How to Overcome FM Problems @ Operational & Tactical Levels

We are already into 2024. This year's Value-Based FM Newsletter will share on how FM practitioners can overcome problems, such as fire-fighting and poor FM performance.

At the early start of 2024, I have shared via VBFM Channel on my thoughts about FM Trends in 2024 and also the problems faced at different levels in FM function. You can watch via https://www.youtube.com/@ValueBasedFM/videos and if you find the information useful, do "SUBSCRIBE" and hit the "Bell" icon so that you get alerted whenever I upload a new video.

In this VBFM Newsletter, I will share on my thoughts about the common problems faced at FM Operational and Tactical levels and how Facilities Managers and Leaders can anticipate to prevent or take control of those mentioned problems.

Operational Level: This level comprises of FM frontline staff operating and maintaining the premises' facilities. Their performance can impact the day-to-day functioning and efficiency of facilities that support their organisations' operations. Here are three common operational problems in facilities management:

• Facilities Operation and Maintenance: The common challenges are such as facilities failures and breakdowns, probably due to reasons such as ineffective resource planning and poor service providers' performance, which may cause interruptions to the business operations that the facilities services serve. To overcome that, Facilities Managers and Leaders need to implement a proactive and predictive maintenance programs so as to prevent avoidable facilities services disruptions and downtime.
• Communication Breakdowns: Poor communication to the Operational Level staff often lead to misunderstanding, delays, and inefficiencies. To overcome that, Facilities Managers and Leaders should identify the common miscommunications and establish an effective communication channels, using collaborations methods to improve the coordination and communication.
• Backlog of Work Orders: These situations led to differed maintenance and risks of facilities services breakdown and lower the morale of the FM staff. The Operational Level staff often faced with overwhelming of tasks, routine and reactive maintenance works, and understaff (due to freeze headcount) to cope well with the planned work. To manage such situations, Facilities Managers and Leaders should perform resource prioritisation, providing directions to the staff to perform those critical facilities whereby their failures can impact and disrupt the business operations.

Addressing these operational problems requires proactive and strategic approach, including the adoption of technology, regular training, and continual improvement processes in facilities management practices.

Next, let's address the FM Tactical Level, which comprises of the Facilities Managers and Supervisors. The tactical problems in facilities management often involve challenges related to the execution of specific strategies and plans to meet the FM objectives and goals. These issues require a more focused and hands-on approach to ensure effective day-to-day operations. Here are three common tactical problems in facilities management:

• Staffing: This refers to the challenges related to hiring, training, and retaining competent staff which can impact the overall performance of the FM team. In anticipating these challenges, Facilities Managers and Leaders need to develop recruitment strategies, provide ongoing training to enable the operational level staff to equip them with the skills to keep up with the new requirements, and creating an encouraging work culture to enable staff retention.
• Service Providers' Performance: Issues such as inconsistencies in Service Providers' performance, whether related to maintenance services or other contracted services, can cause disruption to facilities operations. To prevent such occurrences, Facilities Managers and Leaders need to establish a clear performance expectations, conduct regular Service Providers' evaluations, and foster open communication can improve Service Providers' relationships.
• Budgetary Constraints: Limited budgets can hinder the implementation of necessary routine maintenance and improvement projects, affecting the overall condition of the facilities. To manage such issues, Facilities Managers and Leaders should prioritise facilities and improvement projects based on critical needs, exploring their value-add, and advocating to win funds to enable high performance FM.

Addressing these tactical problems in facilities management requires a hands-on approach, involving effective communication, strategic planning, and constant monitoring to ensure successful execution of plans and initiatives.

I believe individual FM practitioners may experience same or different problems in FM depending on their premises, organisation's management, the Head of FM and organisation's culture. Importantly, like I have shared, anticipate and identify the problems, especially those that can impact significantly to organisation's operations, and to make time, make it a priority to strategise solutions to prevent those avoidable problems.

In the next VBFM Newsletter, I will be sharing on the problems at Strategic Level and you may overcome them.

Should your FM team need external help, we provide Facilitative Coaching where we help FM to identify the roots of problems, establish solutions and facilitate commitments to prevent, avoid, or overcome those identified problems. Look up https://fms-1.com/training-consultancy/ on how we deliver In-House Consulting Services. Email: [email protected] for more information.

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