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Facilities management plays a vital role in the success of organization by enhancing and supporting the core activities. Facilities management is to ensure that everything is available and operating properly for building occupants to do their work. The facilities manager generally has the most influence upon the quality of life within a facility (www.citehr.com). It enhances the customer satisfaction andadds value in the product or service being provided by the organization.
According to the International Facility Management Association (IFMA), it is
"a profession that encompasses multiple disciplnes to ensure funcationality of the built environment by integrating people, place, process and technology"
Facilities management is a long-standing profession known by many titles, defined by a long list of increasingly important reponsibilities in this ever-changing market place, particularly since technology is becoming so prevalent in the workplace (www.helium.com). This is a wide field with a diverse range of reponsibilities, which are dependent on the structure of the organization.
Responsibilities often covers several departments, as well as central servies that links to all the teams in the organization. They are involved in both strategic planing and day-to-day operations, particularly in relation to building and premises (www.prospects.ac.uk). At a corporate level, it contributes to the delivery of strategic and operational objectives. On a day-to-day level, effective facilities management provides management provides a safe and efficent workink environment, which is essential to the performance of any business (www.bifm.org.uk).
A typical vision for a facility manager is to provide a safe, clean, comfertable and welcoming working environment for staff and visitors ( Mike Turner, 2011). Facilities managers are responsible fforthe management oof services and process that supports the core business of an organizatioon. They ensure that an organization has the most suitable woring environment for its employees.
Job of Facilities Manager
Facilitiea managers are employed in all the sectors and the diversity of the work may be reflected in different job titles such as operations, estates, technical services and asset or property manager. Responsiblities often cover several departments, as well as central services that link to all the teams in the organization. In smaller copmanies, duties may include more practical and hand-on tasks. Many facilities management professionals are employed on a consultancy basis, contracted to manage some or all these activities by a client organization (www.prospects.ac.uk).
A normal day of any facility manager might range from vendor contract negotiation, mechanical equipmemnt maintance/repair scheduling, overseeing inter office relocation support to key personnel.
The facility manager is expected not only to wear multiple hats but also there is a growing need for them to be able to track their efficieny with customizable facility management software. Nearly all of the responsibilities of facility manager are related to quality and cost control (www.helium.com).
Role as Facilities Manager
Being a facility manager of a further education college which sharesthe site with the local university, I have to efficienty manage the available resources in the best interest of college as well as of the university, so that both the institutes can provide promised service to the customers/students, smoothly. I have to develop and maintain service level agreement which means the expected standard for each relevent activty.
I have to keep all the departments integrated for the better performance and manage people and systems by people and systems. As the facility manager my job responsibilities include:
Building and grounds mentaince
Health and safety
Room allocation and space management
Furniture, fixture and fitting management
Office equipment and stationary management
Parking facility management
Contribution to staff well being
Contribution to competative advantage
Helping institute to projrct the right image
Other than the above mentioned activities my job is to keep the staff motivated for efficient and effective input and to perform the assigned taskes while enjoying their jobs, rather than just finishing their job.
Relation of Business Needs and Space Planing
Space management function of the facility manager is to ensure the efficent and cost effective use of available space assuming that the space provided will satisfy all the requriments. All business need to plan accommodation and estates efficiently and effectively. Good design and maintained of space have many implications, for example in responding to legislation requriments, such as health and safty, disable access and increased flexability. Achieving an effective space strategy is therefore a kay requriment for any business (Mike Turner, 2011).
Space strategy must be based on analysises of business needs and priorities and will be requried to provide space guidelines where appropriate. A number of key principles are involved in developing a space strategy, some of them are as follow:
Impect of services and structure on the use of space
Need for clear briefs for layouts
Availablity of technology to support space planing
Awarness of innovative developments in space usage
Procedures for effective planing and design of space solution
(Mike Turner, 2011)
In education sector the most important task is space management and it becomes more critical if the premises being shared by two different institutes providing the education facility at different levels and have to full fill legislative requriments, like health and safety, of the governing bodies according to their standards. Space planing includes activities from allocation of space for different departments to purchase of furniture. The most critical area of space management, of shared premises of college and university, is allocation of rooms for lectures, allocation of computer labs and discussion rooms etc. As these have direct ipmect on the service or facilities provided to students.
Problem in Room Allocation
The college and the university are providing education at different levels but their timetables clashes asthey set timetables according to the vailability of teachers. The most common issues are related to the room allocation for the classes, discussion rooms computer labs and meeting rooms.
Allocation of Classrooms
The problem of room allocation for classes arises when an extra class is requried or when there is an overlap in the time table of college and univerity for the same room. In these circumstances we use the rooms allocated for departmental meetings or some times we have to cancel the particular class.
Discusion and Meeting Rooms
Sometimes disscusion rooms are use for parents teachers meeting. Normally this is not a problem but when there is an unplaned meeting and all the meeting rooms are allocated for that specfic time than discusion rooms are used for the purpose, but as the discusion rooms are also prebooked by the students this become an issue.
Health, Safety and Environment Issues
Many aspects of activities concerned with the environment are underpinned by legislation. I have to identify the ways by which facility management can impect on the environment. This requries recognition of the importance of design in respect of building design. This will include utilities, heating and power systems (Mike Turner, 2011). There is a need to raise and maintain the staff awarness, to train staff and put in olace the means to monitor and constantly improve facilities to ensure the effectiveness of facilities management (Mike Turner, 2011).
According to the "Education Regulations 1999" (www.atl.org.uk), following health, safety and environment issues have an impect on my role as a facilities manager:
General Health, safety and Welfare
There should be sufficient assurance of health, safety and welfare for everyone using the building. Good standards of hygiene should be maintaied and there should be sufficient space in classes and offices to avoied overcrowding (www.atl.org.uk).
Number of toilets should be sufficient according to the number of people using the building and toilets should be refreshed three times a day.
Staff and Rest Rooms
According to the "Workplace Regulation" staff must be provided with the facilities for rest and eat. The space should be large enough for the staff members to use it at any one time. (www.atl.org.uk).
The "Education Regulations" there should be a room for medical examination and the care of sick or injured persons. This room must be accessible and contains a washbasin and be and be reasonably near toilet (www.atl.org.uk)
All the classrooms and offices must be appropriatly lit by natural and artificial light. The type and level of lighting may vary with the nature of activities being done in that particuler room.
According to the "Education Regulations" the ventalition capable of providing at least eight liters of fresh air per second per occupant is requried far all teaching areas (www.atl.org.uk).
Education Regulation do not specify that how the drinking water should be supplied but a sufficient supply of drinking water by any reasonable mean should have to be in the whole building.
According to the "Education Regulations" every part of the building must be safely evacuated in case of fire. So the material used should be fire resistance to prevent any incident.
All of the above mentionaed issues are important and enforced by the regulation authorities and as a facility manager I have to keep an eye on all these issues to keep the working and learning environment healthy, safe and adequate to performed the the assigned activities.
Ethics and Facilities Management
Ethics as defined by businessdictionary is " the basic conccepts and fundamental principles of right human conduct. It includes study of universal values such as the essential equality of all men and women, human or natural rights, obedience to the law of land, concern for health and safety and increasingly also for the natural environment."
Ethics are shared norms and values of the society. Ethical practice is important in all activities at learning place, work place and in normal course of life. Ethical practices include fulfilling one's responsibilities without doing anything which is harmfull foe others like collages, environment or society.
Ethical practice is more important in the management of facilities as the role of facilities manager is visible not only to internal stakeholders but also to external stakeholders as well. In case of any ethical misconduct the reputation of not only the person but also of the institue will be effected. Ethics become more important and critical in case of educational institite as these are ment to be not only teaching to be ethical but also following ethical standerds more strictily.
Following are the limitations:
There was not enough time given to make this assignment according to the topic
There is very limited data/research work available about this topic, specialy in education sector
Cant access the paid data available.
Facilities managemnt is not new its being done under different heads and with different names right from the start of "business" regardless of its size and sector of industry. It is like a back bone for business operations. If managed efficiently and effectively it plays vital role in business or institution's progress and vise-versa. It starts with placing order and ends with delivery of product or service.