Effective Facilities Management Is Vital Commerce Essay

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Effective facilities management is vital to the success of any organization. Effective facilities management provides a safe and efficient working environment, which is important to improve the performance of any business whereas in corporate level, it contributes to provide strategic and operational objectives. In today's era, with fast growing of professionalism, facilities manager have high responsibility in arranging, providing and maintaining services. These range from space management, property strategy to administration and contract management.

The definition of Facilities Management provided by CEN the European Committee for Standardization and ratified by BSI British Standards:

"Facilities management is the integration of processes within an organization to maintain and develop the agreed services which support and improve the effectiveness of its primary activities".

In every organization every department has their own mission vision and objectives.

MISSION: The mission of Facilities Management is to support the University by enhancing the quality of physical facilities. We do this through planning, designing, engineering, constructing, and maintaining in a responsive, service-oriented, effective, and environmentally-conscious manner.

OBJECTIVES: the objectives of the facilities management is to get its desired outcome of end planned activity to be achieved

Facilities management

Analysis of physical working environment

Mission, objective, and goals

Formulation of facilities management

Choices made for FM

Implementation of those strategies

Facilities management is the process of matching the resources with the desired goals along with providing the satisfactory services at right time to the concerned people. However its process starts from defining mission statement, environment analysis, formulation of FM, choices made for, feedback and the changes if these implemented strategy are not as per the desired goals.

However from the above diagram it is obvious that all the phases are interrelated.It is convenient to explain all the phases step by step as if they are step by step series of activities. But in reality each phases affects all the other phases. Its process starts for defining mission, objectives and goals.

Based on the feedback, monitoring activities is carried on resulting in changes strategically that may prove to be beneficial to achieve organizational objectives.

If the facilities manager however performs his work strategically as per step by step and time to time tracking and updating, he is proved to be a successful manager.

However, facilities managers are responsible for the management of services and process that support the core business of an organisation. They ensure that an organisation has the most suitable working environment for its employees and their activities. Duties vary with the nature of the organisation, but facilities managers generally focus on using best business practice to improve efficiency, by reducing operating costs while increasing productivity.

Facilities managers are involved in both strategic planning and day-to-day operations, particularly in relation to buildings and premises.

Likely areas of responsibility include:

•procurement and contract management;

•building and grounds maintenance;


•catering and vending;

•health and safety;


•utilities and communications infrastructure;

•space management;

Facilities managers are employed in all sectors and industries and the diversity of the work may be reflected in different job titles such as operations, estates, technical services, and asset or property manager. Responsibilities often cover several departments, as well as central services that link to all the teams in the organisation. In smaller companies, duties may include more practical and hands-on tasks.

The word management is derived from the word manage-men-t, which means managing the men tactfully. And the word facility management means managing the existing facilities among all the concerned men in organizations. The duty of facility manager is to:

•prepare documents;

•project management and supervising and coordinating work;

•investigate availability and suitability of options for new premises;

•calculate and compare costs for required goods or services to achieve maximum value for money;

•plan for future development in line with strategic business objectives;

•manage and lead change to ensure minimum disruption to core activities;

•liaise with tenants of commercial properties;

•direct and plan essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling;

•ensure the building meets health and safety requirements;

•plan best allocation and utilisation of space and resources for new buildings, or re-organising current premises;

•check that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies;

•coordinate and lead one or more teams to cover various areas of responsibility;

•use performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;

•respond appropriately to emergencies or urgent issues as they arise.

Analysis of the relationship between businesses needs and space planning

"Relationship however exist where there is cohesiveness between two"

Likewise, talking about the analysis of relationship between business needs and space planning.

Business need means the requirement of the business. There are all over different kinds of business and as per the business its requirements differ with it.

Space planning sets out what space and competencies need to be created and which disposed of. A space plan may be expressed as a sequence of action or a time table of priorities in a written plan.

The grouping of staff in teams often provides the best option for inter-communication and/or supervision and is a key factor in office layout design. However, where space is at a premium it may be difficult to accommodate a workgroup in a given area, and the solution often involves making space by moving others. These types of move may be complex and disruptive as there is often a chain of events involved.

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Managing and growing

For example: call centres undertake their business 'on screen' and require small desk areas per staff member, minimum document storage, and may have limited requirements for photocopying facilities and printing.

It is the quality of the employee's workplace environment that most impacts on the level of employee's motivation and subsequent performance. How well they engage with the organization, especially with their immediate environment, influences to a great extent their error rate, level of innovation and collaboration with other employees, absenteeism and, ultimately, how long they stay in the job. Office design is very vital in terms of increasing employees' productivity. Comfortable office design is a motivator for the employees and increases their performance.

Some of the constraints and problems that are faced in managing room allocation are:

Since both the buildings share same porterage and janitorial support there are times when special attention and repairs should be given to a particular area and section of a building but it is not possible because the workers cannot give main priority to the work that needs to be done first.

Front office and reception gets very busy and queued during the opening hours and lunch time.

Security staff cannot give proper security and keep an eye on certain areas like reception, car park, hall room, cafeteria since these area gets really crowded since there are students and teachers coming from two places. Sometimes it's hard to differentiate if someone is a student or staff member from either one of the college or university or not.

Car park gets full so there are a lot of complaints regarding the extension of the car park and bicycle stands. Various complaints were received from students that their bicycles were stolen, the staffs have to pay for parking their car in private parking and the charge is quite high.

Various times of the year both the college and universities have to use the hall room for various kinds of programmes, meetings, curricular activities so there are chances of collision. Because of that reason several times certain programmes have to be rescheduled, which has become a disappointment for the students and the staff members.

Health and safety issues

It is essential to reduce the company's environmental impacts, to create safe and healthy workplaces. Organisations need to be aware that their responsibilities for health and safety extend beyond their employees to the extent that no activity should pose risks to visitors or persons outside or inside the premises. It is so necessary to appoint a person who can be judged to be competent in implementing and ensuring that the organisation complies with health and safety legislation who has adequate training and resources to discharge his/her duties.

In a practical sense, the facility manager is likely to become a key figure in translating the intentions of the legislation into policies and procedures for the work place. A facilities manager must be appointed to the organisation or act as a consultant to assist in implementing and complying with health and safety and environmental legislation.

The organisation must have a general policy on health and safety. Facilities manager is responsible in exercising and maintaining these policies.

The requirements of these general policies are:

To provide and maintain a healthy and safe place to work.

To take responsibility for compliance with relevant legislation including, in the UK :

Control of Noise at Work Regulation act 2005

Disability Discrimination Act 2005

Electricity at Work Regulations 1989

Employment Relations Act 2004

Fire Precautions (workplace) Regulations 1997

Health and Safety at Work Act

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

The organisation has responsibility for anybody who is affected by the company infrastructure. This task is carried out by appointed facilities manager, who works under these legislations.

Following are some of the important points of facility management:

Facility management is an essential business function and the facility manager is a business manager and should be placed at the same level of managers of human relation and other areas.

Good facility management is based on good leadership of a proper organisation.

Facility managers need to have the same level of business skills as their management colleagues.

Facility managers are in a position where they can influence how substantial organisational resources are spent

Some common task of facility manager includes:




Personnel management



Work scheduling

Work coordination


Facility planning and forecasting

Space planning , allocation and management

Space allocation

Space management

Workplace planning and management

Workplace planning

Workplace design

Furniture specifications

A facility manager profile emerges based on these trends. The facility manager moves from narrow technical focus to the expanded viewpoint of a business leader who helps the company take a strategic view of its facilities and their impact on productivity. Some characteristics of a successful facility manager are as follows:

Business leader

Strategic business planner and implementer

Resource obtainer

Financial manager

Spokesperson and advocate

Agile purchaser, lessor and contractor with a major regard for ethics

Information manager





Risk taker


Facilities managers who thrive in the current environment have shed the role of technicians and have adopted the characteristics shown in the above list.

In an Organisation:

Every organisation has its unique personality, and the facility department is a reflection of that personality. All facility managers share some common characteristics in management style; however, the emphasis varies with type of organisation.

Facilities management in educational organisation:

Whether public or private, educational institutions tend to follow the public sector model due mostly to the size and diversity of their facilities. This is particularly true of resources.

The facility manager at a college or a university must not only be technically competent but might want to consider an advance academic degree for credibility. This is because university staffs expect decisions to be made in a collegial fashion which is not always conductive to efficient allocation and use of resources. Because there is so much consensus decision making in educational institutions, it is important that facility manager be somewhat potentially savvy in order to sell his strategies.

The facility manager faces other problems too. There are no more diverse facilities than those found on a large university campus. Many institutions cannot effectively maintain and operate their existing facilities even while building more. Also, a university's management climate has all the problems of large bureaucracies, plus the oversight of a board of regents or trustees. A large educational facility needs someone who is experienced.