Facility Managers: Five Questions You Should Ask

May 3, 2013

Moving from Reactive to Proactive

It can be argued that facility managers face some of the greatest challenges to any organization; budgets, deferred maintenance, and stakeholders’ interests – plus often costly emergency situations – must all be juggled simultaneously every day. There’s seldom the opportunity to be proactive, especially if you don’t have current facility condition data. Data, with its notoriously limited shelf-life, requires constant upkeep in order to effectively and realistically prioritize projects and develop budgets. This week, we’ve created a list of questions that every facility manager should ask when putting together a proactive facilities capital planning process.

  1. What do we have? Leverage a proven process to manage and rapidly capture facility condition data across your entire portfolio, documenting the condition and lifecycle of assets and systems.
  2.  How do I collect the data? Utilize a standard, consistent method of data collection and embrace routine data maintenance. Using a single unified data center prevents the gray areas that emerge with separate spreadsheets and keeps redundancy out of the equation altogether. “Fresh” data, as well as a holistic view of that data, is your first defense against tricky budget meetings or unforeseen maintenance emergencies.
  3.  Where are my problems? If your data is standardized, identifying problems within the portfolio will be relatively easy. Centralized data ensures there will be no scrambling to find that one spreadsheet or that missing information needed to make a final decision.
  4.  What are the most pressing issues? The ability to objectively prioritize all identified issues is crucial – unless you happen to have an unlimited budget, which is unlikely, you will not be able to address all the deferred maintenance at once. Ranking projects by their relative urgency, support of organizational mission, or other criteria important to you will result in an effective plan and budget that you can actually execute against.
  5.  How do we handle future re-assessment needs?  Planning for recurring assessments, whether you leverage a guided self-assessment process or have a portion of your portfolio professionally assessed each year, lets you keep data current and enables you to confidently map future capital planning needs.


Facility Managers: Click here to learn how facility condition assessments can provide you with the accurate data you need to be proactive.


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