101 Guide for Facility Management Cos. to Engage in Technology Discussions with Customers

For facility management companies aiming to expand their business, improving their solutions and services to clients by exploring and implementing the right technologies is imperative.

With an increasing focus on reducing cost, improving efficiency, and accelerating sustainability, facility managers have to be on the lookout for products and software solutions that fit their team's needs and solve their customers' problems.

However, when it comes to actual technology discussions, it's an all too familiar situation when facility managers are asked by customers to scout for new 'technology' without a known strategy or specific goals in mind.?

Facility managers are not sure where to start and what to look for and end up putting everything on the table. For a number of reasons, this approach is highly ineffective.

Let's understand why and explore the best ways for facility management companies to engage in technology discussions with customers.

Why this approach doesn't work

The conventional approach of listing every available option might appear thorough, but it is the most inefficient way to do it. It leaves you unsure of where to start your search and how to take advantage of new chances that provide you with a competitive advantage. Many Facility Managers are familiar with this situation, but it's important to understand its limitations. Here's why the conventional approach is inadequate:

1. Time Inefficiency

The traditional approach consumes an excessive amount of time. You might not even know where to start looking, let alone how to grab new opportunities early in order to gain an edge over your competitors. It will eventually lead to delaying crucial decision-making processes and hindering your ability to seize timely opportunities.

2. Lack of Readiness

Presenting an overwhelming number of options can unknowingly portray a lack of readiness, mainly due to the fact that not all options hold the promise of yielding positive outcomes. This is especially important when dealing with innovative "startups".

When FM teams don't have a clear set of requirements, they often end up asking startups questions like, "What can your product do?" or "How can you help us?" This strategy demonstrates lack of preparation; instead, FM teams should lay the groundwork according to their requirements before approaching a startup for a partnership.

3. Limited Progress

This approach fails to contribute to the overall progress and advancement of both you and your FM firm. It can lead to stagnation, hindering growth and innovation. The list might be exhaustive but the technology you choose should provide improvement to your clients' current operations and help your firm grow.

A planned approach to Technology Discussions

To overcome the challenges associated with the present approach to searching for new technologies, it's crucial to engage in thoughtful planning and strategic thinking. A planned approach would not only save your time but also your clients' time by eradicating unnecessary back-and-forth discussions. This method will empower you to present your selections with confidence and certainty. To navigate these situations effectively, follow these steps to engage in meaningful technology discussions with your customers:

Step 1: Understanding Customer Needs

Before delving into the world of technology solutions, it's crucial to understand the specific areas of improvement or change your customer is seeking. It is important to classify these areas because they can provide a clear roadmap for your technology discussions. You can consider the following key categories:

1. Occupant Comfort: Enhancing the well-being and satisfaction of building occupants.
2. Energy and Emissions Reporting: Streamlining the monitoring and reporting of energy consumption and emissions.
3. Energy Management: Implementing solutions to optimize energy usage and efficiency.
4. Cost Reduction: Identifying technologies that lead to tangible cost savings.
5. Maintenance Optimization: Exploring tools for predictive maintenance and streamlined repair processes even before a fault occurs.
6. Risk Management: Addressing technologies that enhance building safety and risk mitigation.

Many people lack the necessary understanding of fundamental technological requirements. They might be uncertain about why technology is essential or how it can be applied to their needs. Thus, it becomes the responsibility of a FM company or Facility manager to help foster this understanding and explain the potential of technological solutions in order to drive digital transformation.

Step 2: Assess Requirements and Prioritize

After identifying the priorities, engage in an in-depth investigation of the specific client requirements. Take into account factors such as urgency, budget allocation, and desired timeline for implementation. Consider questions such as:

• How urgent is the need for technology adoption?
• Is the client willing to invest, and if so, what is the budget range?
• When is the preferred kick-off date for the technology implementation?

Gathering this information will help you to engage effectively with potential technology partners and ensure that your discussions align with your customer's timeline and budget.

Step 3: Create a Request for Information (RFI)

When deciding upon a technology partner and the technology that will work best for you. It is important to create a well-structured Request for Information (RFI) document, in order to facilitate meaningful discussions with technology partners and bring everyone to the same table. This enables your team, your client, and all other stakeholders to assess whether potential partners are compatible with the project requirements, goals, and overall strategy of their projects by better understanding their capabilities, offerings, and expertise. An RFI also helps to evaluate market trends, explore innovative solutions, and identify potential challenges before the decision-making process. The RFI should clearly outline the following details:

1. Stage of Conversation: Specify whether the discussions are in the preliminary stage or more advanced.
2. Mode of Communication: Indicate whether the conversation will be held online or through in-person presentations.
3. Submission Requirements: Clarify whether partners should provide standard product collateral or tailored responses to specific questions.

This transparency ensures that potential technology partners have a comprehensive understanding of the engagement process.

Step 4: Demonstrating Conviction and Preparedness

As you step into technology discussions, your preparedness and conviction play a crucial? role. It reflects upon your confidence in the technology and how that technology can benefit your clients' needs. It is also necessary to provide your potential partners with a preparatory guide, ensuring they are prepared for the journey ahead. Take the following actions:

1. Collate Information: Gather all relevant data and information about the technologies you're considering.
2. Comparative Analysis: Prepare a comparative analysis of different solutions, highlighting their pros and cons.
3. Incumbent vs. Upcoming: Clearly state whether the technology is already established or emerging.
4. Guide for Upcoming Technologies: If discussing upcoming technologies, provide insights into their nuances and potential challenges, offering a comprehensive guide to your clients.

Engaging in technology discussions with your customers doesn't have to be a daunting task. By following this guide, you'll be well prepared to streamline these discussions with readiness and professionalism.

Remember, it's not just about finding technology solutions; it's about building trust, understanding, and ultimately driving your facility management firm towards progress and success. I hope this will help you get the work done in less time and find a technology solution that fits your clients' needs and helps them reap the benefits through this transformation.?

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