MGT61004

FACILITY MANAGEMENT

Topic 1:
An Overviews of
Facilities Management
 CONTENT

• What is ‘facilities’?
• What is ‘management’?
• What is Facilities Management ?
• What is the thinking behind it ?
• What does it seek to achieve ?
 WHAT IS
‘FACILITIES’?

“Something/things that make an action,

operation, or course of conduct easier."

Playground
 What is ‘Management’?

“…planning, organising,
staffing, leading or directing, and
controlling an organisation (a group
or more people or entities) or effort for
the purpose of accomplishing a goal...”
WHAT IS FACILITIES
MANAGEMENT?
 SOME DEFINITIONS OF
FACILITY MANAGEMENT (FM)

“Facilities Management is the integration of multi-disciplinary activities

within the built environment, and the management of their impact upon
people and the workplace”

“The practice of coordinating the physical workspace with the people and
work of an organisation, integrating the principles of business
administration, architecture, and the behavioral and engineering sciences”
(BRITISH INSTITUTE OF FACILITIES MANAGEMENT, 1996)
 SOME DEFINITIONS OF
FACILITY MANAGEMENT (FM)

“An Integrated process to support and improve the effectiveness of the

primary activities of an organisation by the management and delivery of
agreed support services for the appropriate environment needed to
achieve its changing objectives”
Atkin & Brooks (2009)

“The process by which an organisation delivers and sustains support

services in a quality environment to meet strategic needs”
(CENTRE FOR FACILITIES MANAGEMENT, 1996)
 SOME DEFINITIONS OF
FACILITY MANAGEMENT (FM)

“A profession that encompasses multiple disciplines to ensure functionality

of the built environment by integrating people, place, process and
technology.”
(INTERNATIONAL FACILITY MANAGEMENT ASSOCIATION, IFMA)
 KEYWORDS
• integration
• co-ordination
• multidisciplinary
• workplace • built environment
• workspace • management
• support services • impact
• deliver • people
• sustain
• quality environment
• strategic needs
 IN LAYMAN TERMS.....

Facilities Management is the practice of

managing the facilities within
an organisation…

so that….

the facilities can support and promote smooth running

of the organisation’s core business and operations
 THE CHANGING NATURE OF FM

• Facilities Management is in transition

is currently evolving:

➢ from a largely technical discipline into a

business management discipline

➢ from a reactive, operationally-focused set of processes to a

pro-active and strategic one

➢ one which sees buildings as being dynamic entities and

assets on the balance sheet, not as liabilities
“THE PROCESS BY WHICH AN ORGANISATION DELIVERS AND
SUSTAINS SUPPORT SERVICES IN A QUALITY ENVIRONMENT
TO MEET STRATEGIC NEEDS”

SUPPORT SERVICES
➢ Communications
➢ Systems
➢ Maintenance services
➢ Catering services
➢ Cleaning services

Such systems need to be developed, improved, maintained

and updated throughout the entire life of the building
FACILITIES MANAGEMENT COMPONENTS

Place People

FM

Process Technology
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Maintenance
Operations

Furniture Finishes Preventive Breakdown

maintenance maintenance maintenance maintenance

Exterior Custodial/ Landscape

maintenance Housekeeping maintenance
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Administrative
Services

Corporate Shipping/ Records

artwork Mail services Receiving retention

Security Copy services

Telecommunication
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Space
inventory
Hazardous Space
materials policies

Trash/ Space
solid waste allocation

Major Forecasting
Space needs
redesign
Management
Furniture
Furniture purchasing
moves
Interior Furniture
plans specification
Furniture
inventory
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Real Estate

Building Building
Site selection Acquisition/ purchases
leases Disposal

Property
appraisals Sub-leasing
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Operational
plans

Energy Facility
Facility Emergency
planning planning plans
Planning

Strategic
plans
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Financial
planning

Operational Major
budget financing

Capital
budget
FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES

Energy
Ergonomics
management

Health &
safety

Emissions Indoor air

quality

Recycling
programme
 Q2: FACILITIES MANAGEMENT ROLES & RESPONSIBILITIES
▪ Building maintenance management
▪ Cleaning & security provisions
▪ Project Management
▪ Rent, Rates Reviews & leasing
▪ Risk, value & strategic management
▪ Communication Systems & IT
▪ Energy & waste management
▪ Fleet & travel management
▪ Landscaping
▪ Building services & engineering maintenance ▪ Condition assessment
▪ Sustainability of environment
▪ Catering & office services
▪Contract, procurement, negotiations &
purchasing
▪ Automation & Quality Control Management
▪ Costing & budgeting
▪ Space utilisation & planning
▪ Printing & reprographics
▪ Relocation & refurbishment
 ROLE OF FACILITIES MANAGEMENT

❑ Creates the optimal environment for the

organisation’s primary functions
❑ Prioritise customer satisfaction
❑ Enhance of the core business
❑ Deliver effective and responsive services
❑ Enable changes in the use of space in the future;
❑ Sweat the assets (i.e. make them highly cost
effective)
❑ Create competitive advantage for the organisation’s
core business
❑ Enhance the organisation’s culture and image
DIFFERENT DISCIPLINES INVOLVED
✓ Business-related disciplines
❑Accounting
❑Business Law
❑Portfolio Development
✓Sector-specific disciplines
❑Retail Management
❑Arts Management
✓Engineering-related disciplines
❑Electrical engineering
❑Heating and ventilation
 CONFUSIONS!!
Facilities Management is NOT Building
Maintenance Or Property Management!

Building maintenance Property Management

Maintain physical Maintain or increase the
condition of the premise investment in or physical
worth of the property

Facilities Management
Provide in the most cost effective way, a quality
environment which supports and enhances the
performance of people which in turn lead to
improved profitability or productivity.
 THE GOALS OF
FACILITIES MANAGEMENT

▪To reduce facility-related costs

▪To improve productivity of the organization

▪To maintenance and improve the building performance.

BUILDING PERFORMANCE

THREE FACETS:
• PHYSICAL PERFORMANCE
• FUNCTIONAL PERFORMANCE
• FINANCIAL PERFORMANCE
 BUILDING PERFORMANCE
PHYSICAL PERFORMANCE:
- The behaviour of the fabric, fittings, services
and finishes, including aspects such as:
❑ Structural integrity
❑ Internal environment (heating, lighting, etc)
❑ Energy efficiency
❑ Cleanliness
❑ Maintainability
❑ Durability
❑ Environmental impact
 BUILDING PERFORMANCE

FUNCTIONAL PERFORMANCE
- Aspects which directly benefit the occupier

❑ Space (quantity, quality) ❑ Communications

❑ Layout ❑ Health and
❑ Ergonomics Safety
❑ Image (including internal ❑ Flexibility
and external ❑ Responsiveness
landscaping) to user need
❑ Ambience
❑ Amenity
❑ Movement
 BUILDING PERFORMANCE
FINANCIAL PERFORMANCE
• STEMMING FROM THE PHYSICAL AND FUNCTIONAL
• PERFORMANCE OF THE BUILDING AND THE WAY IN WHICH IT
IS USED:
❑CAPITAL AND REVENUE EXPENDITURE
❑RATE OF DEPRECIATION
❑INVESTMENT VALUE
❑CONTRIBUTION OVERALL TO ORGANISATIONAL
• PROFITABILITY AND BUSINESS EFFICIENCY
MAJOR THEMES OF FACILITY MANAGEMENT:

❑Integration of services
❑Design for operations, maintenance, and sustainability
❑Delegated responsibility
❑Cost effectiveness
❑Efficiency improvement
❑Quality of life
❑Integration of elements
❑Facilities as assets
❑Facility management as a business function
THANK YOU
 USEFUL
READING

Atkin, B & Brooks, A (2015)

Total Facility Management (4th edition)
Wiley- Blackwell

Cotts, DG, Roper, OP & Payanbt, R.P (2010)

The Facility Management Handbook (3rd edition)
AMACOM

Booty, F (2009)
Facilities Management Handbook
Butterworth-Heinmann, Oxford.
 USEFUL
READING

Alexander, K. (ed) (1996)

Facilities Management: Theory and Practice
London: E & FN Spon
Introductory Sections and Chap.1, Keynote Paper,
‘Facilities Management: a strategic framework’

Jones, C. and Jowett, V. (1988)

Managing Facilities
Oxford: Butterworth-Heinemann
Chap 1, ‘The concept and scope of facilities management’
 USEFUL
READING

Cotts, D.G. (1998)

The Facility Management Handbook (2nd Edition)
US: AMACOM
Section 1: Background and Organisation
‘The nature of Facility Management’

Becker, F. & Sims, W. (1990)

The Total Workplace: Facilities Management and
The Elastic Organisation.
New York: Van Nostrand Reinhold.
 USEFUL
WEBSITES
• British Institute of Facilities Management
(BIFM)
❑ http://www.bifm.org.uk

•FMlink
❑ www.fmlink.com