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b) Strictly, NO COPYING of answers from your classmates

Business

b) Strictly, NO COPYING of answers from your classmates.

c) Include websites, authors, and or references of your research work.


 

1. What is the Role of a Facilities Manager? Discuss comprehensively. (10 points)

2. What are the skills needed to be an effective Facilities Manager? (10 points)

3. What are the functions of A Facilities Manager? (20 points)

4. How can you say that a facility manager is effective in doing his/her job?

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1. What is the Role of a Facilities Manager? 

        Facilities managers are in charge of ensuring that work facilities are secure, well-maintained, and well-equipped to suit the demands of the company and its employees.

 

Facility managers are in charge of making sure that the buildings, as well as the services provided within them, suit the needs of everyone who works there. Security, cleaning, parking, and ensuring that the surrounding environment is suitable for people to work in are all responsibilities of facility managers. A facility manager also ensures that things like air conditioning and heating are working properly to provide the best possible environment for individuals who come to work in that building every day.

 

Facility managers work in a variety of settings.
             Because a facilities manager's job is to manage buildings and ensure that they are fit for use, they can work in-house, for a company that manages such services, or for a company that provides cleaning and security services to other businesses.

As a result, common employment include facilities management firms, property management firms, or even property firms, construction firms, and large commercial and public institutions such as hospitals, schools, and colleges.

 

2. What are the skills needed to be an effective Facilities Manager?

 

The following are the seven most important skills for a Facilities Manager:

  1. Openness to technology-The technological era is here. Facilities Managers and we are both living in it. Technology is, in reality, the most essential resource in the industry, according to study.
  2. Communication Skills-Facilities Managers are always in touch with others. They interact with maintenance professionals such as cleaners and security guards, as well as employees and building tenants, as well as outside vendors and significant stakeholders. As a result, good communication and interpersonal skills are essential.
  3. Leadership-As previously stated, the Facilities Manager will be in charge of coordinating building projects, managing maintenance teams, and liaising with external suppliers and contractors. They are the ones who take the initiative and use Facilities Management to communicate the company's corporate goals.. Therefore, it is imperative that they have excellent leadership and organization skills.
  4. Analytical mind-Every day, facilities managers are confronted with a massive amount of data, whether it's facility usage statistics, user satisfaction ratings, or financial plans and budgets. As a result, critical thinking and suitable numerical abilities are essential.
  5.  Adaptability-It should go without saying that things do not always go according to plan. Consider how many things could go wrong in your day-to-day operations. It's possible that an emergency will arise. Staying calm under pressure requires a lot of quick thinking and adaptability skills.
  6. Empathy-A Facilities Manager's primary responsibility has traditionally been to maintain the building, but this profession is evolving to become more human-centric every day. The focus has shifted away from the structure itself and onto the value it gives to its users. For example, fostering a happier and healthier work environment is an important element of Facilities Management.
  7. Sustainability mindset-The concept of sustainability has grown increasingly important in the business world. To meet society's growing need for sustainability, several companies are incorporating it into their principles and cultureMaking sure you're up to date with sustainability trends and practices is a big plus.
  8. Legal knowledge-As a Facilities Manager, you'll be responsible for ensuring that the facilities comply with government legislation, as well as security, occupational health and safety, and environmental standards. Facilities Managers must have a thorough awareness of all applicable legislation and standards, as well as the ramifications for their workplace and how to properly address them.


3. What are the functions of A Facilities Manager?

 

Functions of facilities management

The universal nature of facilities management can make it hard to truly nail down the scope of work it is responsible for. To make this more digestible, we've divided it up into 5 overarching categories:

  1. Maintaining and optimizing facilities
  2. Streamlining processes
  3. Supporting people
  4. Managing projects
  5. Integrating technology

1. Maintaining and  Optimizing facilities

         First and foremost, as the name implies, one of the primary functions of facilities is to ensure that they are always in proper working order. This will include everything from routine cleaning and beautification of the workplace to offer the greatest possible environment for employees, occupants, customers, and others, as well as performing both normal and reactive maintenance throughout the facilities. This necessitates current and accurate asset classifications throughout the facilities. Without a sophisticated CAFM system to gather and store this data, keeping track of when they need to be serviced or replaced becomes increasingly challenging, preventing firms from reaping the benefits of preventative maintenance.

 

FMs will also be accountable for comprehending a property's layout and determining how to effectively utilize the area. This is crucial for optimizing the building's use as a means of controlling expenditures and ensuring that certain areas are not overburdened with activity (which is particularly relevant in a post-Covid-19 environment).

 

In addition, the upkeep and upgrading of facilities will include the need to locate and maintain partnerships with essential vendors, as well as long-term planning for the business's expansion.

 

Effective facilities maintenance helps to ensure that:

  • Assets are serviced on a frequent basis, minimizing the occurrence of breakdowns and extending their lifecycles.
  • Any spills, blockages and similar incidents can be immediately reported, prioritized and responded to in order to protect health and safety and present a welcoming environment.
  • Any inefficiencies with assets are quickly identified and responded to, in order to reduce any drain on costs this would cause.

2. Establishing and Streamlining Processes

            FMs assist make days more productive and predictable for everyone involved by incorporating processes into the day-to-day working environment. This FM role focuses on bringing order to a potentially chaotic workplace and establishing expectations for employees regarding what they should do in specific scenarios.

 

Processes that FM experts can implement and maintain in the workplace include the following:

  • Work order requests
  • Employee sign-in/sign-out of work
  • Task management
  • Meeting reservations
  • Checking in guests/visitors
  • Portering management
  • Stock control
  • Mailroom practices

FM experts must also adapt and evolve processes in order to keep up with the changing nature of the business or working environment. If a new unforeseen issue emerges, they should investigate what happened and put in place a plan to deal with it in the future.

 

3. Supporting people

           A facilities manager's primary function and responsibilities are to provide a welcoming work environment for all employees. People are happier, form better ties with their company, and are often more productive when they are comfortable at work. A bad work environment, on the other hand, will frustrate employees and impede their performance, as well as affect your capacity to recruit and retain long-term employees.

 

More and more FMs are understanding their role and exploring new ways to differentiate their surroundings while also contributing to the company's culture. It's all about optimizing the entire 'customer experience,' from the moment an employee walks in the door in the morning to the moment they leave at night.
Facilities managers will also present vital strategic data to company executives and evaluate the workplace on a regular basis for any possibilities to make the environment more comfortable and desirable for employees, visitors, customers, and others.

 

Maintaining worker welfare and happiness is a critical obligation for any FM practitioner, from coordinating desk and seating layouts to appropriate climate control systems and water management across the building.

 

4. Managing projects

         Budget management and ensuring that deliverables are completed on time is a vital job for FMs to master. Whether it's a one-time, short-term development or a long-term project, FM pros will be in charge of staying on budget and making sure that every task is accomplished and documented.

 

Another important part of project management is managing the work of contractors and subcontractors who are brought in to help complete the project. It's critical for overall cost management to ensure that these groups are on-site, have the proper permissions and certifications, and are monitoring their time appropriately.

 

Through a tool like Contractor Portal, this helps FM professionals fulfil responsibilities such as:

  • Giving contractors all the information they need to do their job effectively
  • Keeping a contractor database up-to-date and well-administered
  • Ensuring that security and safety protocols are consistently met
  • Receiving product updates and checking that tasks have been signed-off once fulfilled

5. Integrating technology

      Finally, the the fifth role of facilities management is the application of technology within the organization and how it is incorporated into existing infrastructures.

 

Devices communicating across a global network, such as automatic monitoring of water temperature fluctuations or real-time climate control adjustments, can greatly enhance the workplace and make life more comfortable for employees. It is the responsibility of FM managers to therefore:

  • Understand technology such as this and how it operates in the workplace
  • Assess the costs required and whether this aligns with the benefits that the company will gain in return
  • Embrace the potential for change rather than overlook opportunities for innovation

As the role of technology in FM becomes increasingly paramount in this digital age, harnessing this technology has become a central function for the facilities management industry worldwide.

 

 

4. How can you say that a facility manager is effective in doing his/her job?

 

Highly Effective Facility Managers Have These 7 Habits

  1. Automate the work order process. - FM'S  automate the work order process, they remove human error associated with it. Essentially, they're taking the people out of the process and ensuring nothing gets missed or overlooked.
  2. Creates checklists for all types of tasks that need to be done in the facility.-This give managers ultimate control and consistency of maintenance activities.

The checklist might look like this.

  • Easy accessibility? Check.
  • Easy to see for the time of need? Check.
  • Check the tamper seal.
  • Check the pull pin.
  • Check the pressure.
  • Look for physical damage.
  • Are parts damaged? No

3. Put inventory tracking in place-Facility Managers must like knowing what's available in inventory and when it's time to order material or equipment.

 

4.Produce schedules for work to be done-Preventive maintenance scheduling changes the playing field. With the availability of these innovative solutions, the presence of highly effective facility managers throughout the industry is growing.

 

5. Ensure all work is completed on time and as scheduled-This habit doesn't need an explanation. Facility managers put  preventive maintenance solution in place and automate the work order system.

 

6. Proactively Inspect equipment for additional work to be completed.-Inspecting equipment may very well be a part of preventive maintenance efforts.

 

7. Digitally document details of all work for historical reference.-As a professional, Facility managers have access to the most progressive systems in the marketplace. These systems offer extensive and robust reporting for specific management needs. Access to comprehensive statistics and maintenance data gives FM'S all the information they need. Use the insight to increase  operational efficiency, effectiveness as a manager and to achieve Proactive Operations.

 

Step-by-step explanation

Facilities Manager

          Facilities Manager was a lot simpler. They were in charge of the company's physical amenities, as well as its safety, security, and compliance. It was easy to understand and implement. However, their role has changed in recent years.
Facilities managers must now ensure that those who utilize their properties have a positive experience. Their job has shifted to one that is more people-centered and service-oriented. Finally, it is their obligation to guarantee that a facility, its surroundings, and its services meet (and, hopefully, surpass) the expectations of employees and visitors.

 

Key skills for facilities managers

  • Communication and influencing skills, in person and in writing
  • Analytical and problem-solving skills
  • Decision-making
  • The ability to lead and manage teams and projects
  • Teamworking
  • Attention to detail but also the ability to see the implications for the bigger picture
  • Commercial awareness
  • Customer service
  • Organization, time management, prioritizing and the ability to handle a complex, varied workload
  • A good knowledge of IT packages.

Becoming a Facility Manager

          You can start your career as a facilities manager in a variety of areas, but it all starts with taking the correct course. Because you might work in-house or for a property management business, the education requirements for facilities managers differ from one organization to the next. The qualifications you'll need differ depending on the jobs and responsibilities you'll be given. However, work experience is required unless you are starting from the ground floor, in which case an internship or assistant role will suffice.

 

In terms of education, a bachelor's degree is required to enter the field of facilities management, while some individuals can begin their careers with only a high school diploma. Business, facilities management, engineering, or information management are all options for those with a degree.

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