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Here's how you can streamline your daily routines as a facility manager.

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As a facility manager, your day is filled with numerous tasks that can overwhelm even the most organized individuals. Streamlining your daily routines is not just about saving time; it's about enhancing efficiency and ensuring that your facility runs like a well-oiled machine. From prioritizing tasks to leveraging technology, there are several strategies you can employ to make your day more manageable and productive.

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Maxcene Quirke

??Online Training and Development, Upskilling B2Bs | ???Author Mobilisation Mastery Release Summer 2025 | Multiple…

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Abdullah A.

Facility Manager @ SME Bank | Facility Management | M & O Management | Fit-Out | Project Management | Utility & Energy…
Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das…

1 Embrace Tech

Embracing technology can significantly streamline your facility management tasks. By utilizing Facility Management Software (FMS), you can automate routine tasks such as maintenance requests, work orders, and facility inspections. This software often comes with mobile compatibility, enabling you to manage your facility on-the-go. Additionally, implementing an Integrated Workplace Management System (IWMS) can help you oversee space management, real estate portfolio management, and energy consumption from one platform, reducing the time spent on manual coordination.

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Maxcene Quirke

??Online Training and Development, Upskilling B2Bs | ???Author Mobilisation Mastery Release Summer 2025 | Multiple Awards Finalist |International Speaker who talks about Educating and the Entrepreneurship Spirit
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I am a total geek when it comes to tech. With all the advancements in recent months and much more to come. I wish this technology was around when I was an FM. I would have been a able to operate efficiently at scale. If you are sitting on the fence jump off and explore just how much more productive you can become through tech

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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Nós, gestores de FM, precisamos utilizar ferramentas tecnológicas que agilizem nosso trabalho, afinal lidamos com diversas demandas e responsabilidades. Um bom software lhe permitirá realizar tarefas automaticamente, porém lembre-se que o sucesso de qualquer ferramenta está na alimenta??o dos dados dos ativos, rotina de inspe??o e plano de manuten??o.

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2 Prioritize Tasks

Understanding how to prioritize your tasks effectively is crucial for a facility manager. Start by identifying critical tasks that require immediate attention and those that can be scheduled for later. Use the Eisenhower Matrix, a tool that categorizes tasks based on urgency and importance, to help with this process. By focusing on what truly matters each day, you'll avoid getting bogged down by less significant duties and ensure that your facility's most pressing needs are addressed promptly.

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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é imprescindível para o gestor de FM priorizar tarefas e evitar perder tempo com demandas que n?o s?o t?o urgentes e que poderiam ser realizadas pela sua equipe. Saiba diferenciar o que é prioritário para ganhar agilidade no seu dia.

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3 Delegate Wisely

Delegation is a key aspect of managing a facility efficiently. You cannot do everything yourself, so it's important to delegate tasks to your team based on their strengths and workload. Ensure that each team member understands their responsibilities and has the necessary resources to complete them. Regularly check in to monitor progress and provide support where needed. This not only helps distribute the workload but also empowers your team to take ownership of their tasks, fostering a collaborative and efficient work environment.

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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é fundamental delegar. Confie na sua equipe, afinal é por isso que eles trabalham com você. Nós, gestores de FM, temos que focar nas tarefas mais urgentes e importantes, e delegar as demais atividades, porém sempre com acompanhamento do progresso de cada situa??o.

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4 Routine Reviews

Regularly reviewing and optimizing your facility's routines can lead to significant improvements in efficiency. Set aside time each month to assess your processes and identify areas for enhancement. Speak with your team to gather feedback on what's working and what isn't. This continuous improvement mindset ensures that your facility management practices stay up-to-date and adapt to changing circumstances, which can save time and reduce costs in the long run.

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Abdullah A.

Facility Manager @ SME Bank | Facility Management | M & O Management | Fit-Out | Project Management | Utility & Energy Management
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Hold regular team meetings to gather input on current routines. Utilize surveys to anonymously collect feedback and identify areas where processes can be improved. Implement proposed improvements on a small scale before full implementation. This allows for adjustments and ensures the effectiveness of the new routine. Track metrics before and after implementing changes to measure the impact of new routines. Clearly communicate all changes and updates to routines. Provide training to your team members on any new procedures or technologies implemented.

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5 Time Management

Effective time management is essential for a facility manager. Utilize tools such as digital calendars and scheduling software to plan your day, allocate time for unexpected issues, and set reminders for important tasks and deadlines. Learning to say no to non-essential requests or meetings that don't align with your priorities is also important. By taking control of your time, you can ensure that you are focusing on activities that add the most value to your facility.

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6 Continuous Learning

The field of facility management is constantly evolving, and staying informed about the latest trends and best practices is vital for streamlining your routines. Invest time in professional development through online courses, webinars, or industry conferences. This knowledge will not only enhance your own skill set but also enable you to implement innovative solutions that can improve productivity and efficiency within your facility.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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Evite a procrastina??o! Evite usar a internet ou redes sociais para ver assuntos que n?o s?o relacionados ao seu trabalho durante o dia, evite perder o foco com assuntos que n?o s?o relevantes para a sua gest?o. Busque focar 100% nas suas responsabilidades enquanto estiver no desempenho das suas fun??es.

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Here's how you can streamline your daily routines as a facility manager.

1

2

3

4

5

6

7

1 Embrace Tech

2 Prioritize Tasks

3 Delegate Wisely

4 Routine Reviews

5 Time Management

6 Continuous Learning

7 Here’s what else to consider

Facility Management (FM)

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Here's how you can streamline your daily routines as a facility manager.

1

2

3

4

5

6

7

1 Embrace Tech

2 Prioritize Tasks

3 Delegate Wisely

4 Routine Reviews

5 Time Management

6 Continuous Learning

7 Here’s what else to consider

Facility Management (FM)

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