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Facility Management - What, Why, How Mr. Snehasis Mitra,Manager, Technical Services & Operations Hospital Integrated Facility Management and Quality Auditor
Property Management, Facility Management, Integrated Facility Management systems etc services came into place during 1970’s and 1980’s as an initiative for cost cutting whereorganizations began to outsource the ‘non-core’ services to the vendors and later on the core services such as HR, Finance, Material Management, Administration, IT etc.
Facility Management is a discipline which comprises of a wide range of services that were common to all organizations. These included both ‘hard’ services concerned with the physical fabric of a building, and people-centric ‘soft’ services such as catering, cleaning, security, mailroom management and health and safety. Over time, managers began to integrate the planning and management of these services in order to achieve better quality and economies of scale.
Let’s have a look on the difference between Property management and Facility Management,
Property Management is managing of income and expense for the clients which include budgeting, forecasting and reporting related to properties. It is related to leasing property, collection of rent and common area maintenance charges, as well as overall operation and maintenance of all types of services related to the property which also includes Engineering, Housekeeping, Security, Horticulture, F&B, Fleet Management, various Risk Insurance coverage and Finance, front desk etc. All these depend upon the type of client requirement and contract agreement.
Facility Management is only responsible for complete asset management and its operation and manages space utilization – ensuring that per square feet the staff and number of staff per office are fulfilled.
Now as we know that Facility Management is having various types of service contracts: one is comprehensive (SLA) and the other is non-comprehensive basis (Non SLA). Services are as in below.
Soft services like Housekeeping & Security Services and catering, mailroom management and health and safety, Front desk
Technical Services such as :F&B Services, Engineering, Operation and Maintenance services,
Laundry, and stores management, with other service deptmanagement
Officer Management Services such as: Printing and Stationary Services,
Information Technology dept services / Computer Infrastructure Management services/Tele communication Engineering
Horticulture services and pest control services comes under common area maintenance,
Accounts and HR and Administration services,
Store and material services have been outsource even in the present condition.
In the above service few can be count under back office services.
Other key aspects of Facility Management are management of the Organization through proper planning and organizing quality staffing in proper direction with the help of proper controlling and evaluation of the process.
Facility Operations and Maintenance includes Operation, Maintenance and Repair, Security and Life-Safety Management, General Administrative Services, Construction Management is Architectural/Engineering, Planning and Design Construction Project Management, Alteration, Renovation, and Workplace, Workplace Planning, Allocation and Management.
To ensure proper functioning a well-coordinated support is always required from client end in the areas of telecommunications, internet –computer networking, admin office budgeting, costing and accounting & resource management.
Now in order to invite facility management vendors, following important points need to be calculated by the client before introducing the vendors:
a) Cost reduction and financial benefits for the business,
b) Comparison of risk calculation,
c) Better technology and system,
d) Introduction of better quality manpower for the noncore services,
e) Strategic focus on core services in place of noncore services,
f) Discharge of liabilities and increase flexibility,
g) Smooth operation flexibility.
Actually selection of facility management vendor and structuring the system is very important for any client. Some risk factors which need to be kept in mind before finalizing a vendor are as follows:
Delay in delivery by the vendor,
Poor knowledge and documentation,
Resistance from the client staff
These risks factor need to be assessed ahead by any client which could be a loss venture for both the facility management vendor as well as the client.