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What are the best practices for managing multiple deadlines in Facility Management (FM)?

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Facility Management (FM) is a complex and dynamic field that requires managing multiple projects, tasks, and deadlines. Whether you are a facility manager, a supervisor, or a team member, you need to have effective strategies to prioritize, plan, and execute your work without compromising quality, safety, or customer satisfaction. In this article, we will share some of the best practices for managing multiple deadlines in FM and how they can help you improve your efficiency, productivity, and performance.

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Ryan Murphy

Head of Facilities
Eduardo Nu?ez Lobato

Experto en consultoría estratégica de Facilities Management. Enfoque centrado en la alineación del Facilities…

1 Set SMART goals

One of the first steps to managing multiple deadlines in FM is to set SMART goals for each project or task. SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. By using this framework, you can define the scope, outcomes, and timeline of your work and avoid ambiguity, confusion, or unrealistic expectations. SMART goals also help you track your progress, measure your results, and adjust your actions if needed.

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Eduardo Nu?ez Lobato

Experto en consultoría estratégica de Facilities Management. Enfoque centrado en la alineación del Facilities Management con la visión y objetivos de la dirección corporativo.
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?El SMART no era Specific, Measurable, Accountable, Realistic y Time-bound? Pueden ser similares pero no lo son. Para el FM: solo aceptar hitos Realistas. Si conseguimos hitos no realistas lo pagamos con la calidad o con efectos secundarios no deseados.

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2 Prioritize and delegate

Another key practice for managing multiple deadlines in FM is to prioritize and delegate your work according to its urgency, importance, and impact. You can use tools like the Eisenhower Matrix or the ABCDE Method to rank your tasks based on their value and deadlines and decide which ones to do first, which ones to do later, which ones to delegate, and which ones to eliminate. Delegating tasks to your team members or external partners can help you free up your time, leverage their skills and expertise, and increase your capacity.

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Ryan Murphy

Head of Facilities
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I've found that different facilities will have different urgencies with various areas of importance. One thing that should always be prioritized over everything else is life safety. If there is a life safety or general safety issue, this come first above everything else. If there is no life safety issue, then an approach could be to prioritize tasks and work that will have a negative impact on building performance and budget.

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Eduardo Nu?ez Lobato

Experto en consultoría estratégica de Facilities Management. Enfoque centrado en la alineación del Facilities Management con la visión y objetivos de la dirección corporativo.
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Más que delegar: Desarrollar buenas planificaciones y una gestión coherente. ?Que urgencias? Estas sólo ocurren cuando hay desvíos importantes en las planificaciones o cambios del escenarios y/o parámetros externos. Desvíos que se deben gestionar con planes de Riesgos adecuados que prevén determinadas actuaciones para diferentes actuaciones.

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Juan Argumánez Gutiérrez

?? Facility Manager | MBA | Optimizo el uso y el dise?o de los espacios para mejorar el rendimiento y el bienestar
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Priorizar y delegar es importante para cumplir plazos ajustados como FM. Al asignar tareas según su urgencia e importancia, puedes concentrarte en lo esencial. La delegación distribuye la carga de trabajo, aprovechando las fortalezas individuales y acelerando la ejecución. Además, al empoderar a tu equipo, fomentas la eficiencia y la capacidad de respuesta, elementos esenciales para cumplir plazos de manera efectiva en un entorno de gestión de instalaciones.

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3 Create and follow a schedule

Once you have set your goals and prioritized your tasks, you need to create and follow a realistic schedule that outlines the steps, resources, and deadlines for each project or task. You can use a calendar, a planner, a Gantt chart, or a project management software to plan your work and visualize your milestones and deliverables. A schedule can help you manage your time, allocate your resources, coordinate your activities, and communicate your expectations to your stakeholders.

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Eduardo Nu?ez Lobato

Experto en consultoría estratégica de Facilities Management. Enfoque centrado en la alineación del Facilities Management con la visión y objetivos de la dirección corporativo.
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?Como que priorizar las actuaciones? ?Cuales son los criterios para priorizar? Primero los objetivos, después los resultados deseados y por cada resultado los esfuerzos (actuaciones y proyectos) necesarios para alcanzarlos. Por cada esfuerzo determinar sus costes, recursos, etc. Y tras ese análisis completo podemos priorizar. Antes no.

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4 Avoid distractions and interruptions

Managing multiple deadlines in FM can be challenging if you are constantly distracted or interrupted by other issues, requests, or emergencies. To avoid losing focus, efficiency, or quality, you need to minimize or eliminate the sources of distraction and interruption in your work environment. You can do this by setting clear boundaries, blocking your time, turning off notifications, delegating or postponing non-urgent matters, and creating a contingency plan for unexpected situations.

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Eduardo Nu?ez Lobato

Experto en consultoría estratégica de Facilities Management. Enfoque centrado en la alineación del Facilities Management con la visión y objetivos de la dirección corporativo.
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Claro. Un Facilities Manager que se puede dedicar exclusivamente a cumplir un hito. Esto es ciencia ficción. Es el perfil más multifuncional dentro de la empresa con una gran variedad de responsabilidades, como p.e. garantizar la continuidad del negocio mediante los inmuebles, activos y servicios. ?Y vamos a poner todo en modo "standby" y dedicarnos solo a cumplir un hito? Ciencia ficción de la mala.

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5 Review and revise

The final practice for managing multiple deadlines in FM is to review and revise your work regularly and systematically. You need to monitor your performance, evaluate your outcomes, and collect feedback from your customers, team members, and managers. By doing this, you can identify your strengths, weaknesses, opportunities, and threats and make the necessary changes or improvements to your work processes, methods, or standards. Reviewing and revising your work can help you ensure quality, compliance, and satisfaction.

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6 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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What are the best practices for managing multiple deadlines in Facility Management (FM)?

1

2

3

4

5

6

1 Set SMART goals

2 Prioritize and delegate

3 Create and follow a schedule

4 Avoid distractions and interruptions

5 Review and revise

6 Here’s what else to consider

Facility Management (FM)

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What are the best practices for managing multiple deadlines in Facility Management (FM)?

1

2

3

4

5

6

1 Set SMART goals

2 Prioritize and delegate

3 Create and follow a schedule

4 Avoid distractions and interruptions

5 Review and revise

6 Here’s what else to consider

Facility Management (FM)

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