business plan for facilities management services

How to write a business plan for a facility maintenance company?

Putting together a business plan for a facility maintenance company can be daunting - especially if you're creating a business for the first time - but with this comprehensive guide, you'll have the necessary tools to do it confidently.

We will explore why writing one is so important in both starting up and growing an existing facility maintenance company, as well as what should go into making an effective plan - from its structure to content - and what tools can be used to streamline the process and avoid errors.

Without further ado, let us begin!

In this guide:

Why write a business plan for a facility maintenance company?

• What information is needed to create a business plan for a facility maintenance company?
• How do I build a financial forecast for a facility maintenance company?

The written part of a facility maintenance company business plan

• What tool should I use to write my facility maintenance company business plan?

Understanding the document's scope and goals will help you easily grasp its structure and content. Before diving into the specifics of the plan, let's take a moment to explore the key reasons why having a facility maintenance company business plan is so crucial.

To have a clear roadmap to grow the business

It's rarely business as usual for small businesses. The economy follows cycles where years of growth are followed by recessions, and the business environment is always changing with new technologies, new regulations, new competitors, and new consumer behaviours appearing all the time...

In this context, running a business without a clear roadmap is like driving blindfolded: it's dangerous at best. That's why writing a business plan for a facility maintenance company is essential to create successful and sustainable businesses.

To write an effective business plan, you will need to take stock of where you are (if you are already in business) and where you want the business to go in the next three to five years.

Once you know where you want your facility maintenance company to be, you'll have to identify:

• what resources (human, equipment, and capital) are needed to get there,
• at what pace the business needs to progress to get there in time,
• and what risks you'll face along the way.

Going through this process regularly is beneficial, both for startups and existing companies, as it helps make informed decisions about how best to allocate resources to ensure the long-term success of the business.

To anticipate future cash flows

Regularly comparing your actual financial performance to the projections in the financial forecast of your facility maintenance company's business plan gives you the ability to monitor your business's financial health and make necessary adjustments as needed.

This practice allows you to detect potential financial issues, such as unexpected cash shortfalls before they escalate into major problems. Giving you time to find additional financing or put in place corrective measures.

Additionally, it helps you identify growth opportunities, like excess cash flow that could be allocated to launch new products and services or expand into new markets.

Staying on track with these regular comparisons enables you to make well-informed decisions about the amount of financing your business might require, or the excess cash flow you can expect to generate from your main business activities.

To secure financing

Whether you are a startup or an existing business, writing a detailed facility maintenance company business plan is essential when seeking financing from banks or investors.

This makes sense given what we've just seen: financiers want to ensure you have a clear roadmap and visibility on your future cash flows.

Banks will use the information included in the plan to assess your borrowing capacity (how much debt your business can support) and your ability to repay the loan before deciding whether they will extend credit to your business and on what terms.

Similarly, investors will review your plan carefully to assess if their investment can generate an attractive return on investment.

To do so, they will be looking for evidence that your facility maintenance company has the potential for healthy growth, profitability, and cash flow generation over time.

Now that you understand why it is important to create a business plan for a facility maintenance company, let's take a look at what information is needed to create one.

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Information needed to create a business plan for a facility maintenance company

Drafting a facility maintenance company business plan requires research so that you can project sales, investments and cost accurately in your financial forecast, and convince the reader that there is a viable commercial opportunity to be seized.

Below, we'll focus on three critical pieces of information you should gather before starting to write your plan.

Carrying out market research for a facility maintenance company

As you consider writing your business plan for a facility maintenance company, conducting market research becomes a vital step to ensure accurate and realistic financial projections.

Market research provides valuable insights into your target customer base, competitors, pricing strategies, and other key factors that can significantly impact the commercial success of your business.

Through this research, you may uncover trends that could influence your facility maintenance company.

Your facility maintenance company may discover that customers are increasingly expecting personalized services tailored to their specific needs. Your facility maintenance company may find that customers are increasingly looking for eco-friendly services or products that could reduce their environmental impact.

Such market trends play a significant role in forecasting revenue, as they offer valuable data about potential customers' spending habits and preferences.

By incorporating these findings into your financial projections, you can present investors with more accurate information, helping them make informed decisions about investing in your facility maintenance company.

Developing the sales and marketing plan for a facility maintenance company

As you embark on creating your facility maintenance company business plan, it is crucial to budget sales and marketing expenses beforehand.

A well-defined sales and marketing plan should include precise projections of the actions required to acquire and retain customers. It will also outline the necessary workforce to execute these initiatives and the budget required for promotions, advertising, and other marketing efforts.

This approach ensures that the appropriate amount of resources is allocated to these activities, aligning with the sales and growth objectives outlined in your business plan.

The staffing and capital expenditure requirements of a facility maintenance company

Whether you are starting or expanding a facility maintenance company, it is important to have a clear plan for recruitment and capital expenditures (investment in equipment and real estate) in order to ensure the success of the business.

Both the recruitment and investment plans need to be coherent with the timing and level of growth planned in your forecast, and require appropriate funding.

A facility maintenance company might incur staffing costs such as wages for laborers, electricians, plumbers, and other specialized craftsmen. They may also have to pay for equipment such as ladders, power tools, and vehicles for transporting personnel and supplies. Additionally, they may have to pay for protective gear, cleaning supplies, and other materials necessary to perform the job.

In order to create a realistic financial forecast, you will also need to consider the other operating expenses associated with running the business on a day-to-day basis (insurance, bookkeeping, etc.). 

Once you have all the necessary information to create a business plan for your facility maintenance company, it is time to start creating your financial forecast.

What goes into your facility maintenance company's financial forecast?

The financial forecast of your facility maintenance company will enable you to assess the profitability potential of your business in the coming years and how much capital is required to fund the actions planned in the business plan.

The four key outputs of a financial forecast for a facility maintenance company are:

• The profit and loss (P&L) statement ,
• The projected balance sheet ,
• The cash flow forecast ,
• And the sources and uses table .

Let's take a closer look at each of these.

The projected P&L statement

Your facility maintenance company forecasted P&L statement enables the reader of your business plan to get an idea of how much revenue and profits your business is expected to make in the near future.

Ideally, your reader will want to see:

• Growth above the inflation level
• Expanding profit margins
• Positive net profit throughout the plan

Expectations for an established facility maintenance company will of course be different than for a startup. Existing businesses which have reached their cruising altitude might have slower growth and higher margins than ventures just being started.

The forecasted balance sheet of your facility maintenance company

The projected balance sheet of your facility maintenance company will enable the reader of your business plan to assess the overall financial health of your business.

It shows three elements: assets, liabilities and equity:

• Assets: are productive resources owned by the business, such as equipment, cash, and accounts receivable (money owed by clients).
• Liabilities: are debts owed to creditors, lenders, and other entities, such as accounts payable (money owed to suppliers).
• Equity: includes the sums invested by the shareholders or business owners and the profits and losses accumulated by the business to date (which are called retained earnings). It is a proxy for the value of the owner's stake in the business.

Analysing your facility maintenance company projected balance sheet provides an understanding of your facility maintenance company's working capital structure, investment and financing policies.

In particular, the readers of your plan can compare the level of financial debt on the balance sheet to the equity value to measure the level of financial risk (equity doesn't need to be reimbursed, while financial debt must be repaid, making it riskier).

They can also use your balance sheet to assess your facility maintenance company's liquidity and solvency:

• A liquidity analysis: focuses on whether or not your business has sufficient cash and short-term assets to cover its liabilities due in the next 12 months.
• A solvency analysis: takes and longer view to assess whether or not your business has the capacity to repay its debts over the medium-term.

The cash flow forecast

A projected cash flow statement for a facility maintenance company is used to show how much cash the business is generating or consuming.

The cash flow forecast is usually organized by nature to show three key metrics:

• The operating cash flow: do the core business activities generate or consume cash?
• The investing cash flow: how much is the business investing in long-term assets (this is usually compared to the level of fixed assets on the balance sheet to assess whether the business is regularly maintaining and renewing its equipment)?
• The financing cash flow: is the business raising new financing or repaying financiers (debt repayment, dividends)?

As we discussed earlier, cash is king and keeping an eye on future cash flows an imperative for running a successful business. Therefore, you can expect the reader of your facility maintenance company business plan to pay close attention to your cash flow forecast.

Also, note that it is customary to provide both yearly and monthly cash flow forecasts in a business plan - so that the reader can analyze seasonal variation and ensure the facility maintenance company is appropriately funded.

The initial financing plan

The sources and uses table or initial financing plan is a key component of your business plan when starting a facility maintenance company.

It shows where the capital needed to set up the business will come from (sources) and how it will be spent (uses).

This table helps size the investment required to set up the facility maintenance company, and understand how risks will be distributed between the business owners, and the financiers.

The sources and uses table also highlights what the starting cash position will be. This is key for startups as the business needs to have sufficient funding to sustain operations until the break-even point is reached.

Now that you have a clear understanding of what will go into the financial forecast of your facility maintenance company business plan, let's have a look at the written part of the plan.

Need inspiration for your business plan?

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The written part of a facility maintenance company business plan plays a key role: it lays out the plan of action you intend to execute to seize the commercial opportunity you've identified on the market and provides the context needed for the reader to decide if they believe your plan to be achievable and your financial forecast to be realistic.

The written part of a facility maintenance company business plan is composed of 7 main sections:

• The executive summary
• The presentation of the company
• The products and services
• The market analysis
• The strategy
• The operations
• The financial plan

Let's go through the content of each section in more detail!

1. The executive summary

The executive summary, the first section of your facility maintenance company's business plan, serves as an inviting snapshot of your entire plan, leaving readers eager to know more about your business.

To compose an effective executive summary, start with a concise introduction of your business, covering its name, concept, location, history, and unique aspects. Share insights about the services or products you intend to offer and your target customer base.

Subsequently, provide an overview of your facility maintenance company's addressable market, highlighting current trends and potential growth opportunities.

Then, present a summary of critical financial figures, such as projected revenues, profits, and cash flows.

You should then include a summary of your key financial figures such as projected revenues, profits, and cash flows.

Lastly, address any funding needs in the "ask" section of your executive summary.

2. The presentation of the company

The second section in your facility maintenance company's business plan should focus on the structure and ownership, location, and management team of the company.

The structure and ownership part provides an overview of the legal structure of the business, who the owners are and how much each has invested and owns. If you are seeking financing it is important that the reader gets a clear picture of which legal entity is receiving the funds, and who controls the business.

The location part should give an overview of the premises from which the company is operating, and why that location is of particular interest (catchment area, accessibility, amenities nearby, etc.).

When describing the location of your facility maintenance company, you may want to emphasize the potential customer base that could be accessed by the company. You could emphasize the proximity to major population centers and the access to transportation networks that could make it easy for the company to reach its customers. You might point out the availability of skilled labor in the area, as well as the potential for new business opportunities in the future. Additionally, you may want to discuss the potential for cost savings that your company could enjoy in the area due to lower overhead or tax incentives.

Finally, you should introduce the management team. Explain each member's role, background, and experience.

It is also important to emphasize any past successes that the members of the management team have achieved, and how long they've been working together, as this will help potential lenders or investors understand why they should trust in their leadership.

3. The products and services section

The products and services section of your business plan should include a detailed description of the offerings that your company provides to its customers. 

For example, your facility maintenance company may offer customers a range of services such as maintenance and repair of lighting and plumbing, cleaning and janitorial services, as well as landscaping and snow removal. These services are important to keep a facility running smoothly and in good condition for those who use it. Additionally, your company may also offer preventative maintenance services to ensure that all equipment and systems are running optimally and efficiently for the long term.

When drafting this section, you should be precise about the categories of products or services you sell, the types of customers you are targeting and how customers can buy them.

4. The market analysis

When outlining your market analysis in the facility maintenance company business plan, it's essential to include comprehensive details about customers' demographics and segmentation, target market, competition, barriers to entry, and relevant regulations.

The primary aim of this section is to give the reader an understanding of the market size and appeal while demonstrating your expertise in the industry.

To begin, delve into the demographics and segmentation subsection, providing an overview of the addressable market for your facility maintenance company, key marketplace trends, and introducing various customer segments and their preferences in terms of purchasing habits and budgets.

Next, shift your focus to the target market subsection, where you can zoom in on the specific customer segments your facility maintenance company targets. Explain how your products and services are tailored to meet the unique needs of these customers.

For example, your target market might include businesses that need regular maintenance on their property. This could include restaurants, office buildings, retail stores, and other commercial properties. These customers will have a need for regular services such as cleaning, repairs, and preventive maintenance.

In the competition subsection, introduce your main competitors and explain what sets your facility maintenance company apart from them.

Finally, round off your market analysis by providing an overview of the main regulations that apply to your facility maintenance company.

5. The strategy section

When writing the strategy section of a business plan for your facility maintenance company, it is essential to include information about your competitive edge, pricing strategy, sales & marketing plan, milestones, and risks and mitigants.

The competitive edge subsection should explain what sets your company apart from its competitors. This part is especially key if you are writing the business plan of a startup, as you have to make a name for yourself in the marketplace against established players.

The pricing strategy subsection should demonstrate how you intend to remain profitable while still offering competitive prices to your customers.

The sales & marketing plan should outline how you intend to reach out and acquire new customers, as well as retain existing ones with loyalty programs or special offers. 

The milestones subsection should outline what your company has achieved to date, and its main objectives for the years to come - along with dates so that everyone involved has clear expectations of when progress can be expected.

The risks and mitigants subsection should list the main risks that jeopardize the execution of your plan and explain what measures you have taken to minimize these. This is essential in order for investors or lenders to feel secure in investing in your venture.

Your facility maintenance company could face financial risks. If the company experiences a downturn in the economy, it might not have the resources to continue providing services. Additionally, your company could face operational risks. For example, if a key piece of equipment malfunctions, it could lead to a disruption in services and may cause customer dissatisfaction.

6. The operations section

The operations of your facility maintenance company must be presented in detail in your business plan.

Begin by addressing your staff, specifying the main roles and your recruitment plan to support the anticipated growth. Outline the qualifications and experience needed for each role and discuss your recruitment strategies, which may involve using job boards, referrals, or headhunters.

Next, clearly state your facility maintenance company's operating hours, allowing the reader to gauge the adequacy of your staffing levels. Additionally, mention any considerations for varying opening times during peak seasons and your approach to handling customer queries outside regular operating hours.

The key assets and intellectual property (IP) required to run your business should also be highlighted. If you rely on licenses, trademarks, physical structures like equipment or property, or lease agreements, ensure they are well-documented in this section.

You could have key assets such as the maintenance tools used by employees and the vehicles used to transport them to the job sites. You might also have intellectual property such as the company’s logo and the maintenance protocols and processes that your employees use to complete their work.

Finally, provide a comprehensive list of suppliers you intend to collaborate with, along with a breakdown of their services and main commercial terms, such as price, payment terms, break clauses and contract duration. Investors often seek insight into the reasons behind your supplier choices, which may include a preference for higher-quality products or established relationships from past ventures.

7. The presentation of the financial plan

The financial plan section is where we will include the financial forecast we talked about earlier in this guide.

Now that you have a clear idea of the content of a facility maintenance company business plan, let's look at some of the tools you can use to create yours.

What tool should I use to write my facility maintenance company's business plan?

In this section, we will be reviewing the two main solutions for creating a facility maintenance company business plan:

• Using specialized online business plan software,
• Outsourcing the plan to the business plan writer.

Using an online business plan software for your facility maintenance company's business plan

Using online business planning software is the most efficient and modern way to create a facility maintenance company business plan.

There are several advantages to using specialized software:

• You can easily create your financial forecast by letting the software take care of the financial calculations for you without errors
• You are guided through the writing process by detailed instructions and examples for each part of the plan
• You can access a library of dozens of complete business plan samples and templates for inspiration
• You get a professional business plan, formatted and ready to be sent to your bank or investors
• You can easily track your actual financial performance against your financial forecast
• You can create scenarios to stress test your forecast's main assumptions
• You can easily update your forecast as time goes by to maintain visibility on future cash flows
• You have a friendly support team on standby to assist you when you are stuck

If you're interested in using this type of solution, you can try The Business Plan Shop for free by signing up here .

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The Business Plan Shop does the maths for you. Simply enter your revenues, costs and investments. Click save and our online tool builds a three-way forecast for you instantly.

Hiring a business plan writer to write your facility maintenance company's business plan

Outsourcing your facility maintenance company business plan to a business plan writer can also be a viable option.

Business plan writers are experienced in writing business plans and adept at creating financial forecasts without errors. Furthermore, hiring a consultant can save you time and allow you to focus on the day-to-day operations of your business.

However, hiring business plan writers is expensive as you are paying for the software used by the consultant, plus their time, and their profit margin of course.

From experience, you need to budget at least £1.5k ($2.0k) excluding tax for a complete business plan, more if you need to make changes after the initial version (which happens frequently after the initial meetings with lenders or investors).

You also need to be careful when seeking investment. Investors want their money to be used to grow the business, not spent on consulting fees. Therefore, the amount you spend on business plan writing services (and other consulting services such as legal services) needs to be negligible relative to the amount raised.

The other drawback is that you usually don't own the business plan itself: you just get the output, while the actual document is saved in the consultant's business plan software - which makes it difficult to maintain the document up to date without hiring the consultant on a retainer.

For these reasons, outsourcing the facility maintenance company business plan to a business plan writer should be considered carefully, weighing both the advantages and disadvantages of hiring outside help.

Ultimately, it may be the right decision for some businesses, while others may find it beneficial to write their business plan using online software.

Why not create your facility maintenance company's business plan using Word or Excel?

I must advise against using Microsoft Excel and Word (or their Google, Apple, or open-source equivalents) to write your facility maintenance company business plan. Let me explain why.

Firstly, creating an accurate and error-free financial forecast on Excel (or any spreadsheet) is highly technical and requires a strong grasp of accounting principles and financial modelling skills. It is, therefore, unlikely that anyone will fully trust your numbers unless you have both a degree in finance and accounting and significant financial modelling experience, like us at The Business Plan Shop.

Secondly, relying on spreadsheets is inefficient. While it may have been the only option in the past, technology has advanced significantly, and software can now perform these tasks much faster and with greater accuracy. With the rise of AI, software can even help us detect mistakes in forecasts and analyze the numbers for better decision-making.

And with the rise of AI, software is also becoming smarter at helping us detect mistakes in our forecasts and helping us analyse the numbers to make better decisions.

Moreover, software makes it easier to compare actuals versus forecasts and maintain up-to-date forecasts to keep visibility on future cash flows, as we discussed earlier in this guide. This task is cumbersome when using spreadsheets.

Now, let's talk about the written part of your facility maintenance company business plan. While it may be less error-prone, using software can bring tremendous gains in productivity. Word processors, for example, lack instructions and examples for each part of your business plan. They also won't automatically update your numbers when changes occur in your forecast, and they don't handle formatting for you.

Overall, while Word or Excel may seem viable for some entrepreneurs to create a business plan, it's by far becoming an antiquated way of doing things.

• Having an up-to-date business plan is key to maintaining visibility on your future cash flows.
• A business plan has 2 parts: a financial forecast highlighting the expected growth, profitability and cash generation of the business; and a written part which provides the context needed to interpret and assess the quality of the forecast.
• Using business plan software is the modern way of writing and maintaining business plans.

We hope that this guide helped you to better understand how to write the business plan for a facility maintenance company. If you still have questions, do not hesitate to contact us.

Also on The Business Plan Shop

• How to write a 5 years business plan
• Business plan myths

Know someone who owns or wants to start a facility maintenance company? Share this article with them!

Founder & CEO at The Business Plan Shop Ltd

Guillaume Le Brouster is a seasoned entrepreneur and financier.

Guillaume has been an entrepreneur for more than a decade and has first-hand experience of starting, running, and growing a successful business.

Prior to being a business owner, Guillaume worked in investment banking and private equity, where he spent most of his time creating complex financial forecasts, writing business plans, and analysing financial statements to make financing and investment decisions.

Guillaume holds a Master's Degree in Finance from ESCP Business School and a Bachelor of Science in Business & Management from Paris Dauphine University.

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How to Develop a Successful Facility Management Plan

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Facility management refers to planning and overseeing all the physical resources of your organization, such as buildings, equipment, furniture, and more. To ensure good facility management, you first need to create a plan to design, construct, maintain, and upgrade your facilities to maximize their value and achieve your business goals.

A facility management plan is a specific document that outlines the strategies and goals for managing your organization's physical resources.

A successful facility management plan can help you minimize costs and efficiently manage your physical resources. For example, a facility management plan can help in real estate decision-making by providing insight into your planning, design, and space management operations.

What Should You Consider for Your Facility Management Plan?

Developing a good facility management plan is easier said than done, as the factors around it can differ based on your company's goals. Nevertheless, you should consider these universal tips:

Provide Safety and Security

The safety and security of your employees, visitors, and assets should be your top priority when developing a facility management plan. You can achieve your organization's safety goals by implementing access control measures such as key cards, alarm systems, and CCTV cameras throughout the facility.

Another important element of creating a safe and comfortable workspace is adhering to safety regulations such as having fire extinguishers, smoke detectors, and wayfinding maps to exits in case of emergency.

■ Create an efficient wayfinding system with these best practices

Improve Communication

It's essential to ensure open communication between occupants, stakeholders, and other parties involved in your facility management. This can help clarify everyone's objectives and establish an open dialogue so that everyone's informed of any changes or improvements to the facilities.

In addition to boosting employee satisfaction , open communication will also allow your collaborators to express their concerns and doubts so you can address them before they turn into bigger issues.

Ensure Maintenance and Business Continuity

Planning for preventative maintenance, analyzing the elements that need maintenance or repair, creating budgets for these tasks, and preparing for unexpected problems are all key aspects to ensure your operations are uninterrupted.

To plan for maintenance and potential issues, you should consider implementing advanced maintenance management systems to better track and manage your assets. This will help to reduce costs and unexpected breakdowns to keep your business running smoothly.

■ Regular maintenance can allow for better facility management reports 

Optimize Space Utilization

 Space utilization is an important factor to consider when developing a facility management plan because optimizing space usage within your facility can boost employee productivity and reduce costs. Important space usage factors you should consider include:

• Office layout : Choose either an open or closed office layout based on your specific business needs.
• Design choices : Ensure your design creates an inviting environment within your facility while making the most out of the space.
• Eco-friendly spaces : Green workspaces can lower costs with more efficient energy use .
• Furniture and equipment : Make sure these elements are placed in the best positions where employees can easily access them and actually use them.
• Space flexibility : Opt for flexible workspaces that can easily be changed depending on your needs.

Taking these factors into account when calculating your space utilization rate can help ensure all areas of your facility are used to their full potential.

■ Ensure maximum space utilization using these key metrics 

4 Basic Steps for a Successful Facility Management Plan

If you're not sure where to start, take a look at these four basic steps for creating a successful facility management plan:

1. Identify the Current State of the Facility

By identifying the current state of the facility first, you create a baseline from which you can make decisions about budgeting, repair needs, and space utilization. It also provides insight into areas that need improvement, enabling you to focus your efforts on these critical points and maximize efficiency.

2. Prioritize Objectives

When developing a facility management plan, it's important to ensure it aligns with your overall business objectives to prevent wasting resources and halting progress.

If your business goal is to become more energy efficient, any facility improvements you make should reflect this goal. This could involve changes to the facility layout and implementing green workspaces.

By prioritizing your objectives, you can make sure your organization's efforts are focused on the right areas and your facility management contributes to your goals.

■ Improve your facility management with these essential KPIs 

3. Create and Implement a Plan

Once you've identified your objectives, you should conceive an actionable plan and set achievable timeframes.

If one of your goals is to switch to an open layout due to the benefits of open-space offices , your plan should outline the design choices, budgeting requirements, and furniture and equipment placement while specifying the expected completion dates for each point.

Once you have a plan in place, you should communicate it to everyone involved so they can perform their duties mindfully and with clear direction, thereby maximizing productivity and ensuring your objectives are met within the established timeline.

4. Monitor the Plan

Regularly monitoring the facility management plan is important to identify any shortcomings or inefficiencies and establish a success rate. This should involve regular check-ins with employees, creating maintenance reports, and changing the layout as necessary.

These steps will ensure that you can identify any issue early on and take corrective action quickly and efficiently while allowing for better decision-making in the future.

Automated Software Can Assist In Your Success

POC System: Office Space Management

When implementing a facility management plan, automated software like POC System's Space Management Software can be an invaluable asset. This useful tool offers the following features:

• Visual simulations to help with floor plan design 
• Streamlined booking of desks and meeting rooms
• Creating custom seating plans for maximum employee productivity
• Advanced analytics to evaluate the success of your objectives
• Real-time tracking of your current seating and office layout

These features can provide you with the tools you need to maximize space utilization and ensure your objectives are met within the set timeline.

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Easily Create a Successful Facility Management Plan

Creating a successful facility management plan that aligns with your overall business objectives can be highly beneficial to your organization's bottom line. This process should involve prioritizing objectives, creating and implementing an actionable plan, and regularly monitoring the facility space usage.

While this can be a daunting task, automated software like POC System's Space Management Software can make it a whole lot easier. With this tool, you can quickly develop an effective facility management plan and ensure your resources are being used in the most efficient manner.

■ Book a demo to explore POC's features

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Facility Management Plan Template

What is a Facility Management Plan?

A facility management plan outlines the focus areas, objectives, and actions a facility manager and team need to take in order to maintain and manage their facilities. It includes measurable goals, or key performance indicators (KPIs), to track the progress of each objective, as well as projects and actions necessary to achieve the objectives.

What's included in this Facility Management Plan template?

• 3 focus areas
• 6 objectives

Each focus area has its own objectives, projects, and KPIs to ensure that the strategy is comprehensive and effective.

Who is the Facility Management Plan template for?

This facility management plan template is designed to help facility managers and teams create a plan to successfully manage and maintain their facilities and reach their goals. It is suitable for any size organization, from small businesses to large corporations.

1. Define clear examples of your focus areas

Focus areas are the main categories or topics of your facility management plan. Examples of focus areas may include maintenance, security, health and safety, energy efficiency, and sustainability. Depending on the size and needs of your facility, you can create as many focus areas as necessary.

2. Think about the objectives that could fall under that focus area

Objectives are goals or outcomes that you want to achieve in your facility management plan. They should be specific, measurable, and achievable. For each focus area, you should define multiple objectives that will help you reach your overall goals. Examples of some objectives for the focus area of Facility Maintenance could be: Increase Facility Efficiency, and Improve Facility Reliability.

3. Set measurable targets (KPIs) to tackle the objective

Key performance indicators (KPIs) are measurable targets used to track the progress of your objectives. For each objective, you should set an initial value and a target value. You should also specify a unit of measure, such as days or people, depending on the nature of the KPI. An example of a KPI for the focus area of Facility Maintenance could be: Reduce Total Number of Maintenance Interventions.

4. Implement related projects to achieve the KPIs

Projects are the actions or initiatives that are necessary to achieve your objectives and KPIs. For each KPI, you should define one or more projects that will help you reach your goal. These projects should be specific and achievable. An example of a project related to Facility Maintenance could be: Implement Preventive Maintenance Program.

5. Utilize Cascade Strategy Execution Platform to see faster results from your strategy

Cascade Strategy Execution Platform helps facility managers and teams create, track, and monitor their facility management plans. With Cascade, you can easily set objectives and KPIs, track progress, and see faster results from your strategy.

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The facility management plan is the formal planning instrument used by the organization to manage the current and future operations of the club facility. The plan is to put together to make sure the efficiency of operation is increased, saving them money over the life of your facility and even expand the overall lifespan of your facility. The quality, safety, and sustainability of the plan must be in the facility management plan. And, the plan to achieve these strategies.

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Facility planning: A strategic approach to a better office

Facility planning is essential for the modern office, especially given the rapidly changing landscape of today’s workplace. With more and more companies embracing remote work , hybrid work , and more flexible working in general, they need strategic solutions that come from good facility planning in order to maintain structure and productivity. 

In this article, we explore why and how facility planning can help companies stay profitable and better support their workers. Even in the midst of new and changing realities on the ground. 

Panel Discussion

Top strategies for hybrid office space planning with CBRE’s Susan Wasmund

What is facility planning?

Facility planning is the systematic process that smart organizations use to ensure they have the facilities and related resources necessary to meet both their short and long term goals. Sometimes referred to as strategic facility planning, it’s the key decision-making that companies use to future-proof their workspaces. 

The reality is that simply following space management best practices isn’t always enough for your facility. Without good strategic planning and foresight, companies often stay stuck in problem-solving mode, instead of anticipating new problems before they arrive. 

On the other hand, when companies realistically assess their current and future space and facility needs, they can put themselves in a much better position to weather any new storms. 

In other words, facility planning is what helps companies take a proactive approach to their workplace strategy and real estate management , instead of a reactive one.  It’s about bringing business goals in line with facility goals. It’s also about ensuring both the business and its facilities are ready for the future. 

Who is responsible for facility planning?

The facility planning process is complex, requiring a high level of collaboration in the workplace .

That said, facility needs are typically handled by a facility manager (FM), or a facility management team. FMs make great planners, because they typically have both the data and resources at hand to make smart decisions for the office. And because keeping things running smoothly and anticipating needs is ultimately their main goal. 

FMs are responsible for all aspects of facility management, including ensuring employees have the tools and space they need to do their jobs properly.  As such, they are in the best position to understand facility goals. This is especially true when they collaborate with either an executive or growth team to stay up to speed on overarching business goals as well. 

Moreover, the roles and responsibilities of FMs have been evolving since the pandemic, so that they are more and more becoming leaders in their organizations—again, priming them to be in the best position to make good facility plans. 

This is also one of the main reasons why facility management services are usually best handled in-house—either by a dedicated FM, or by using facility management software to disperse these tasks among invested team members.  

What are the four steps in facilities planning?

No matter who manages facilities planning for your organization, this process works best when it follows the following four steps.

1. Understand your goals

As we’ve mentioned, facility planning is about bringing business goals in line with both current facilities and any planned expansions. So before any planning actually takes place, the planning task force needs to identify what demands are being placed on them from the business, coupled with the realities of their existing facility.

Thankfully, these two perspectives often dovetail. 

For example, cost-effective sustainability is quickly becoming a goal of virtually every business. 

Improving space utilization —which can dramatically cut back on the amount of corporate real estate needed—can therefore keep everyone happy. 

Remember, business drivers will vary from company to company. This ranges from responding to changing markets or demographics, adopting new information technology, preparing for potential mergers, or opening new offices or storefronts, just to name a few.

And of course, virtually every company is concerned with growth. 

Identifying which goals are most important now is the critical first step to planning. To make this process work, everyone on the facility planning team needs to understand the mission, vision, and company culture. 

FMs should therefore be given the tools and access they need to evaluate the entire real estate portfolio . Then, they can then understand how the business plan and other items coming down the pipeline will impact their space needs.

Only when they are armed with this critical data can they understand if current facilities will meet demand, or whether construction projects—or maybe just a better desk booking system—should be planned for the near future.

2. Analyze and set benchmarks

Of course, planning doesn’t stop with simply understanding your goals. You also need to understand how to actually make those goals a reality. 

To properly plan a facility, FMs need to leverage any and all existing data about the organization’s existing space management.

This isn’t just about knowing what your square footage is; it’s about figuring out how those square feet interact with staffing concerns and long term goals. 

Specifically, FM need three tools to strategically analyze their existing workspace and make plans for change:

• Comprehensive reports and analytics that provide actionable insights into the existing needs of employees and real-time use of existing space, including occupancy and portfolio reports
• Scenario planning software, which makes it easy to virtually test out the impacts of reconfigurations before having to manually implement them
• Stack plans , which provide a high-level picture of how space is currently being used

Of course, this assumes there is already an existing strategy in place to maximize the three basic elements of space management —effective space planning, effective office use, and effective space tracking. 

When these systems are in place, and the right data is being collected, FMs can use them to perform gap analysis and set benchmarks. This will guide future facility management in the best way possible. 

3. Start planning

Once FMs understand both their goals and their benchmarks, they can begin the actual work of creating their master plan. This is when the challenging work of translating a facility plan into a business plan happens. It will look different, depending on the business drivers for your organization. 

To plan properly, FMs should first document their primary objectives, and then conduct a risk assessment of any plans. This assessment should include cost analysis, which can be done using scenario reports. 

At this stage, FMs can also benefit immensely from move management software . They will also need to develop a method for both gaining approval and reporting on results. 

Especially if their plans will include new working policies (such as implementing flexible seating arrangements like hot desking or office neighborhoods ), they may also want to seek input from both human resources and the employees themselves. 

In fact, companies should look to include all stakeholders in all aspects of the strategic planning process. 

4. Start acting

The more FMs are able to maximize the first steps of facilities planning, the easier acting on their plan will be. 

This is also where the right tools become essential. The best way to implement any new changes to a workplace or facility is with the right facility management software. Ideally, this is one that can integrate with your company’s existing integrated workplace management system (IWMS).

Finally, remember that strategic facility planning isn’t a ‘one and done’ occurrence. 

This is an iterative process. Any plans will need to be assessed, adapted, and maybe even rewritten on an ongoing basis. This will include continually relying on real-time data and comparing it against financial reports and other benchmarks. This will provide a picture of what’s working and what isn’t. 

What is the importance of facilities planning? 

There is a rise in types of work environments , the growing reliance on the digital workspace , and greater competition. As a result, we can only expect facility planning to become more and more important. 

When managed properly with the right tools, companies can expect to see the following benefits from strategic facility planning:

• Cost savings and improved sustainability, usually in the form of requiring less office space
• Improved employee experience and engagement, derived from new working arrangements that make better use of office space and enhance the digital workspace as well—critically important now during the Great Resignation
• Greater efficiency, thanks to the thoughtful analysis of how resources can optimized

Better still, these new changes will likely benefit other departments, potentially improving all aspects of using an office. For example, when FMs bring in better wayfinding systems to support any of the hybrid work models we’re currently seeing, they’re actually making the office easier to navigate for anyone who walks through its doors. 

In other words, when organizations are planning their facility, they are actually planning to future-proof their facility.

What are the dangers of not having a plan? 

Like Benjamin Franklin famously said, if you fail to plan, you are planning to fail. Winging it is simply not an option. Especially when you’re managing something as complex as even a small company—let alone complete enterprise facility management . 

As the pandemic taught us, things don’t always go to plan. But the companies that had a system in place for making and implementing plans were the ones that were able to more quickly adjust to the new reality. Companies that have the right approach to facility planning will always be more nimble and resilient than those that fail to plan in the first place. 

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OfficeSpace offers a software solution that makes facility planning easy. Reach out for a free demo. 

Photos: Thirdman , Sora Shimazaki , ANTONI SHKRABA production , Mikhail Nilov

Facilities management helps ensure the functionality, comfort, safety and efficiency of buildings and grounds, infrastructure and real estate.

Facilities management includes:

• Lease management, including lease administration and accounting
• Capital project planning and management 
• Maintenance and operations
• Energy management
• Occupancy and space management 
• Employee and occupant experience 
• Emergency management and business continuity
• Real estate management

Types of facilities management:  There are two basic areas: Hard facilities management (Hard FM) and soft facilities management (Soft FM). 

• Hard FM deals with physical assets such as plumbing, wiring, elevators and heating and cooling.
• Soft FM focuses on tasks performed by people such as custodial services, lease accounting, catering, security and groundskeeping.

This guide summarizes what sustainability-forward organizations look for in their ESG software platform to help achieve their goals.

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For people to do their best work and feel engaged in their environments, they need to be in buildings that are safe, welcoming and efficient. Facilities management has a hand in everything that surrounds the people in facilities and on the grounds. Where they work, play, learn and live should be comfortable, productive and sustainable.

Superior facilities management will contribute to your organization’s bottom line, impacting the short-and long-term value of property, buildings and equipment. Your efforts can be crucial to:

• Space optimization
• Guiding capital projects
• Energy management and maintenance
• Lease accounting
• Workplace experience

People spend 87% of their time in buildings. See how to improve your operations to make their lives more comfortable and maximize efficiencies.

In its first worldwide integrated workplace management system (IWMS) MarketScape report, market research firm IDC highlights TRIRIGA for its innovation, flexibility, functionality and industry expertise.

Real estate is the second-highest cost for an organization and effective space management can result in cost savings up to 30%. ¹

The average capital project is 80% over budget and 20 months behind schedule, but adopting capital project management technology can lead to up to a 45% reduction in overall project costs. ²

Companies that rank high in employee engagement have 59% less turnover, 17% more productivity and 41% less absenteeism. 3

A smart building with integrated systems can realize 30–50% savings in existing buildings that are otherwise inefficient. 4

The technology in facilities management includes both software and systems. Vast amounts of data are generated by built environments through Internet of Things (IoT) sensors, wifi, meters, gauges and smart devices.

The most effective solutions enable facilities management departments to make good use of this data by infusing analytics and artificial intelligence (AI) into an integrated workplace management system (IWMS). These technologies deliver cognitive capabilities that make computer-aided facilities management possible—so you can analyze and learn from data, enabling you to achieve real-time visibility, perform predictive facilities maintenance and create more productive, cost-efficient environments.

Across numerous industries and company sizes, facilities managers have a wide range of important day-to-day responsibilities. These managers need to both plan ahead and also be ready for various tasks within any given day. While the manager’s responsibilities often include:

• real estate management
• capital projects and planning
• occupancy and space management 
• lease administration and accounting
• workplace experience

There are also ways to improve the performance of each responsibility that will fill the manager's schedule:

• deliver operational efficiencies
• create an environment conducive to productivity
• find and adopt technological solutions 
• guarantee regulatory compliance
• minimize risks to facilities and employees
• reduce energy consumption costs
• reduce the carbon footprint of the real estate portfolio

As many enterprises return to their offices, the workplace ideally becomes a destination where employees want to gather and collaborate—connecting safely with each other.

The new workspace in the post-pandemic world must to satisfy even more needs. Does productivity mean keeping face-to-face working or saving employees commuting time? Have a look at the advantages and challenges of building a hybrid workspace model.

Give employees a better workplace experience. “A great place to work” is being redefined by COVID-19, employee expectations and technology. That experience can still mean the difference between engaged, productive employees and a company facing turnover and even more disruption. Learn how to create that new experience .

See how ISS is transforming the facilities management of more than 25,000 buildings worldwide using TRIRIGA. Specific facilities management examples show the value of IoT as buildings and environments become more personalized, intuitive and easy to use.

With the onset of COVID-19, GRE was able to move 95% of IBM’s global employees from the office to home by using our own solutions. Now we’re preparing for the move back to the office, with the ability to monitor adherence to pandemic-related protocols and to verify health credentials.

Learn how an integrated workplace management system (IWMS) can increase the operational, financial and environmental performance of facilities and real estate.

Use data to make better-informed and data-driven decisions for intelligent real estate and facilities management.

Get intelligent asset management, monitoring, predictive maintenance and reliability in a single platform.

Read how as artificial intelligence gets integrated with building management systems and IoT devices, it has the potential to improve occupant experience, increase operational efficiency and optimize space management and asset utilization.

Explore how the workplace as a destination is changing the way facilities managers are optimizing space for safety, productivity and improved experiences.

Data and AI are increasingly critical tools in how organizations are evolving their facilities management. Simple, fast and flexible, IBM TRIRIGA is an integrated workplace management system that has the right mix of applications in one modular solution to maximize your building lifecycle while preparing you to meet future needs.

¹  Research and Markets  (link resides outside ibm.com)

²  McKinsey & Company  (link resides outside ibm.com)

³  Gallup  (link resides outside ibm.com)

⁴  American Council for an Energy-Efficient Economy  (link resides outside ibm.com)

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Elevating operations: a strategic approach to facilities management strategy.

A company's productivity is significantly affected by its facilities' operations and planning.  

Strategic solutions derived from effective facility design are essential for firms to sustain structure and productivity in the face of increasing use of remote, hybrid, and flexible work arrangements. 

Although, it could be difficult for a facilities manager to actively participate in f acilities management strategy discussions, doing so has been known to reportedly provide benefits in the long run.

In a way, it is all about making the workplace future-proof via data-driven research and solutions that concentrate on people. 

Having said that, any type of facilities maintenance strategy, whether it's confined to a set of offices, or more of a braod-range operation, calls for meticulous planning and execution at multiple levels.

Understanding this process from an operational efficiency point of view is crucial to whatever the term: "facilities management strategy" entails on your turf!

Here's an in-depth look at everything you need to know to get started in a hassle-free manner.

What is a Facilities Management Strategy?

Facility Maintenance Definition: Organizations utilize facility planning as a strategy to arrange their resources and physical spaces. It guarantees that workers have access to sufficient space and resources to carry out their jobs effectively and accomplish the company's objectives.

To implement strategic management of facilities , a company, and its facilities staff must shift their attention from short-term fixes to more long-term strategies and activities.

Rather than haphazardly assigning tools and workspace, this proactive method necessitates defining a plan for managing space and resources. To get insight into a space's use, it is common practice to gather statistics on occupancy and usage rates. 

The end purpose of facility planning is to make sure that businesses succeed by making sure that offices are good places to work.

The first step in f acilities management strategy that really helps your company succeed is figuring out how your workplace contributes to the bigger picture. Additional reasons for implementing strategic facilities management might include:

• Making the switch to hybrid work
• Bringing in and keeping the best talent
• Promoting a more cooperative and trustworthy culture
• Using environmentally friendly procedures at work

What is Integrated Facilities Management?

A comprehensive strategy for overseeing a company's infrastructure and physical assets is known as integrated facilities management (IFM).

Planned maintenance and repairs , energy management, space utilization, health and safety compliance, and property and asset management are just a few of the facility services that are integrated by IFM.

Organizations can now centralize operations and monitor their F acilities management strategy data from anywhere thanks to cloud-based technologies like Facilio.

What is a Strategic Facility Plan (SFP)

The International Facility Management Association (IFMA) recommends that managers familiarize themselves with the following three things before putting together a thorough Strategic Facility Plan (SFP): 

• The organization's core values (or evolving values) and how facilities should reflect those values; 
• A thorough evaluation of the facility (including its location, capabilities, and condition); 
• And, lastly, a basic comprehension of how the organization's objectives could lead to expansion or contraction in terms of facilities.

Managers will be functioning as a "strategic" support system if they can verify each of these benchmarks with the relevant departments and figure out how to back their organization's facilities maintenance goals and objectives while implementing efficient day-to-day protocols. 

This synthesis of "current" and "future" enables all stakeholders to optimally deal with incoming changes.

Key Pillars of Effective Facility Management Strategy

When creating a facilities management strategy , the following should be prioritized: 

• People: how can you meet the demands of your workers in this space so that they can give their all at work? What do your employees anticipate from this area?
• ‍ Technology: what are the necessary resources to improve efficiency, collect data for better-informed judgments, and organize the space?
• ‍ Building and landscaping: how does the actual location appear and work, with regard to the meeting rooms and workstations included?
• ‍ Methods and procedures: how might one go about implementing facilities management strategy in an organization to properly distribute space and resources?

Why is Facilities Management Strategy So Important?

In virtually every aspect of your company, including marketing, financial planning, product/service development, recruiting, etc., you exhibit a high level of strategic thinking.

Then why not turn your workplace into something you can track, evaluate, and get additional benefits from?

A f acilities management strategy should be implemented by businesses for many reasons, particularly when new methods of working become the norm. 

Hybrid work, for instance, can be accommodated by these groups. Utilizing appropriate facilities management strategies is essential for effectively overseeing on-site collaborative work. All it takes is the correct equipment to keep track of workers' whereabouts and when they clock in. 

• Boosting Your Workplace ROI

Renting or buying office space isn't inexpensive.

You want your investment to be worthwhile, especially in the hybrid workplace when fewer workers are physically present at the office on a daily basis.

A facilities management strategy can be beneficial.

One strategy to make your day-to-day work more relevant to your long-term objectives is to connect your workplace design and use it to a specific company goal or goals. What changes must be made in your workplace to improve the bottom line?

• Improve Workforce Productivity

When your facilities assist or hinder the efficiency of your workforce, it's easy to see how they contribute to your bottom line.

Keep in mind that the term "facilities" encompasses a wide range of components, such as thermostats, light switches, cleaning supplies, the reception desk, property upkeep, electrical testing, and much more.

Workers won't be as productive if they're either too hot or too cold. Warm workplaces are especially bad for productivity, which drops 2-4% for every degree Celsius over 27 degrees.  

Negligible electrical testing can result in serious consequences, including decreased productivity and trust in the area, when gadgets malfunction or become unsafe to use. 

Facilities management strategies, on the other hand, allow you to stay ahead of these problems by ensuring that your employees have the resources they need to thrive.

• Talent Acquisition

Attracting top talent doesn't need a ping-pong table or a slide in your workplace! Still, it must serve their purposes, be comfortable for them, and respect their beliefs and demands.

The pursuit of more diversity, equality, and inclusion makes this a priority. For some new workers, it's important to provide separate, private spaces where they can get some work done. 

To further promote a flat organizational structure, you can opt for a more casual, open-plan layout for your workplace. Office planning and facilities management are complementary processes; thus, you should first determine your facilities maintenance goals and objectives for the Employee Experience before developing a plan.

One other thing you can do to draw in new employees is to run your workplace sustainably.

After all, if given the chance to work for a more environmentally conscious company, 28% of US workers would think about leaving their present positions. Do you provide your facilities manager room to grow into a sustainable and strategic leader?

Of course, your company's flexibility to accommodate remote workers is a major selling point when it comes to attracting top talent. What the epidemic has shown us is that remote work is a huge selling feature, and companies should get on the bandwagon if they don't want to miss out.

How Do You Implement a Strategic Facility Management Plan?

Strategize your facilities management approach. It's a five-step process that takes into account all the people who have a stake in your office, their needs, and how your space can support your facilities maintenance goals and objectives

• Understand. Just think about where you are right now and where you want to be tomorrow.

The first thing to do when adopting strategic facilities management is to make a plan for how you will achieve your goals.

But just as crucial is figuring out how much money you have to put into the change, who has to be on board, and how long the process should take.

• ‍ Analyze. Your facilities management strategy requires an approach to implementation.

Utilize the wide variety of analytical tools and methodologies at your disposal to develop a plan for your operation. If you want to know how to contribute and what may go wrong with your strategy, a SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis is a good place to start.

Including it in your strategy meetings and brainstorming sessions should make it easy to choose the next steps for the plan.

• ‍ Plan. Building an executable road plan requires using what you've learned in the previous two phases.

Outline the modifications you are making and the reasoning behind them in your plan.

After that, simplydocument the measures you will take to bring the project to fruition. Establish a timeline, define goals, and delegate responsibilities as necessary to ensure the strategy is carried out most efficiently. Think of it as a long-term plan that outlines how you will satisfy the requirements of the business.

• ‍ Act. Everything is set in motion after you have presented the f acilities management strategy and roadmap to top stakeholders and clarified the vision for them.

Just remember to highlight the advantages we discussed before to make your case more persuasive. But the hard work hasn't come to an end yet.

• ‍ Measure. In the long run, how can you tell whether your strategy for managing facilities is paying off?

What measures and benchmarks should be established to track the ongoing impact? Your facilities maintenance goals and objectives will dictate the metrics you use, but they will likely contain financial, cultural, and productivity-related data.

In the long run, the goal of strategic facilities management is to support your company's pursuit of excellence.

What are Your Typical Facility Management's Objectives?

There are a lot of moving parts in the management of facilities , but one of the most important is making sure the people who live or work in the building are safe, comfortable, and satisfied. All sorts of facilities can benefit from meeting the objectives set forth by facility management to achieve these facilities maintenance goals and objectives .

Communication with Stakeholders and Occupants

Managing a property effectively requires constant two-way contact with the building's tenants and other interested parties. Talking to them about their thoughts on the facility and getting their advice on how to make it safer and more comfortable is a great way to get to know them better.

Provide a Safe and Healthy Environment

We can save a lot of lives if we can identify potential hazards to people's health and figure out how to fix or eliminate them.

Because they are a necessary component of any structure, let's take restrooms as an example.

They can be made to feel as comfortable as possible throughout every visit by keeping them clean, smelling good, and providing enough amenities.

Be Mindful of Deficiencies

Over time, some issues might compromise a building's utility systems if not addressed. Inspections performed on a regular basis could reveal construction flaws and prevent more serious issues down the road. Performing these standard inspections every three to six months is the responsibility of the facility manager.

Improve and Endorse Energy Efficiency

It is possible to save money by making the building more energy efficient. The management can find out how much money is being wasted on water, gas, and electricity by reviewing the building's costs for these three things. 

Reduce and avoid more energy waste by investing in energy-saving equipment including energy-efficient light bulbs, upgrading current equipment, and closing up pipe leaks.

Business Continuity Planning

Running some facilities is dependent on machinery that is in good working order. An organization's critical assets and the risks that they face are detailed in a business continuity plan, which functions similarly to a backup plan. 

In addition to that, the f acilities management strategy outlines the potential impact on company operations in the event that the asset were to cease working.

If a company or institution has done its homework and has a solid strategy in place, it can keep running even if something unforeseen happens.

Building the Right Tech Stack To Support FM Initiatives with Xenia!

If you're using FM, your CMMS should make it easy to consolidate all facility management tasks.

You can't call it a comprehensive or integrated approach to facility management (FM) if your CMMS just supports asset management and proactive maintenance and suppliers and inventories need their software that won't interact with your CMMS.

The amount of human labor required to consolidate data across sheets or convert it into forms that the CMMS can read would still be twice as much for your teams. 

The results that FM guarantees would be difficult to get due to the delays, mistakes, and bottlenecks that would ensue.  

Thus, for an O&M ecosystem to be fully integrated, your CMMS should be thorough, adaptable, and user-friendly enough to link with all your current systems.

The following aspects and capabilities should be considered when evaluating CMMS software to implement your FM vision:

• Management of assets : Keep tabs on things like where assets are, what they're up to, and any warranty information with ease.
• ‍ Maintenance management: involves scheduling and tracking maintenance jobs, work orders, labor hours, and materials utilized.
• ‍ Work order management : create, assign, and monitor the progress, priority, and budget of all open work orders.
• ‍ Inventory management: includes keeping tabs on stock levels, where they are stored, and when they are due to expire.
• ‍ Reporting and analytics: Use data analysis and report generation to improve decision-making. Learn more about energy use, asset condition, and maintenance expenses.
• ‍ Collaboration: Coordinate closely with relevant parties across the company, including engineers, managers, and technicians.
• ‍ Optimization of assets: Identifying areas for improvement and making suggestions to optimize performance.
• ‍ Predictive maintenance : involves analyzing past data and current asset conditions to determine the likelihood of maintenance needs.

With a focus on f acility maintenance , Xenia's Connected CMMS allows for intelligent and real-time operations and maintenance through the use of modular solutions for managing facility conditions , assets, inventory, inspections, work orders, services, workplaces, and vendors.

With so many options, how does Xenia's Connected CMMS stand out from the competition?

By integrating people, procedures, and systems, Xenia's Connected CMMS allows you to manage operations on a portfolio scale from a single location with its multi-location capabilities.  

Next Steps 

To ensure your company's success, facility planning is essential.

Before diving into a facilities management plan, consider the needs of your team members to enable peak performance. Guaranteeing the effective execution of your f acilities management strategy requires the right technology and an employee-centric approach.

Successful businesses optimize their workplaces by setting measurable objectives, assessing their current state, staying abreast of emerging workplace trends, and implementing technological solutions. 

These steps naturally lead to increased productivity and efficiency. By taking these actions, your company can prepare for the future of work, characterized by more sustainable and adaptable environments desired by employees.

Interested in implementing these changes in your workplace? Optimize your office space and enhance staff satisfaction with Xenia. 

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Unify Team Operations, Maintenance and Safety Compliance with Xenia

Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.

Our customers love Xenia's robust use cases including:

Operational Execution

✔️ checklists & sops.

Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.

💪 Team Task Management

Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.

📆 Recurring Tasks

Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.

📲 Chats & Announcements

Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements

📊 Team Performance Reporting

Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel

Maintenance Management

🛠️ work orders.

Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.

🧰 Preventive Maintenance

Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.

Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.

⚙️ Work Order Requests

Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.

📁 Equipment Work History

View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.

Safety Compliance & Quality Assurance

👍 concrete brand standards.

Put your brand standards in a clear and operational checklist to be attached to work assignments.

🔎 Smart Inspection Workflows

Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.

✨ Corrective Actions

Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.

📋 Analytics and Reports

View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.

Why use Xenia in your operation?

Xenia is empowering hundreds of teams around the world to elevate their facility operations management. When implemented, Xenia offers benefits such as:

🦾 Reduce Manual Operations

With Xenia, you can schedule recurring tasks and work orders in minutes. Assigned employees will receive notifications and can complete work on their mobile device.

💯 Standardize Processes & Increase Accountability

Build custom checklists, SOPs, inspections, log books, surveys, meeting agendas and more with Xenia. Attach these to tasks and work orders to clarify work and collect crucial data such as photos, notes, time stamps and more.

🤩 Minimize Negative Reviews

Xenia's operations platform increases brand standards and speeds up issue resolution to ensure a positive guest experience. When things do go wrong, Xenia provides a central data suite to identify the root cause and execute intervention plans.

⚡ Speed Up Work Order Resolution Time

Enable any team member to report issues, damage or guest complaints directly on their mobile device. The necessary team will be notified and can resolve the issue immediately.

🏨 Minimize Equipment Downtime

With Xenia's preventive maintenance calendars and work order management, teams can centralize their asset maintenance and ensure every issue is prevented or corrected in short order. This saves teams thousands each year in avoidable repair fees.

🔐 Secure Data Storage

All data in Xenia is securely stored in the cloud for analysis and reporting. We do not delete historical data to ensure that you have a clear view of improvement over time.

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Integrated Facilities Management

CBRE delivers best-in-class integrated facilities management solutions to help you achieve your operational efficiency, sustainability, and workplace experience goals.

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What we can do for you

Delivering faster and smarter transformative results at scale.

Optimize cost, reduce risk and improve overall service quality and safety for your facility through industry-leading people, processes and technology.

Solutions Tailored to Your Needs

Realizing Potential in Every Dimension™ of your facility.

Optimize your operating cost, reduce risk, improve safety, and enhance uptime through industry-leading technical talent, smart enabled technology, tools, and maintenance strategies. Learn More

Strategically action client goals for carbon abatement, energy efficiency, water conservation, and waste reduction across your entire operations. Learn More

Transform your workplace into a destination of choice through people-centric, technology-enabled experience services to increase employee engagement, optimize performance and deliver meaningful workspace insights. Learn More

Related Services

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Smart FM Solutions

Achieve increased efficiency and operational reliability while reducing carbon and lowering cost with connected building automation, IoT, AI, and advanced analytics solutions that leverage people, processes, and integrated technology.

Industries We Serve

Telecommunication media & technology facilities management.

Offering integrated facilities management solutions for telecommunications, media and technology companies at every stage.

Financial Services Facilities Management

Implement a globally consistent facilities management experience while safeguarding your brand.

Industrial & Logistics Facilities Management

Achieve measurably superior facilities management outcomes across all your industrial and logistics environments.

Healthcare Facilities Management

Creating measurably superior client outcomes by improving patient experiences through safe, engaging and high-performing environments of care.

Energy & Resources Facilities Management

Integrated facilities management within a globally consistent, auditable and safety-conscious operating model.

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Unlock superior facilities management outcomes across your labs, manufacturing space and critical environments.

Infrastructure, Defense & Public Enterprise Facilities Management

Advancing mission and financial resilience through strategic management solutions.

Retail & Multi-Site Facility Management

Optimize your retail facilities performance and operations with technology and data-driven solutions.

Our Leadership Team

Chandra dhandapani.

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Jeff Kleinschmidt

Director, Senior Managing

• Phone +1 704 996 3193

President, Global Enterprise Sales & Client Solutions

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Tom O’Connor

President, Sales GWS Local & DCS

Facilities Management Cost Trends 2023

Explore detailed research and insights on FM costs to inform decision making based on objective data.

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How to Create a Marketing Plan for Facilities Management

Though many facility managers may think marketing doesn't fall within FM's core competencies, the facility management team must consider how it markets facility services in its contact and conduct with customers. In this respect, customer service is vital. The terms marketing and customer service are not synonymous, however. While customer service provides opportunities to reinforce positive images of a facility management department, marketing involves first researching who the customers are and then selling and promoting facility services to them. The main responsibility falls on the shoulders of the facility management department leader.

All facility managers should understand the following basic concepts of marketing:

• Know the market. Each type of customer, what their needs are, and how they perceive facility management. Know and anticipate their needs.
• Know the facility management department’s strengths and weaknesses. What is done well, and where does it fall short? To do this, facility managers should identify what skills are involved in marketing, which of these skills are performed, and how well they’re performed.
• Develop a marketing plan that serves as a road map.
• Recognize the importance of quality customer service. Every facility staff member must realize how every interaction with a customer can serve marketing objectives and foster a positive image of the facility management department.

Know the market

If a facility management department is one of the administrative services supporting the core business departments, it is unlikely that much thought has been given to marketing the facility management department. Instead, the market was guaranteed: Corporate customers had to get facility services through the department. Today, many facility management customers are given the option to outsource facility management. Facility managers now compete with contracting firms that have developed considerable marketing skills.

As the struggles for market share intensify, workers in all companies have been besieged with entreaties from their leaders to be sensitive to their customers. This issue has particular urgency for facility managers, whose customers have become increasingly aware that they have choices of where and how to obtain facility services. In many companies, executives openly permit departments to shop for facility services, putting corporate facility management departments in direct competition with outsourced providers.  

In recent years, facility management customers have become quite sophisticated. They are smarter, better informed, and far more cost conscious. Many have substantial experience in marketing their own products and services and expect others to market their goods and services similarly. They may know as much as the facility management team does about topics such as indoor air quality or accessibility for the disabled.

Facility managers must also understand that their customers are not people whose needs, motivations, and objectives are identical. Most companies have several different types of customers. From the facility manager’s perspective, each one constitutes a niche market — a particular population with certain characteristics and needs that are distinct. For example, top management has needs unlike those of administrative support units or core business units.  

Facility managers should also know the skills of their staff. Every staff member makes an impression on a customer in every transaction, whether it is by email, telephone, in person, or in a report. For marketing purposes, every worker should understand the customer. Mechanics, custodians, and housekeepers who make contact with customers may exert more influence on them than higher-ranking facility management employees who are seldom seen. 

Develop a Marketing Plan

To develop a marketing plan, it is important to identify the marketing elements already in place. The greatest asset is the range and magnitude of customer contact. There is a fundamental maxim of customer service that applies particularly well to facility management marketing: “If you’re not serving the customer, you’d better be serving someone who is.”  A marketing plan can be organized around the following basic steps.

• Conduct market research — Know the characteristics and needs of your customers; know about the service of your competitors.
• Promote services — Devise a marketing plan that matches services with the right customers. A marketing brochure explaining facility services can be customized for different customers.
• Keep customers informed — Talking to customers directly provides an opportunity to inform them of upcoming developments that may affect them, such as new regulations. This enables you to apply another basic marketing maxim: “Prepare the market for change.” Eliminating surprises, helps facility managers and their customers become allies.
• Evaluate service delivery — Ask customers for feedback on service delivery. In doing so, potentially damaging misunderstandings about facility services are diffused. That’s especially regarding sensitive issues such as indoor air quality.
• Create a website — A website can allow users to download standards, post construction schedules, obtain standards forms, and post surveys or questionnaires for research or benchmarking purposes.

To implement the steps mentioned above, an overall marketing strategy is needed. This strategy incorporates several key elements that form the backbone of an effective marketing plan.

This article is adapted from BOMI International's Fundamentals of Facilities Management course, part of the FMA designation program. More information regarding this course or the BOMI-HP™ credential is available by calling 1-800-235-2664. Visit BOMI International’s website, www.bomi.org .

What is a Facility Condition Index (FCI)?

A Facility Condition Index (FCI) is a numerical value assigned to reflect the overall condition of a building. The FCI is typically based on data gathered during a Facility Condition Assessment. It is used to provide a standard benchmark to compare the conditions of similar facilities and as a quick indicator of a facility’s overall condition.

History of the FCI

Facility condition assessments (fca) .

An FCI cannot be calculated without a Facility Condition Assessment (FCA) , which is a data-driven evaluation of a facility or asset’s physical condition. An FCA helps investigate and determine what preventive maintenance , repairs, and upgrades are needed to bring the facility or asset up to optimal condition, as well as the cost of performing them. 

By estimating the cost of the PMs, repairs, and upgrades required to get the facility in its best condition and comparing that to the replacement asset of the asset, you can find your Facility Condition Index. FCAs can help organizations: 

• Prepare to sell property
• Prioritize maintenance work orders and repairs
• Minimize repair and maintenance costs
• Ensure safety and compliance

FCAs are either performed internally by the facility manager or outsourced to an independent assessor for an objective evaluation. If you are doing your own FCA, it is helpful to establish a facility condition assessment checklist ahead of time to ensure they are conducted consistently every time. 

Why calculate an FCI?

While it may seem like a big task, a facility condition assessment and facility condition index are useful snapshots of your facility condition, and they are also useful measurements to track over time. Monitoring the condition of your assets in terms of their repair versus replacement value helps organizations and their facility managers make informed decisions regarding maintenance, capital planning, and upgrades. 

Trends in your FCI score may also indicate other outcomes on the horizon. For instance, as an asset or facility’s FCI increases, the organization may experience: 

• Increased risk of asset failure
• Increased facility maintenance and operating costs
• More negative impacts on staff and occupants
• Greater safety risks

An FCI can also be particularly helpful for organizations that may have experienced backlogs in upkeep. An FCI helps quantify the value of a facility or asset while taking into consideration any deferred maintenance that may still be waiting to be addressed. 

Finally, FCIs are relatively simple to calculate and offer an objective, industry-standard rating of current conditions that can be applied across various facilities. 

How to calculate an FCI

An FCI is calculated by comparing the estimated cost of outstanding repairs and maintenance to the estimated replacement value of the facility. In the end, you will have a percentage that indicates the value of continuing to repair and maintain your facility.

The data needed to calculate an FCI

In order to determine an FCI, some key data points related to maintenance and repair needs, as well as a replacement value, must be collected. A detailed Facility Condition Assessment should be conducted to get a true picture of the facility’s condition. An FCA will get at this information through many sources, including: 

• Maintenance team or occupant interviews
• Review of past reports and maintenance logs
• Asset audits
• Review of building building plans
• Review of past expenditures and upgrades
• Analysis of maintenance data
• Permitting/zoning information

These are all useful sources of important maintenance information. However, the key pieces needed for the calculation of an FCI must be summarized into the following two data points: 

• Total estimated cost of outstanding repairs, maintenance, and upgrades (renewal cost)
• Total estimated replacement value , not including land value (replacement cost)

The math needed to calculate an FCI

Believe it or not, this is the easy part. Once you have quantified the cost of needed maintenance as well as the estimated value, FCI becomes a simple division problem. 

Dividing the renewal cost by the replacement cost (and multiplying by 100) provides the score: 

FCI  =  ( Renewal Cost / Replacement Cost ) x 100

For instance, if we have a facility valued at $2,000,000, but it currently needs approximately $150,000 worth of maintenance and repairs, it has an FCI of 8%.

How to interpret and use an FCI

Once an FCI has been calculated, interpretation is the next step in using it to your advantage. Of course, the lower the facility condition index, the better. A low facility condition index means that the facility or asset is in good working order and any repairs or upkeep needed are far from reaching the point where a cost/benefit of replacement decision is part of the discussion. 

But how low of an FCI score is considered “low?” And what do you do if your FCI score is too high?

Understanding and interpreting the FCI

Generally, any FCI lower than 10% is considered either good or fair. In this range, there may be some visible signs of wear and deterioration beginning to appear, but systems and facilities remain functional, and your maintenance team is primarily focused on scheduled routine maintenance .  

When building condition reaches an FCI of 25% or more, components break down more regularly, wear becomes visible, and maintenance staff are more frequently shifting to reactive maintenance mode. By 60%, facility conditions are critical, and safety risks are becoming a significant concern. 

Turning the FCI into action

Using your FCI to guide your facility operations and maintenance practices is a great way to drive improvements. In addition, because it is a widely recognized and professional method of measurement, using it as a key metric to inform facility management strategies helps minimize risk. 

If you are calculating your FCI for the first time, this will become your baseline. Then, continue updating and recalculating your FCI at regular intervals over time, as your resources allow. Eventually, multiple scores can begin to reveal trends that decision-makers in your organization can use to identify solutions, initiate repairs and renovations, and invest in other initiatives if an FCI is too low. 

Improve your FCI with the right tools

Businesses across a variety of industries have adopted the facility condition index as a useful tool. Estimating the true condition of the facilities and assets within your organization can be a powerful step toward making more informed and sustainable facility management decisions.

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