The Importance of Facilities Management - Example

THE IMPORTANCE OF FACILITIES MANAGEMENT Name Course Tutor Date Executive Summary This facilities management report is meant to outline the importance of facilities management. The introduction part gives an expanded view on what is to be discussed setting the base for the report. The next section outlines the concept facilities management. The next section then outlines the importance of facilities management. The last section then concludes the report. The last section then presents the list of references consulted when consulting the report. Table of Contents Executive Summary 2 Table of Contents 3 Introduction 4 The Concept of Facilities Management 4 Importance of Facilities Management 6 Conclusion 10 Bibliography 11 Introduction The concept of facility management has drawn a lot of attention following the need of more premises for the ever expanding business as well as personal needs. Various jurisdictions have different definitions for the same. However, all basically lead to the proper understanding of the concept (De Marco, Ruffa, & Mangano, 2010). The function of facility management has gained recognition following the important role it can play in increasing costs as well as efficiency of the workplace all in one basket. As a well-coordinated activity most literature have focused on facilities management revealing some of its advantages as well as the shortcomings (De Marco, Ruffa, & Mangano, 2010). The profession of facility management has also been gaining momentum over the past few years with most organizations slotting job positions and descriptions that fit the career of a facility manager. The supply chain management or logistics, real estate, shopping centres, markets and residential areas are just but a few areas that have embraced facility management and are really thriving in the global economy. The UK has been the centre of focus by most authors relative to the subject being that it is an emerging profession that is doing quite well. This report explores the concept of facilities management and then additionally looks at the importance of facilities management altogether. The Concept of Facilities Management There are different definitions of facilities management all with the same representation. Facility management is a profession that incorporates manifold of disciplines in ensuring that the functionality of the built environments is excellent through the integration of people, places, and the relevant technology (Musa & Britt, 2009). Facility management can also be defined as a management process that incorporates analytical and systematic approaches in planning, designing, construction and consequently management of space, so as to determine the agreeable levels of service related activities in quality environments at appropriate and minimum costs to ensure that the business requirements are met (Musa & Britt, 2009). Essentially, facilities management (FM) coordinates equipment and furniture so as to optimize the competitiveness of an organization in the dynamic business world (Assaf, Hassanain, Al-Hammad, & Al-Nehmi, 2011). In the above definitions it is succinct that there is management process, workplace, and people meaning that the major role of facilities management is to bring together a range of activities and issues for the benefit of the organization through achieving effectiveness and efficiency through the combination of cost, time and quality (Assaf, Hassanain, Al-Hammad, & Al-Nehmi, 2011). Facility management provides the relevant maintenance support, user management and project management to the building during its whole life cycle. Facilities management involves hard and soft components. The hard components relate to the building systems, equipment, and furniture as well as soft components that include people, processes, and safety environment. Some of the hard services include plumbing and drainage, minor project management, fire safety system maintenance, and air conditioning maintenance among others (Musa & Britt, 2009). On the other hand soft services include recycling, cleaning, security, pest control and handyman services among others .To optimize the practice of facilities management some developers opt to include strategic planning there in so as to ensure its success (Musa & Britt, 2009). Importance of Facilities Management There are many roles that are played by facilities management in the contemporary business world making it an important profession and concept to have interest in (De Marco, Ruffa, & Mangano, 2010). First off, facilities management ensures sustainable design and construction which have a role and hand to play in contributing to the creation of energy efficient facilities that cost less over their entire life cycle (De Marco, Ruffa, & Mangano, 2010). This also ensure that worker productivities is improved. The involvement of facility managers in the planning, design and construction phases of the buildings ensure that they are able to assess the energy needs of the building in line with the available technologies (Chotipanich, 2004). The managers are able to come up with ideas that are cost effective and environmentally friendly. Most studies have also indicated that facilities management increases the perceived value of the buildings by various stakeholders (Chotipanich, 2004). The planning process ensures that all the needs based on demand are met. When there is need to maintain the building through upgrading so as to meet the needs of the client facility managers are important in getting the needs of the stakeholders into reality (Alexander, 2013; Tucker & Pitt, 2009). The policies that guard various facility designs also change with time and so does the demands (Alexander, 2013). Facility management amasses and puts up the necessary resources to meet the upsurge (Alexander, 2013). The integration of facility management in the organizational chart ensures that costs are saved (Brooks, Atkin, & Brian, 2009). This is the financial aspect of facility management in that instead of being looked at as the source of costs it is overly viewed as a source of productivity (Alexander, 2013). The process of maintaining the properties and facilities goes a long way in saving the costs that could probably be high when adjusting to a new facility that incorporates all the legislation requirements (Brooks, Atkin, & Brian, 2009). The maintenance costs are cut by almost half since only some areas will be improved. This would mean that the finds set aside for the upgrade will be saved and used elsewhere in production within the organization. In this way facility management is essential in ensuring that the productivity of an organization is well maintained. Facility management also saves on space since the required furniture is the one that will be ordered (Chotipanich, 2004). This ensures that all the available space that is underutilized is effectively managed. Facility management also ensures that all the safety and health requirements are well adhered to (Lavy, Garcia, & Dixit, 2010). The facility managers are able to conduct frequent assessments on the buildings thus ensuring that they are in good and safe conditions (Lavy, Garcia, & Dixit, 2010). This increases the trust of the clients on the facilities making them market and get satisfied. Most studies have indicated that facility management is well embraced by the customers with most consumers saying that they are safe in well managed facilities (Lepkova & Žūkaitė-Jefimovienė, 2012). Through safe and healthy working spaces in organizations the operations of such organizations are able to be optimized. The facility managers are also seen as forecasters in the future needs of the buildings during the design phase (Lepkova & Žūkaitė-Jefimovienė, 2012; Ancarani & Capaldo, 2004). For example, in the warehouses, the managers are able to look at the business operations that are likely to take a new dimension and leave space for adjustments (Ancarani & Capaldo, 2004).The installation of solar panels in the residential houses in estates, fluorescent lighting systems, computer networks and automation are just but a few improvements that facility managers consider when making the design and even when cooperating in the construction (Ancarani & Capaldo, 2004; Drion, Melissen, & Wood, 2012). Facility managers have the integral role of coming up with effective safety measures and thus educate the employees in an organization so that they are well versed with the standards and the procedures in the offices of an organization (Finch & Wiley InterScience (Online service), 2011). Through an effective facility management an organization is able to save on the training costs as those activities that cannot be done by the employees are outsourced to companies or individuals with the necessary knowhow (Finch & Wiley InterScience (Online service), 2011; Jones & Sharp, 2007). In the event of disaster effective facility management process would have solutions both short term and long term being proactive and actively oriented, facility management is better placed with the long, medium and short-term requirements of the organization (Shohet, 2006; Jones & Sharp, 2007). Strategic facility management ensures that an organizations buildings and systems are in line with the relevant codes as well as regulations that keep on changing (Booty, 2009). The strategy formulation process in facility management is usually flexible in a way that allows room for adjustment as time dictates. Facility management also ensures that only necessary equipment are procured and that there are necessary minimal requirements to accommodate the new machines (Alexander, 2013). This is also in a way a cost reduction strategy that still goes a long way in ensuring that all the aspects of the facility such as space, energy requirements, ventilation and others are well monitored so that there is efficiency in operations (Mann, 2009). The facility managers are also important in ensuring that all the divergent processes, standards of operations, procedures in the facilities complement the clients and business requirements rather than interfering with them (Alexander, 2013). Facility management also ensures that there is a higher likelihood of occupant retention based on the hard and soft services provided in the facilities (Croner (Firm), 2007). This is a result of customer satisfaction since all the necessary legal requirements are well catered for (Croner (Firm), 2007). In the organizational context the employees who work in well managed facilities are able to have job satisfaction and thus be retained for a long time within the organization (Croner (Firm), 2007). The management is able to control the labour costs through retaining and attracting employees into the organization (Shohet, 2006). Facility management ensures that the resale value is improved (Tucker & Pitt, 2009). The well maintained buildings depreciate at a lower rate compared to the facilities that are not managed. Facility management has also been linked by most building and construction studies to construction, maintenance through renovation, and corresponding relocation of the business in a manner that is well coordinated. The left space may be leased or rented under the counsel of the facility manager. To better reflect the importance of facility management it is essential to look at the various roles played by the facility managers (Mann, 2009). First off, the managers maximize and minimize costs and maximize value of the facilities bearing in mind that they are the largest assets in their domain (Tucker & Pitt, 2009. Secondly, they ensure that there is increased productivity through ensuring that people, places and processes within the facility are aligned (Alexander, 2004; Finch & Wiley InterScience (Online service), 2011). Thirdly, the facility managers are also charged with the task of ensuring that there is sustainability through maintaining leadership to the environment (Alexander, 2004; De Marco & Mangano, 2012). This goes a long way in advertising the facilities. The facilities management professionals ensure that they navigate through the complex legislations and thus minimizing risks (De Marco & Mangano, 2012). The facility managers bring together the necessary professions that are required when making decisions on maintenance and building so as to increase value while at the same time mitigating the risks (Alexander, 2004; De Marco & Mangano, 2012). The facility managers ensure that all other resources are freed up so as to fully focus on the success of the company in delivering its core business activities and thus generating the results (Alexander, 2004). The facility managers are also able to link with the line managers to institute effective stewardship of the facility assets in the organization (Alexander, 2004). Conclusion The concept of facility management has gained wide recognition all over the world. As have been discussed in the paper, facility management involves a variety of concepts that holistically bring together a new dimension of profession. Most higher learning institutions are lowly incorporating the training of facility management professionals in their curricular. In a nutshell the importance of facilities management is the reduction of costs, personnel and occupant retention, adherence to health and safety regulations, mitigation of risks associated with the facilities. The professionals themselves; the facility managers, also have a variety of importance in the organization as have further been explored in the report. This strongly alludes that the educational domain should embrace the study of facility management so that there are standards that are set for the embrace of the concept in the globalized world. Bibliography Alexander, K. (2004). Facilities management: Innovation and performance. New York: Spon Press. Alexander, K. (2013). Facilities management: theory and practice.. London: Routledge. Ancarani, A., & Capaldo, G. (2004). 'Supporting decision making process in facilities management service procurement: a methodological approach'. Journal of Purchasing and Supply Management, 11(2004), 232-241. Assaf, S., Hassanain, M. A., Al-Hammad, A. M., & Al-Nehmi, H. (2011). 'Factors affecting outsourcing decisions of maintenance service in Saudi Arabian Universities'. Property Management, 29(2), 195-212. Booty, F. (2009). Facilities management handbook. Oxford: Butterworth-Heinemann. Brooks, A., Atkin, & Brian. (2009). Total Facilities Management. John Wiley & Sons. Chotipanich, S. (2004). 'Positioning Facility Management'. Facilities, 22(13/14), 364-372. Croner (Firm). (2007). Facilities management. Kingston upon Thames: Wolters Kluwer (UK. De Marco, A., & Mangano, G. (2012). 'A Review of the Role of Maintenance and Facility Management in Logistics'. Proceedings of the World Congress on Engineering London UK, 3(2012), 233-245. De Marco, A., Ruffa, S., & Mangano, G. (2010). 'Strategic Factors Affecting Warehouse maintenance Costs'. Journal of Facilities Management, 8(2), 104-113. Drion, B., Melissen, F., & Wood, R. (2012). 'Facilities management: lost, or regained?'. Facilities, 30(5/6), 254-261. Edum-Fotwe, F. T., Egby, C., & Gibb, G. F. (2003). Designed Facility Management Needs into Infrastructure Project'. Journal of Performance of Constructed Facilities, 17(1), 432-439. Finch, E., & Wiley InterScience (Online service). (2011). Facilities Change Management. Hoboken: John Wiley & Sons. Jones, K., & Sharp, M. (2007). 'A New Performance-based process Model for Built Asset Maintenance'. Facilities, 25(13/14), 525-525. Lavy, S., Garcia, J. A., & Dixit, M. K. (2010). 'Establishment of KPIs for Facilities Performance Measurements: Review of Literature'. Facilities, 28(9/10), 440-464. Lepkova, N., & Žūkaitė-Jefimovienė, G. (2012). 'Study On Customer Satisfaction with Facilities Management Services in Lithuania'. Slovak Journal of Civil Engineering, 20(4), 1-16. Mann, D. (2009). Facility management: Human outsourcing solutions to clients. New Delhi: Global India Publications. Musa, Z. N., & Britt, M. (2009). 'Defining Facilities Management Service Delivery in UK shopping Centers'. Journal of Retail and Leisure Property, 8(3), 193-205. Shohet, I. M. (2006). 'Key performance Indicators for Strategic Healthcare Facilities Maintenance'. Journal of Construction Engineering and Management, 132(4), 345-352. Tucker, M., & Pitt, M. (2009). 'Customer Performance Measurement in Facility Management: A Strategic Approach'. International Journal of Productivity in Management, 56(5), 407-442. Read More