Facility Managers are tasked with solving problems. But how do they avoid creating new ones?

1 Define the problem

The first step to solving any problem is to define it clearly and accurately. This means identifying the root cause, the scope, the impact, and the desired outcome of the problem. A vague or incomplete problem definition can lead to wasted time, resources, and efforts, as well as ineffective or inappropriate solutions. To define the problem, you need to gather relevant data, consult with stakeholders, and use tools such as the 5 Whys, fishbone diagrams, or SWOT analysis.

3 Implement the solution

After you have chosen the best solution, you need to plan and execute its implementation. This means setting clear objectives, milestones, roles, and responsibilities for your team and other parties involved. You also need to communicate the solution and its benefits to your stakeholders, such as clients, users, suppliers, or regulators. You should also anticipate and prepare for any potential challenges, obstacles, or resistance that may arise during the implementation phase.

4 Monitor the results

The final step to solving a problem is to monitor and measure the results of your solution. This means collecting and analyzing data, such as key performance indicators (KPIs), feedback, or audits, to assess whether your solution has achieved the desired outcome and solved the problem. You should also evaluate whether your solution has caused any unintended or negative consequences, such as new problems, complaints, or inefficiencies. If so, you need to address them promptly and adjust your solution accordingly.

5 Learn from the experience

Solving problems is not only a task, but also an opportunity to learn and improve your FM practice. You should reflect on your problem-solving process and identify what worked well and what did not. You should also document and share your lessons learned, best practices, and recommendations with your team and other facility managers. This way, you can enhance your knowledge, skills, and confidence in solving future problems, as well as prevent or minimize the occurrence of similar or new problems.

6 Prevent problems

The best way to avoid creating new problems is to prevent them from happening in the first place. This means adopting a proactive and preventive approach to FM, rather than a reactive and corrective one. You can do this by conducting regular inspections, maintenance, and audits of your facilities, as well as implementing risk management, quality control, and contingency plans. You should also foster a culture of continuous improvement, innovation, and collaboration among your team and stakeholders, as well as seek feedback and suggestions on how to optimize your facilities and services.