery performance measurement
3. Through the use of competent and experience personnel
4. Through training and development
5. Through performance led design
6. Through awareness of sustainable product and materials
7. Through energy sufficient design
8. Through technology that will manage, operate and maintain
9. Through assets selection, procurement and deployment.

Model for delivering facility management services

Five models through which facility management can be provided to a client or organization

1. In task facility management department

2. Out task service contract
3. Out-source managing agent facility management contract
4. Outsource managing contractor management contract
5. Total facility management contract

Post occupancy evaluation of a building (POE)

In appraising building or a building the facility manager makes both qualitative and quantitative
judgment

Post occupancy evaluation is a method of building appraisal that is carried out with the
involvement of the building occupants or building users and should cover the following areas

1. Technical element of the building such as fire safety, structural integrity, sanitation,
durability and lighting
2. Functional element of the building such as operational, efficiency, work flow,
productivity and organization
3. Behavioral element: such as privacy, social interaction, density and territoriality.

Building performance appraisal

The performance of building can be appraise by considering the following

1. Physical condition of the building

2. Functional suitability of the building
3. Space utilization of the building
4. Health and safety of the building
5. Statutory compliance of the building
6. Energy

Physical condition: the physical condition of the building should include the cost of restoring or
repairing those physical components and services of a building.

Functional suitability: this is of importance because they may be building which are inherently
unsuitable for their present use or purpose no matter how much money is spent on them, but
might accommodate another function use or purpose more effectively than their present one. The
appraisal should also cover suitability of the whole site as well as individual building because;
the building may be individually suitable for the purpose but the site may not. Example a
university should be considered in relation to its location with refer to transportation, amenities
relationship with other site as well as the site characteristics. There is also a need to consider
overall effectiveness such as the under provision of the over population of a particular functional;
unit. Functional suitability assessment for individual building may also include the following

1. Space
2. Services
3. Amenities
4. Location
5. Environmental condition

Space utilization: for every types of facility, space allocation and utilization has become a major
issue. In many part of public sector facility, they have been pressure to account for the efficient
use of space both within and around the building and sell off that which can be identified as
surplus space
Health and safety and statutory compliance of the building: A health building by research
defined the health condition of the user to some great extend and is determined by the building
you live in. It is important that an assessment is made of the building or facility to determine its
compliance with statutory obligations and its performance in terms of protecting the health and
safety of its users

Energy: this comprise the energy usage in the building to maximize performance, it also include
monitoring and improvement were possible

Statutory compliance of the building: Statutory building compliance and commercial property
compliance is a complex set of regulations, assessments and inspections that all businesses need
to undertake to comply with current government legislation. Facilities management service to
ensure; property compliance in accordance with the Health and Safety, risk mitigation and best
practice.

All mechanical and electrical systems and equipment belonging to a workplace are covered by
legislation. Regular maintenance plays a vital part in maintaining health and safety standards
that are conducive to creating working environments that are safe and comfortable for
employees and occupants