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Common Facility Management Mistakes and How to Avoid Them

Working in facilities management, there are a variety of mistakes that can occur across departments that have a negative impact on effectiveness and efficiency. The industry is always evolving, so to avoid mistakes as best as possible, it is vital that organisations keep up to date with the following issues.

This is a common problem across organisations – there is a lack of resources allocated which makes a process less efficient and more difficult to finish for those involved. This ends up costing businesses more money in the long run thanks to decreased effectiveness and lower rates of customer satisfaction leading to lost tenants.

To avoid this occurring, facility managers should accurately capture and analyse data to model resource expectations for the following month. This will allow businesses to better allocate the appropriate resources to expected issues and overall provide an improved service to tenants.

As mentioned above, data capturing can help a facility manager to better understand what is required, however when data is inaccurate, this has a flow on effect for other management processes. For those teams that manually capture data, there can be errors in what is recorded leading to analysis that offers inaccurate information.

In order to improve this process, it is important to use a data capturing system that is all encompassing and has many functions.

Maintenance is an important element of keeping a building in the best shape possible. While reactive maintenance will always exist, for example a bad weather event causing a broken window, maintenance that is proactive is recommended to reduce the number of potential issues that could occur. Proactive maintenance can save facility managers resources in the long run, by reducing the number of emergency maintenance situations.

To improve this process, facility management softwares can support managers in creating timelines for when maintenance should occur, giving a set date to work towards. Software can additionally help with work orders and finding the most appropriate resource for the job.

Communication is key in any relationship, in particular your relationship with tenants. There should be a good line of communication from both ends, however many businesses offer a one sided approach which leaves tenants high and dry.

To avoid this, facility managers may want to consider implementing a branded app to give tenants the opportunity to communicate with managers and to offer personalised updates where possible.

For more information on a facility management software that works, visit

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