Here's how you can effectively manage a facility maintenance project with external contractors.

Vendors are vetted prior to their use on site They fill out forms so we understand their safety policies, training methods and certifications and their safety record. They are then on boarded as a vendor. Up front knowledge of who you are hiring is critical to a positive outcome. As with most all jobs they would then fill out a JSA which then pertains to a specific job and how they will work it, what precautions they will take and what PPE if any they will use. These steps help to keep everyone safe so they go home at night.

Una buena planificación con proyectos contratados también depende del ejecutor, por lo tanto, no hay que tomarse a la ligera la selección de este. Las evaluaciones objetivas con metas concisas y concretas en el desempe?o, son la mejor opción, más allá de la subjetividad y aprecio.

Before you engage external contractors, conduct a thorough vetting process. Ensure they have the necessary experience, licenses, and insurance to perform the required work. Ask for references and check their past projects to gauge their quality and reliability. It's also essential to understand their safety record and ensure they adhere to all relevant regulations and standards. This due diligence will help you avoid potential issues down the line and establish a solid foundation for your project. We use a CRM which allows us to put all dates in of expiring licences, once they expire it will not let us issue a PO to that contractor

"Lo que empieza mal, termina mal". La clave para una buena ejecución es una buena planificación; recursos, personal y administración ideales son la clave, por lo tanto, el contrato debe ser lo más explicito y detallado para todas las fases y módulos del proyecto y que este mismo se vuelva el pilar de cumplimiento, más allá de apreciaciones colectivas y/o individuales.

We use a service level agreement with our contractor highlighting expectations and payment terms. Once you've selected a contractor, it's crucial to draft a clear and comprehensive contract. This document should outline the scope of work, timelines, payment schedules, and any penalties for missed deadlines. Make sure that all parties understand their responsibilities and the consequences of not meeting them. A well-structured contract acts as a roadmap for the project and provides legal protection for both you and the contractor.

We use programs and a group WhatsApp to keep all the team updated daily. Establishing a robust communication plan is vital for any facility maintenance project. Regular meetings, whether in person or virtual, should be scheduled to discuss progress, address any concerns, and make necessary adjustments. Utilize project management tools to keep track of tasks and share updates. Clear lines of communication will help prevent misunderstandings and ensure that everyone is aligned with the project goals.

We use CRM daily for signing into job health safety checks and regular audits by our health and safety officer. Additionally, all our site managers also carry out regular audits. Quality assurance is a non-negotiable aspect of managing facility maintenance projects. Implement a system to monitor the work performed by contractors regularly. This could involve regular site inspections, progress reports, and milestone approvals. By keeping a close eye on the quality of work, you can address any issues promptly and ensure that the project meets your standards and expectations.

In any project involving multiple parties, conflicts can arise. Have a plan in place for resolving disputes quickly and fairly. This might include mediation or arbitration clauses in your contracts. Addressing conflicts early can prevent them from escalating and derailing your project. Remember, the goal is to maintain a professional working relationship and keep the project on track. We also allow access to our CRM so clients can regularly get updates on the project without needing to contact anyone.