Facilities Managers face many threats and challenges. They must work with more field service vendors in an increasingly complex and tech-driven world. They must manage employees, oversee multiple locations, and still find ways to reduce costs despite a growing need for more funding for newer systems and the dreaded maintenance backlog. Of course, there are many ways to lower costs, including the use of predictive, preventive maintenance program, and upgrading all assets. Yet, there are more affordable ways to reduce costs too. In fact, managers can lower facility maintenance and operations costs by following these simple, easy-to-deploy steps.
1. Increase Your Field Service Vendor Base
The field service vendor base should be wide enough to enable competition among vendors. When working with a single vendor, it results in increases in costs, not to mention a possible change in the service level provided.
2. Track Hours Worked of Field Service Technicians
Facilities Managers must also track the hours worked of field service technicians. This is especially true for those operating multi-site portfolios were seeing exactly when a technician arrives and leaves can be difficult.
3. Validate Work Performed With New Technology
Any work performed can be checked for accuracy and completion via smart systems and sensors. If the problem is not addressed, data will reveal why and what to do about it.
4. Use a CMMS
Using a computerized maintenance management system (CMMS) takes the guesswork out of managing work orders, prioritizing needs, and understanding facility maintenance performance and costs.
5. Prioritize Customer Service Needs and Maintenance Requests
Even when using a CMMS, it is still essential to prioritize customer service and maintenance needs that must be handled immediately. This includes managing emergencies that arise, especially for facilities that operate to serve tenants or residents.
6. Automate Preventive Maintenance and Protocols and Scheduling
The next step to lowering facilities maintenance and operations costs involves the creation of a preventive maintenance program. This program leverages data and informed decision making to reduce the number of service calls and lower the total cost of ownership of facility assets. Furthermore, automating the program through the use of alerts and connected sensors, notes Facility Executive, will contribute to lower expenses as well.
7. Aggregate Building Data
Collecting building data forms the foundation for effective maintenance and visibility into costs. Failure to track data will result in added expenses.
8. Develop an Asset Management Playbook
When a problem arises, Facilities Managers should have a resource to determine if an asset can be replaced, should be replaced and its applicable warranty information. This eliminates uncertainty and reduces disruption, effectively lowering the costs of maintenance.
9. Gain Granular Data and Insight to Lower Facility Maintenance and Operations Costs
Gaining granular data is simple; connect all assets to an integrated platform that provides end-to-end management of maintenance and activities.
10. Increase Communication Among Facility Management Team Members
Finally, Facilities Managers must ensure that all communications are clear and concise. Accurate communications avoid problems and ensure all needs are handled promptly.
Deploy New Processes to Lower Costs Now
Process improvements and standardization of facilities management practices will enable lower facilities maintenance and operating costs. However, failure to consider the upfront costs and their potential benefits will likely lead to push back from shareholders. Use the steps mentioned above as building blocks for the business case of predictive, preventive maintenance, and continuous improvement.