Breaking the Cycle in Facilities Management: Moving Beyond Old Habits to Drive New Outcomes

In the world of Facilities Management (FM), it’s common to find teams using the same approaches, with the same people, day in and day out. Yet, hoping for different outcomes without changing the methods or perspectives is, as the saying goes, a form of “madness.” But why does this pattern persist, and how can we break free from it? The answer often lies in a combination of factors such as outdated training, fear of speaking up, and an overreliance on routine processes. By exploring these underlying issues and introducing fresh strategies—including the adoption of technology and a culture of openness—FM teams can achieve better outcomes, stronger performance, and greater job satisfaction.

Identifying the Root Causes: Why Do We Keep Repeating the Same Patterns?

1. Outdated Training and Skill Sets

In many FM environments, engineers and operational staff rely on training they received years ago, which might not align with today’s requirements. As technology, regulations, and best practices evolve, so too must the skills of the team. Without periodic training updates, teams may stick to outdated approaches simply because they don’t know the alternatives.

Solution: Regular training programs that focus on the latest industry standards and technology trends can re-energise a team. Offering courses in new software tools, energy efficiency, compliance standards, or emerging IoT and data analytics can prepare staff to handle current demands effectively.

2. Fear of Speaking Up

Teams may feel uncomfortable suggesting new methods, especially if they worry about resistance from leadership or peers. This fear can stifle innovation, making it difficult for a team to adopt more efficient practices or introduce constructive feedback.

Solution: Foster a culture that encourages open dialogue and constructive feedback. Leaders can promote “idea forums” where team members are rewarded for bringing innovative solutions to the table, creating a safe space for suggestions without the fear of backlash. Regular one-on-one check-ins and anonymous feedback tools can also help surface new ideas.

3. Reliance on Routine Over Innovation

Repetition can lead to efficiency, but it can also lead to stagnation. In FM, certain processes are often performed “the way they’ve always been done,” limiting opportunities for improvement. This tendency is particularly common with long-standing teams and contracts where standard operating procedures are rarely reviewed or revised.

Solution: Regularly review and audit processes with a fresh lens. Bringing in an external consultant to assess workflows can provide an unbiased view, highlighting areas for improvement that might be overlooked by those too close to the routine. Process audits every quarter or biannually can help ensure that teams are working efficiently and incorporating best practices.

Leveraging Technology to Improve Outcomes

Modern technology has transformed FM, providing tools that allow for smarter, data-driven decisions. By implementing solutions like Computer-Aided Facilities Management (CAFM) systems, Internet of Things (IoT) sensors, and data analytics, FM teams can optimise their operations, reduce costs, and improve response times. Here’s how these tools help:

1. CAFM and Asset Management

CAFM systems help streamline work orders, asset tracking, and preventive maintenance scheduling, which can improve productivity and reduce downtime. For teams used to traditional methods, CAFM systems offer an easy way to adopt best practices by automating repetitive tasks and providing data for better decision-making.

2. IoT Sensors for Real-Time Monitoring

IoT sensors monitor everything from equipment health to environmental factors such as temperature and air quality. By using real-time data, teams can proactively address potential issues before they become major problems, moving from reactive to predictive maintenance.

3. Data Analytics for Process Improvement

With data analytics, FM managers can gain insights into inefficiencies, track Key Performance Indicators (KPIs), and understand patterns in asset failures or work order processing times. Regularly reviewing these insights helps in identifying trends and areas where new approaches might yield better results.

Building a Roadmap for Change: Implementing New Approaches and Methods

Breaking out of old routines requires a structured approach that includes team buy-in, clear goals, and ongoing support. Here’s a suggested roadmap for implementing change in an FM setting:

1. Assess Current Processes: Start with an objective assessment of the current workflows, team roles, and existing technology. Identify areas that may be causing delays or bottlenecks, particularly those relying on manual processes or outdated methods.

2. Develop a Training Plan: Based on the assessment, create a training roadmap for team members that introduces them to new tools, methods, and best practices. Include practical workshops and hands-on sessions, as well as follow-ups to reinforce learning.

3. Introduce New Technology Gradually: Implement technology in stages, beginning with the areas where it will have the most immediate impact. For example, introduce IoT sensors for preventive maintenance, then expand to a CAFM system that centralises data for better asset management.

4. Encourage Open Communication: Create regular opportunities for team members to share feedback on what’s working and what isn’t. This can include weekly team meetings, surveys, or even a suggestion box. Leaders should actively listen and act on feedback to encourage continuous improvement.

5. Monitor and Adjust: Use KPIs and analytics to track the effectiveness of new processes. Regularly review data on task completion times, maintenance costs, and response rates to ensure changes are positively impacting the FM operation. Adjust as necessary to address any gaps or unexpected challenges.

Conclusion: Embracing Change for a Better Future in FM

In FM, repeating the same methods without considering change is a recipe for stagnation. By addressing issues such as outdated training, encouraging openness to new ideas, and embracing technology, FM leaders can create an environment where innovation thrives, and productivity flourishes. Success doesn’t come from sticking with what’s familiar but rather from being open to new ideas, equipping teams with the right skills, and consistently striving for improvement. When teams see their input valued and experience the benefits of modern tools and techniques, they’re more likely to embrace the changes needed to drive FM forward.Breaking the Cycle in Facilities Management: Moving Beyond Old Habits to Drive New Outcomes

In the world of Facilities Management (FM), it’s common to find teams using the same approaches, with the same people, day in and day out. Yet, hoping for different outcomes without changing the methods or perspectives is, as the saying goes, a form of “madness.” But why does this pattern persist, and how can we break free from it? The answer often lies in a combination of factors such as outdated training, fear of speaking up, and an overreliance on routine processes. By exploring these underlying issues and introducing fresh strategies—including the adoption of technology and a culture of openness—FM teams can achieve better outcomes, stronger performance, and greater job satisfaction.

Identifying the Root Causes: Why Do We Keep Repeating the Same Patterns?

1. Outdated Training and Skill Sets

In many FM environments, engineers and operational staff rely on training they received years ago, which might not align with today’s requirements. As technology, regulations, and best practices evolve, so too must the skills of the team. Without periodic training updates, teams may stick to outdated approaches simply because they don’t know the alternatives.

Solution: Regular training programs that focus on the latest industry standards and technology trends can re-energise a team. Offering courses in new software tools, energy efficiency, compliance standards, or emerging IoT and data analytics can prepare staff to handle current demands effectively.

2. Fear of Speaking Up

Teams may feel uncomfortable suggesting new methods, especially if they worry about resistance from leadership or peers. This fear can stifle innovation, making it difficult for a team to adopt more efficient practices or introduce constructive feedback.

Solution: Foster a culture that encourages open dialogue and constructive feedback. Leaders can promote “idea forums” where team members are rewarded for bringing innovative solutions to the table, creating a safe space for suggestions without the fear of backlash. Regular one-on-one check-ins and anonymous feedback tools can also help surface new ideas.

3. Reliance on Routine Over Innovation

Repetition can lead to efficiency, but it can also lead to stagnation. In FM, certain processes are often performed “the way they’ve always been done,” limiting opportunities for improvement. This tendency is particularly common with long-standing teams and contracts where standard operating procedures are rarely reviewed or revised.

Solution: Regularly review and audit processes with a fresh lens. Bringing in an external consultant to assess workflows can provide an unbiased view, highlighting areas for improvement that might be overlooked by those too close to the routine. Process audits every quarter or biannually can help ensure that teams are working efficiently and incorporating best practices.

Leveraging Technology to Improve Outcomes

Modern technology has transformed FM, providing tools that allow for smarter, data-driven decisions. By implementing solutions like Computer-Aided Facilities Management (CAFM) systems, Internet of Things (IoT) sensors, and data analytics, FM teams can optimise their operations, reduce costs, and improve response times. Here’s how these tools help:

1. CAFM and Asset Management

CAFM systems help streamline work orders, asset tracking, and preventive maintenance scheduling, which can improve productivity and reduce downtime. For teams used to traditional methods, CAFM systems offer an easy way to adopt best practices by automating repetitive tasks and providing data for better decision-making.

2. IoT Sensors for Real-Time Monitoring

IoT sensors monitor everything from equipment health to environmental factors such as temperature and air quality. By using real-time data, teams can proactively address potential issues before they become major problems, moving from reactive to predictive maintenance.

3. Data Analytics for Process Improvement

With data analytics, FM managers can gain insights into inefficiencies, track Key Performance Indicators (KPIs), and understand patterns in asset failures or work order processing times. Regularly reviewing these insights helps in identifying trends and areas where new approaches might yield better results.

Building a Roadmap for Change: Implementing New Approaches and Methods

Breaking out of old routines requires a structured approach that includes team buy-in, clear goals, and ongoing support. Here’s a suggested roadmap for implementing change in an FM setting:

1. Assess Current Processes: Start with an objective assessment of the current workflows, team roles, and existing technology. Identify areas that may be causing delays or bottlenecks, particularly those relying on manual processes or outdated methods.

2. Develop a Training Plan: Based on the assessment, create a training roadmap for team members that introduces them to new tools, methods, and best practices. Include practical workshops and hands-on sessions, as well as follow-ups to reinforce learning.

3. Introduce New Technology Gradually: Implement technology in stages, beginning with the areas where it will have the most immediate impact. For example, introduce IoT sensors for preventive maintenance, then expand to a CAFM system that centralises data for better asset management.

4. Encourage Open Communication: Create regular opportunities for team members to share feedback on what’s working and what isn’t. This can include weekly team meetings, surveys, or even a suggestion box. Leaders should actively listen and act on feedback to encourage continuous improvement.

5. Monitor and Adjust: Use KPIs and analytics to track the effectiveness of new processes. Regularly review data on task completion times, maintenance costs, and response rates to ensure changes are positively impacting the FM operation. Adjust as necessary to address any gaps or unexpected challenges.

Conclusion: Embracing Change for a Better Future in FM

In FM, repeating the same methods without considering change is a recipe for stagnation. By addressing issues such as outdated training, encouraging openness to new ideas, and embracing technology, FM leaders can create an environment where innovation thrives, and productivity flourishes. Success doesn’t come from sticking with what’s familiar but rather from being open to new ideas, equipping teams with the right skills, and consistently striving for improvement. When teams see their input valued and experience the benefits of modern tools and techniques, they’re more likely to embrace the changes needed to drive FM forward. Cycle in Facilities Management: Moving Beyond Old Habits to Drive New Outcomes

In the world of Facilities Management (FM), it’s common to find teams using the same approaches, with the same people, day in and day out. Yet, hoping for different outcomes without changing the methods or perspectives is, as the saying goes, a form of “madness.” But why does this pattern persist, and how can we break free from it? The answer often lies in a combination of factors such as outdated training, fear of speaking up, and an overreliance on routine processes. By exploring these underlying issues and introducing fresh strategies—including the adoption of technology and a culture of openness—FM teams can achieve better outcomes, stronger performance, and greater job satisfaction.

Identifying the Root Causes: Why Do We Keep Repeating the Same Patterns?

1. Outdated Training and Skill Sets

In many FM environments, engineers and operational staff rely on training they received years ago, which might not align with today’s requirements. As technology, regulations, and best practices evolve, so too must the skills of the team. Without periodic training updates, teams may stick to outdated approaches simply because they don’t know the alternatives.

Solution: Regular training programs that focus on the latest industry standards and technology trends can re-energise a team. Offering courses in new software tools, energy efficiency, compliance standards, or emerging IoT and data analytics can prepare staff to handle current demands effectively.

2. Fear of Speaking Up

Teams may feel uncomfortable suggesting new methods, especially if they worry about resistance from leadership or peers. This fear can stifle innovation, making it difficult for a team to adopt more efficient practices or introduce constructive feedback.

Solution: Foster a culture that encourages open dialogue and constructive feedback. Leaders can promote “idea forums” where team members are rewarded for bringing innovative solutions to the table, creating a safe space for suggestions without the fear of backlash. Regular one-on-one check-ins and anonymous feedback tools can also help surface new ideas.

3. Reliance on Routine Over Innovation

Repetition can lead to efficiency, but it can also lead to stagnation. In FM, certain processes are often performed “the way they’ve always been done,” limiting opportunities for improvement. This tendency is particularly common with long-standing teams and contracts where standard operating procedures are rarely reviewed or revised.

Solution: Regularly review and audit processes with a fresh lens. Bringing in an external consultant to assess workflows can provide an unbiased view, highlighting areas for improvement that might be overlooked by those too close to the routine. Process audits every quarter or biannually can help ensure that teams are working efficiently and incorporating best practices.

Leveraging Technology to Improve Outcomes

Modern technology has transformed FM, providing tools that allow for smarter, data-driven decisions. By implementing solutions like Computer-Aided Facilities Management (CAFM) systems, Internet of Things (IoT) sensors, and data analytics, FM teams can optimise their operations, reduce costs, and improve response times. Here’s how these tools help:

1. CAFM and Asset Management

CAFM systems help streamline work orders, asset tracking, and preventive maintenance scheduling, which can improve productivity and reduce downtime. For teams used to traditional methods, CAFM systems offer an easy way to adopt best practices by automating repetitive tasks and providing data for better decision-making.

2. IoT Sensors for Real-Time Monitoring

IoT sensors monitor everything from equipment health to environmental factors such as temperature and air quality. By using real-time data, teams can proactively address potential issues before they become major problems, moving from reactive to predictive maintenance.

3. Data Analytics for Process Improvement

With data analytics, FM managers can gain insights into inefficiencies, track Key Performance Indicators (KPIs), and understand patterns in asset failures or work order processing times. Regularly reviewing these insights helps in identifying trends and areas where new approaches might yield better results.

Building a Roadmap for Change: Implementing New Approaches and Methods

Breaking out of old routines requires a structured approach that includes team buy-in, clear goals, and ongoing support. Here’s a suggested roadmap for implementing change in an FM setting:

1. Assess Current Processes: Start with an objective assessment of the current workflows, team roles, and existing technology. Identify areas that may be causing delays or bottlenecks, particularly those relying on manual processes or outdated methods.

2. Develop a Training Plan: Based on the assessment, create a training roadmap for team members that introduces them to new tools, methods, and best practices. Include practical workshops and hands-on sessions, as well as follow-ups to reinforce learning.

3. Introduce New Technology Gradually: Implement technology in stages, beginning with the areas where it will have the most immediate impact. For example, introduce IoT sensors for preventive maintenance, then expand to a CAFM system that centralises data for better asset management.

4. Encourage Open Communication: Create regular opportunities for team members to share feedback on what’s working and what isn’t. This can include weekly team meetings, surveys, or even a suggestion box. Leaders should actively listen and act on feedback to encourage continuous improvement.

5. Monitor and Adjust: Use KPIs and analytics to track the effectiveness of new processes. Regularly review data on task completion times, maintenance costs, and response rates to ensure changes are positively impacting the FM operation. Adjust as necessary to address any gaps or unexpected challenges.

Conclusion: Embracing Change for a Better Future in FM

In FM, repeating the same methods without considering change is a recipe for stagnation. By addressing issues such as outdated training, encouraging openness to new ideas, and embracing technology, FM leaders can create an environment where innovation thrives, and productivity flourishes. Success doesn’t come from sticking with what’s familiar but rather from being open to new ideas, equipping teams with the right skills, and consistently striving for improvement. When teams see their input valued and experience the benefits of modern tools and techniques, they’re more likely to embrace the changes needed to drive FM forward.