How can you use audits and inspections to improve risk management in FM?

1 What are audits and inspections in FM?

Audits and inspections are systematic and objective assessments of your facilities and operations, based on predefined criteria, standards, and best practices. They help you to identify and evaluate the risks, gaps, and opportunities for improvement in your FM activities, such as maintenance, security, health and safety, environmental management, energy efficiency, and quality assurance. Audits and inspections can be internal or external, depending on the source and scope of the assessment.

2 Why are audits and inspections important for risk management in FM?

Audits and inspections are essential for risk management in FM, as they provide you with valuable information and feedback on your current performance, compliance, and risk exposure. Through conducting audits and inspections, you can detect and correct any non-conformities or deficiencies that may pose a threat to your facilities, staff, customers, or the environment. Additionally, they can help you monitor and measure the effectiveness of your FM processes and ensure they are aligned with your organizational goals. Furthermore, they can serve as a benchmark to compare your FM practices with industry standards and regulatory requirements so that you can identify areas for improvement and innovation. Ultimately, audits and inspections demonstrate your commitment to quality, safety, and sustainability while enhancing your reputation among stakeholders.

3 How to plan and conduct audits and inspections in FM?

To plan and conduct audits and inspections in FM, you must follow a systematic and structured process. This includes defining the purpose, scope, and objectives of the audit or inspection, selecting the criteria to measure performance and compliance, and allocating roles and responsibilities to the audit or inspection team. Additionally, you should schedule and communicate the audit or inspection plan with relevant parties, as well as prepare necessary documentation. During the audit or inspection, collect and analyze data from various sources such as observations, interviews, surveys, records, and tests. Afterward, report and communicate findings and recommendations to highlight strengths, weaknesses, opportunities, and threats in FM performance. Finally, follow up on corrective and preventive actions to evaluate the impact of the audit or inspection.

4 How to use audits and inspections to improve risk management in FM?

Integrating audits and inspections into your continuous improvement cycle can help you use them as a tool for learning and development to improve risk management in FM. You should establish and review your risk management policy, framework, and plan to ensure they are aligned with your FM strategy and objectives. Additionally, you should identify and prioritize your key risks, evaluate and update your risk register, and document and report any risk incidents or events. Risk audits and inspections should be conducted to verify and validate your risk management performance and compliance, as well as identify any gaps or issues. Finally, you should implement and monitor risk improvement actions, measuring and reporting your risk management outcomes and benefits.

5 What are the best practices for audits and inspections in FM?

To ensure the quality, reliability, and effectiveness of your audits and inspections in FM, you should adopt a risk-based approach, using a combination of qualitative and quantitative methods to collect and analyze data. It's important to engage stakeholders, such as staff, customers, suppliers, regulators, and auditors, in the process and solicit their feedback. Additionally, digital tools and technologies can be used to facilitate and automate the process. Finally, applying the PDCA (Plan-Do-Check-Act) cycle is essential to guarantee regular planning, execution, review, and improvement of your audits and inspections.