5 Biggest Challenges for Facility Managers and How to Fix Them

Ensuring proper maintenance of facilities is no easy task, especially with ever-emerging challenges and constraints in the field of facility maintenance services. The key is to identify these issues and implement the most efficient and effective solutions, always keeping the industry’s cutting-edge trends in mind.

In this article, we’ve compiled a list of the five biggest challenges in facility management and offer guidance on how to overcome them, helping you make the best decisions for your organization.

1. Controlling Costs

Facility managers often face pressure to do more with less, having to deal with budget constraints while strictly controlling expenses. To manage costs effectively:

• Comprehensive Budgeting: Consider all types of costs when preparing budget estimates—fixed, variable, direct, and indirect.

• Inventory Tracking: Keep meticulous records of inventory to prevent overstocking or shortages.

• Team Selection: Choose the best teams to carry out projects efficiently.

• Supplier Negotiation: Negotiate prices with suppliers to get the best deals.

• Maintenance Monitoring: Regularly track maintenance costs and financial information.

• Value Investments: View technological investments as long-term savings.

Adopting environmentally friendly practices can also lead to cost savings:

• Upgrade to automated building technologies, such as solar panels, to reduce energy waste.

• Utilize more natural light where possible.

• Switch to LED lighting for energy efficiency.

• Integrate distributed energy resources (DER).

• Implement low- and no-cost energy-efficiency measures recommended by the Environmental Protection Agency (EPA).

2. Coordinating Teams

For smooth operations, it’s crucial to implement workplace practices that foster communication, organization, knowledge sharing, productivity, and innovation. Given today’s mobile workforce, consider using a web-based facility management software that allows your team to:

• Report failures in real-time.

• Generate automatic reports.

• Check equipment history.

• Access information from anywhere.

Digital calendars can also help stay on top of maintenance responsibilities and plan workloads accordingly, enhancing office space optimization and team efficiency.

3. Handling Failures

Asset maintenance is complex, requiring rigorous information flow and quick action. To effectively handle failures:

• Centralized Operations: Use mobile devices to register every failure and manage next steps in real-time through a unified platform.

• Technology Adoption: Embrace technological advancements like IoT sensors for automated failure reporting.

• Efficient Tracking: Keep track of requests easily to ensure a well-running process and enhance overall facility maintenance.

4. Maintaining Aging Equipment & Facilities

Over time, equipment and building structures age and may present technical problems. While asset replacement is inevitable, preventive and corrective maintenance can help extend their lifespan. To manage aging assets:

• Preventive Maintenance: Implement a proper maintenance plan to prevent and correct issues early.

• Budgeting for Emergencies: Allocate part of your budget for emergency replacements and repairs.

• Regular Inspections: Schedule routine inspections to anticipate potential failures.

5. Managing Time Effectively

Facility managers juggle numerous tasks daily—from coordinating teams and attending meetings to consulting vendors and solving unpredictable issues. To manage time efficiently:

• Task Prioritization: Leverage technology to plan and prioritize tasks.

• Efficient Management: Use facility management software to handle multiple locations quickly and easily.

• Cloud-Based Information: Store FM information electronically to automate responses to frequent questions and organize your schedule.

Remember, saving time is saving money, and effective time management leads to better facility management solutions.

Overcome Facility Management Challenges with Professional Support

At CPM One Source, we specialize in comprehensive facility maintenance services and solutions. Our expertise in facility management can help you tackle these challenges head-on, ensuring your operations run smoothly and efficiently.

Ready to Optimize Your Facility Management?

Contact us today to learn how we can assist you in overcoming these challenges and enhancing your facility management processes. Let’s work together to make your organization more efficient and productive.

By addressing these challenges proactively and partnering with experienced professionals, you can ensure seamless operations that support your organization’s goals.