Facilities management is a complex and multifaceted role involving everything from building maintenance to security, space planning and regulatory compliance. Managing these responsibilities efficiently is essential for smooth operations and cost-effectiveness. However, common mistakes can derail facility management goals, causing downtime, increased costs and safety risks.
This guide examines the top five common mistakes in facilities management and discusses how to avoid them.
1. Neglecting Preventative Maintenance
One of the most common and costly mistakes in facilities management is neglecting preventative maintenance. When facility managers focus primarily on reactive maintenance, they end up addressing issues only after they occur. This approach not only leads to unexpected downtime but also drives up repair costs, reduces asset lifespans and compromises safety.
Why It Happens
Facilities managers might choose to delay or skip preventative maintenance due to budget constraints, time pressures, or a lack of immediate need. However, this is a short-term approach that often backfires.
Solution
Implement a preventative maintenance plan that regularly inspects and services equipment before breakdowns occur. Use facilities management software to schedule maintenance activities and track the condition of assets. Prioritising preventative maintenance helps avoid costly repairs and extends the lifespan of critical equipment. Studies show that organisations that adopt preventative maintenance can reduce downtime by 52.7%.
2. Poor Budgeting and Financial Management
Many facilities managers struggle with budgeting and financial management. They may overspend on certain areas while neglecting others or fail to properly account for the total cost of ownership (TCO) of assets and operations. This imbalance can lead to financial inefficiencies, budget overruns and poor resource allocation.
Why It Happens
Budgeting mistakes can stem from a lack of understanding of the long-term financial implications of decisions. For instance, opting for cheaper materials or service providers may seem cost-effective initially but can result in higher costs due to poor quality and more frequent repairs.
Solution
Adopt a more strategic approach to financial management. Create detailed budgets considering short and long-term expenses, including maintenance, repairs, upgrades and replacements. Factor in the TCO of all assets to ensure that your facility’s budget is realistic and sustainable. Using data analytics tools can also help track expenses and identify potential areas for cost savings.
3. Ignoring Sustainability and Energy Efficiency
In an era where sustainability is increasingly important, ignoring energy efficiency and sustainable practices is a critical mistake. Facility managers who overlook these aspects not only miss out on cost savings but also risk damaging their organisation’s reputation in an environmentally conscious marketplace. Sustainability practices directly influence operational costs, employee well-being and regulatory compliance.
Why It Happens
Some facility managers may view sustainability initiatives as unnecessary or costly, especially if there is no immediate financial return. Others might not be aware of the available technologies and practices that can make facilities more energy-efficient.
Solution
Invest in energy-efficient systems, such as LED lighting, smart thermostats and building automation systems. Conduct energy audits to identify areas where energy use can be optimised and develop a long-term sustainability plan that aligns with regulatory standards and corporate social responsibility goals. Integrating energy-efficient practices not only reduces operating costs but can also boost productivity.
4. Failure to Communicate Effectively
A successful facilities management operation depends on clear communication between all stakeholders — facility managers, employees, vendors and contractors. Poor communication can lead to misunderstandings, missed deadlines, and inadequate service delivery. Facilities managers who fail to encourage open and regular communication risk creating a fragmented work environment where critical tasks fall through the cracks.
Why It Happens
Facility managers are often stretched thin, juggling multiple responsibilities. Communication can fall by the wayside in the rush to manage day-to-day operations. Additionally, inadequate communication tools and protocols can exacerbate the problem.
Solution
Establish clear lines of communication with all stakeholders. This could involve setting up regular meetings, using communication platforms that allow for real-time updates and ensuring that everyone understands their roles and responsibilities. A centralised communication tool can streamline interactions between facility managers, vendors and employees, helping prevent delays and ensuring that tasks are completed efficiently.
5. Overlooking Vendor and Contractor Management
Vendors and contractors play a significant role in maintaining facility operations, whether it’s for cleaning, repairs or specialised maintenance. A common mistake is failing to properly manage these relationships, which can lead to subpar service, delays and increased costs. Vendor mismanagement can also result in compliance issues if contractors are not meeting required health and safety standards.
Why It Happens
Facility managers may overlook vendor management due to time constraints or because they assume that the vendor will deliver as expected without close oversight. Additionally, some managers may not have a system in place to regularly evaluate contractor performance.
Solution
To mitigate these risks, partnering with a reliable supply chain management service can make a significant difference. Veriforce CHAS offers a streamlined way to connect with contractors who meet the necessary health and safety standards, as well as regulations around modern slavery and environmental practices. By simplifying the procurement process and offering dedicated support, CHAS can help you ensure compliance and minimise operational risks, allowing you to focus on running your facilities smoothly.
Additional Tips for Avoiding Mistakes in Facilities Management
Beyond these five common mistakes, facility managers can benefit from the following strategies:
- Training and Development: Facility managers must continually update their knowledge of industry best practices, new technologies and evolving regulations. Providing ongoing training opportunities for both managers and their teams can help reduce errors and improve overall performance.
- Utilise Technology: Utilise technology solutions like Computer-Aided Facility Management (CAFM) systems, which offer tools for tracking maintenance schedules, managing assets and monitoring energy use. Automating tasks and streamlining data collection allows facility managers to make more informed decisions.
- Engage with Employees: Listening to employees’ feedback can provide valuable insights into areas that need improvement. Employees working in the facility daily can offer perspectives that managers may overlook. Implementing suggestion boxes, feedback forms, or regular check-ins can encourage a proactive approach to facility management.
Facilities management is a challenging field that requires a careful balance of resources, communication and strategic planning. By understanding and avoiding common mistakes — such as neglecting preventative maintenance, poor budgeting, ignoring sustainability, ineffective communication and mismanaging vendors—facility managers can improve the efficiency and effectiveness of their operations. Integrating best practices and leveraging technology will further ensure the long-term success of facility management programmes.
By remaining proactive and informed, facility managers can optimise their operations, reduce costs and contribute positively to their organisations’ goals.