You're a facility manager with a problem to solve. What's the best tool for the job?

One of the primary tools for a facility manager confronted with a problem is the process of defining the root cause. The Fishbone Diagram stands out as one of the most recognized tools in the arsenal of root cause analysis techniques. Also referred to as the "Cause-and-Effect Diagram," it serves to create a visual representation pinpointing potential causes across diverse categories. This aids teams in a systematic exploration of potential root causes. Once a root cause is identified, the resolution may necessitate the utilization of additional tools tailored to the specific challenges encountered by the facility manager.

The best tools for problem solving framework are PDCA (Plan-Do-Check-Act) and DMAIC (Define-Measure-Analyze-Improve-Control). DMAIC is more comprehensive, more structured, focuses on the root cause analysis, and better for complex problems.

start with communication via in-person conversations Move to technical tools if required but do not complicate things with unnecessary tools or over analysis

Managing the facility by walking around is another way or tool that can help in solving the problems or at least prevent them happening. We usually say that taking preventive action is better than reactive or firefighting action.

An Enterprise level Facility Management software could bring in certain levels of automation to help save time in attending to complaints and also pre- schedule for Preventive Maintenance activities. The software also helps provide much required dashboards and data for necessary analysis of vendor performance, root level analysis of complaints and there by increasing longevity of the equipment under maintenance by pro-active measures which could be planned and executed.

When selecting a CMMS or EAM system, it's crucial for organizations to first comprehend their utilization needs. While all systems may appear robust from a technical standpoint, my decade-long observation reveals a common challenge: organizations often lack the capability to accurately collect and input data into these systems. As a result, the outputs generated may not be suitable for meaningful analysis or future trend forecasting. Therefore, before investing in such a system, it's essential for organizations to focus on improving data collection processes to ensure the system's effectiveness and maximize its potential impact on decision-making.

At this point I suggest one of the best tools a facility manager can use to solve problems is a computerized maintenance management system (CMMS). A CMMS can help streamline maintenance processes, track work orders, manage inventory and assets, schedule preventative maintenance tasks, and generate reports to help optimize facility operations. This tool can greatly improve efficiency and organization within a facilities management department.

A CMMS or CAFM Software can streamline maintenance tasks, aiding in scheduling, tracking, managing work orders, and keeping a comprehensive record of equipment and facility assets.

In my professional opinion the potential benefits of facility management software are: 1. Streamlined Operations: Facility management software centralizes all essential information and processes, such as maintenance schedules, asset tracking, inventory management, and service request which eliminates the need for manual paperwork. 2. Proactive Maintenance: With automated PM scheduling, facility management software enables you to implement a proactive maintenance approach which i find to be very efficient. 3. Data-Driven Decision Making: By collecting and analyzing data on facility performance, occupancy trends, energy consumption, and KPI, the software provides valuable insights that empower informed decision-making process.

Another essential tool for facility managers is facility management software. Facility management software is a digital platform that helps you manage and optimize your physical assets, such as buildings, equipment, or vehicles. Facility management software can help you with various tasks, such as scheduling preventive maintenance, tracking inventory, monitoring energy consumption, or generating reports. Facility management software can also help you improve communication and collaboration with your team, your clients, and your vendors. Facility management software can help you save time, money, and hassle.

Data-driven problem-solving in facility management involves using data analysis to address challenges, optimize operations, and make informed decisions Trend Identification: Data analysis tools identify trends in facility usage, energy consumption, maintenance needs, & more. Performance Metrics: These tools track and analyze performance metrics for facilities and equipment Predictive Analysis: Advanced tools offer predictive analysis capabilities Cost Analysis: Tools analyze cost data to identify areas for expense reduction. Reporting: Tools include robust reporting features for sharing insights with stakeholders. Integration: Many tools can integrate with other systems like facility management software or building automation systems

Facility Management is a discipline within the built environment. The hierarchy could be as follows: Smart City, Smart Building, Smart Infrastructure, and Digital Twin of a Plant. What data structure would any of these scenarios need? Most of the tools are useless against unstructured data hidden in PDF format. I see much documentation, guidance and standards in the field and little progress towards the delivery of machine-readable data structures. So, the answer to the question about the Data analysis tool is that the winner is still the Client-side Digital Strategy Manager in human form. It is someone with experience in the client/operator side of things, the design side, and the contractor side of things.

In my opening the facility managers must adopt some good tools in order to perform data analysis, such as Power BI. By using power BI, it would become very easy for FM Managers, to visualise the huge data Power Bi could be used for : Data Integration, Performance Monitoring, Predictive analysis, Energy Management, it also helps in Budget Forecasting. There are some other tools also, it depends upon the FM Manager how they adopt and use. Some of them are ; 1: Mini-tab 2: Tableau etc….

By way of experience, Microsoft Excel is a great tool for analysis. The numerous formulas and plugins, and Pivot Table provide data that allows for: - Experimentation - Trend and error identification and, - the Discovery of opportunities for improvement. In all, data analysis tools (not limited to Excel) when used correctly can improve facility management.

Data-driven problem-solving in facility management involves utilizing data analysis and insights to address challenges, optimize operations, and make informed decisions.

Engaging in benchmarking starts with leveraging the best practices implemented by departments that consistently surpass targets. Begin by establishing a common benchmark within your own department to align with organizational goals. Next, analyze industry leaders within our country to identify further improvements. Lastly, explore global standards to initiate incremental improvements. By embracing the PDCA cycle, we learn from mistakes, share knowledge, and continuously enhance processes. Let's embark on our benchmarking journey, starting with our first project and delivering exceptional results. Together, we'll iterate and improve, ensuring sustained excellence.

FM managers across the companies take the extra mile and do benchmark the practices and identify best practices to be adopted and lessons learned. Not to mention, identifying the gaps that can be rectified and knowing the quality of provided services.

The benchmark enables us to check, through economic or technical indicators, whether our processes are in line with a sample of industry players.

Having a bench mark of any installation is the first step to a good end product, This is where you will iron out any issues, overcome any obstacles and task sequencing, but its usually a tool that is done in the beginning and then forgotten. I have seen so many trades just carry on in their usual way and not consider the bench mark sequence or installation obstacles that were already been corrected. This leans more to the side of managing and having a mind set change in this industry to have this as a successful tool

Definitely the Benchmarking strategy is the pivotal approach for continual improvement on facilities performance, efficiency and competitiveness.

Creativity tools for facility managers stimulate innovative solutions to improve facility operations. These tools can include brainstorming software, virtual collaboration platforms, and design thinking frameworks. Brainstorming tools facilitate idea generation among team members, while virtual collaboration platforms enable remote teams to collaborate effectively. Design thinking frameworks help in empathizing with users' needs, defining problem statements, ideating solutions, prototyping, and testing ideas. These tools foster a creative and collaborative environment, leading to innovative solutions for facility management challenges

The most important creativity tools for facility managers stimulate the right solutions to improve facility operations. These tools may include next-generation software, virtual collaboration platforms, and design thinking frameworks. These tools facilitate idea generation among team members, while virtual collaboration platforms allow remote teams to collaborate effectively. Design thinking frameworks help understand user needs, define problem statements, imagine solutions, create prototypes, and test ideas.

Using creativity tools empowers facility management teams to think outside the box and find innovative solutions to problems. Tools such as brainstorming, mind mapping, and lateral thinking exercises help teams generate new ideas and perspectives. Creating a workplace that encourages creativity allows facility managers to discover fresh approaches to complex challenges, improve processes, and increase the efficiency of their operations.

Listening and understanding the problem is most important, if we do not understand the problem, we would not be able to find the root cause of the problem. in addition, why why analysis is very helpful to find out the true root cause of the problem which would lead to the accurate solution.

creatives tools also includes space utilization software. This helps to analyze and optimize space usage within any facility. Energy management systems: this implements innovative system to monitor and reduce energy consumption .

Feedback is invaluable for growth and improvement. Whether in personal or professional realms, it provides valuable insights, highlights blind spots, and fosters continuous learning. Embrace feedback as a catalyst for progress and development.

To calculate the error on our services we need a feedback tool. This will give how you are actually performing in a service industry.

Simply put-The fact that there is a problem reported is due to a feedback or observation made. So feedback collection- listening to all stakeholders, analysing and understanding the root cause is the first step. There may be are experts within the organisation who are specialists in their own field so need to listen and get their suggestions. That's why we employ them. If not perhaps need to consult with experts outside of the organisation once the root cause is identified. Then comes the problem-solving framework's structured structured report that helps you identify, analyze, and resolve problems in a systematic way to resolve the root problem thereby identifying a permanent solution and perhaps several other collateral issues.

The dreaded "customer feedback" can be quite intimidating to solicit but it is useful for spotting those areas that indirectly affect end user satisfaction. But it can be a double edged sword as often, no two clients will have the exact same view on how similar jobs were facilitated and completed. Some clients want flexibility whilst others require a more formal approach. Our social housing clients often need a different approach than our major corporate clients but both opinions are valid. All of these approaches can be refined, with the correct use of feedback tools (but don't take it all to heart.)

é sempre essencial receber o feedback. Com ele algumas tomas de decis?es s?o tomadas de imediato. O feedback bem expressado chega a mudan?as inesperadas.

IFMA International is my most valuable problem solving resource. The IFMA ecosystem of FM peers, vendor SMEs, and member resources such as IFMA's Engage, Knowledge Library, and publications such as the FMJ are an entire warehouse of tools at a member's disposal. Going further, IFMA's Councils and Communities offer "specialty" tools in industry verticals so that true peer-to-peer advice within one's discreet and distinct area of FM practice is available to members. With IFMA Engage in particular, a member can ask a question which is seen by thousands of member FMs and vendor SMEs around the globe and answered thoughtfully in a matter of hours.

You seem to be overlooking one of the most important aspects of facility management! Experience in the trade fields and good communication with staff and contractors are invaluable for facilities. Facility management positions are trying to filled with educated young professionals that can utilize the tools that are mentioned. As a person with many years experience in both trades and facility management I can make the same yearly salary utilizing my class A CDL with much less stress. Plus when long hours are needed I am not a salary employee, so compensation is more rewarding. Just my opinion…. I have noticed that the trades are moving to the community college level. Trade schools had equal opportunity in high schools back in the day.

Your network as its more than likely some else has already come across the problem and can advise you on what's the best approach/tools to use

This is such an interesting article, in the facilities world, a “problem” can range from a fire/flood/natural disaster to the perceived quality of free coffee in the pantry. Benchmarking and software programs have their place, but in almost any instance, you can never go wrong by leveraging your network, inclusive of your team, stakeholders, vendors and peers. Building those relationships over time and listening to their experiences and priorities will help to provide perspective and insight when atypical problems arise. Plus, it’s nice to surround yourself with good people.

There isn’t a single recommendation on here that would be wrong, but one I haven’t seen is your team. If your team was as good as my team (I always listened to their opinion and recommendations) and weighed them out. Many times I/ we didn’t hear the exact answer but it got the team thinking and we always came up with a great solution.