The task of being a facility manager in the construction industry or any large business can be daunting. You are responsible for handling all the daily ins and outs, dealing with employees, the machinery, and sometimes getting your hands dirty in the actual work. For any facility manager, the importance of data and knowledge about the project can never be overemphasized. The responsibility of overseeing a project to completion requires that you have enough information about it in the first place. With so many responsibilities, it can be difficult for a manager to prioritize the tasks and plan effectively. Having a great checklist will go a long way in simplifying your work and ensuring you cover all your bases.
Do Daily Facility Walkthroughs
Doing regular walkthroughs can be vital in monitoring the state of your facility and equipment. Most managers rely on information obtained from routine maintenance, work orders and reports to keep up to date with the condition of the facility. In reality doing daily walkthroughs could help you get the small daily changes or sometimes ignored factors that could determine the security and quality of the whole project or machinery used at the site. The same goes for an already complete site, during walkthrough inspection you can check and monitor the troublesome areas or places that have the potential to be so and mitigate any problems before they become disasters. It is also worth adding that the works are great exercises and stress relievers.
Check the Total Energy Use
Energy usage could result in very high expenses for the project. Ensuring that electricity usage is controlled and no energy is wasted could help save a lot of energy expenses. Ensure that most bulbs are energy saving and are switched off when not in use or when it is at night. Ensure all burnt out lights are replaced and faulty electrical fixtures, wiring, and appliances are fixed. Check to ensure elevators and the emergency generator are functional.
Ensure the Facility is Ready for Daily Activities
Before any construction or activity can take place at the facility, all the necessary material and conditions should be available on time. Inspect the premises and make sure that all the require suppliers are available and in the right quantity. Ensure the bathrooms, back office rooms, and cloakrooms, are functional and in the right condition. Finally, ensure all the equipment is in working condition and inspect all daily procedures to ensure that they run smoothly.
Security and the maintenance of security equipment are usually part of the Facility Manager’s responsibility. Checking that CCTV cameras are functioning and recording correctly, alarms and fire extinguishers are in working order, and the general building security is operating as it should with no gaps that can accessed by unauthorised personnel.
Liaising with Contractors
The manager may have the responsibility to know how the contractor is progressing and what stage the project is, depending on their job description. It may involve maintaining relationships with any prospective contractors, identify, estimate and list any requirements for repairs and other services. The job may also include identifying, contacting and selecting the qualified bidders to offer the required services, supervising the work, carrying out expenditure management, ensuring the desired goals and objectives are achieved and sorting out the final bill.
Safety and Hazard Control
It’s your responsibility to make sure that the facility conforms to all the safety regulations as required by the law and any regulation agency to ensure the safety of the workers or people visiting the site. Ensuring clear plans and policies are in place in case of emergencies may or may not be part of your responsibility but having a clear evacuation protocol in such cases is a must, and all workers must be educated on the same. Ensuring periodic Pat testing is completed and recorded.
Organising and Coordinating with the Employees
This might involve creating work schedules and signing work agreements, and ensure that they are carried through. The role may also overlap with ensuring that the project goals and the set timelines are on course. It may require meeting with every employee responsible for each task, examining the progress and discussing how to improve the productivity. Interacting with the employee is crucial as it allows for getting feedback and improve efficiency.
As a facility manager, it is crucial that you stay on top of everything and by having a good process and checklist, it ensures that nothing slips through your fingers.