Facilities management (FM) has changed a lot in recent years. Technology has helped improve facility efficiency, but it has also made FM more important in organizational strategic planning.
The International Facility Management Association (IFMA) says FM focuses on making sure buildings and workplaces function well, are safe, and meet the needs of the people using them. This means FM has a direct effect on employee productivity, customer satisfaction, and the company's success.
To make sure FM supports your strategic planning processes, here are some steps you can take.
One of the biggest challenges in getting FM involved in strategic planning is how people in the organization view it. Often, FM is seen as just a way to handle building maintenance or reduce costs. Many people do not fully understand how FM can add value to the business.
A report from IFMA and the Royal Institution of Chartered Surveyors (RICS) highlights this problem. FM is often seen as only focused on cutting costs, which makes it harder for others to see the full value FM can bring to the business. But FM is about more than just reducing costs—it also helps improve employee experience, customer satisfaction, and overall business performance.
Facilities managers should share more about what they do and how it affects the company. They can show that FM improves workplace safety, increases productivity, and helps meet the company’s bigger goals. Changing this perception can make FM an important part of the company’s organizational strategic planning.
Upgrading FM technology can make operations more efficient and support business units across the organization. Automation tools, such as Computer-Aided Facilities Management (CAFM) systems, can help streamline tasks like scheduling, space planning, and tracking inventory. This allows facilities managers to focus more on strategy and less on day-to-day tasks.
Connecting FM systems with other departments, like HR and finance, can improve communication and prevent mistakes. When different teams have access to the same FM data, it can help the organization make better decisions. For example, knowing the maintenance needs of buildings can help finance teams plan budgets more accurately.
Using technology helps FM become a stronger part of the business, allowing the organization to use facility data to make smarter decisions that align with its long-term goals.
When FM is only judged by how much it cuts costs, it doesn’t show the full picture. Cutting costs in one area can lead to higher costs somewhere else. For example, skipping regular maintenance on HVAC systems may save money upfront, but it can lead to costly breakdowns, downtime, and reduced employee productivity later on.
A total cost approach looks at the big picture. Instead of just focusing on cutting costs, it aims to balance efficiency and service levels. This approach ensures that FM is delivering value without causing problems down the line. For example, by maintaining equipment properly, you can reduce long-term costs and improve the overall performance of the facility.
This method helps FM teams work more strategically, creating cost savings that can be reinvested into the business in a smarter way. It ensures the organization gets the most value from its facilities over time.
To make sure FM is part of your company’s strategic planning processes, its goals need to support the company’s overall objectives. FM teams should work closely with other departments to ensure their plans and processes match the company’s goals.
For example, if the company’s goal is to improve sustainability, FM can focus on energy management and reducing waste. If the company wants to improve the customer experience, FM can ensure that facilities are welcoming, safe, and well-maintained.
Communication with senior leadership is key to ensuring alignment. Facilities managers need to stay in touch with the organization’s top decision-makers to ensure FM priorities are in line with broader business strategies. This also helps FM teams get the support they need to implement changes that can drive success.
Another way to make sure FM is fully integrated into strategic planning is by working with an Integrated Facilities Management (IFM) provider. IFM combines all aspects of facilities management into a single, unified solution. This can help streamline both tactical and strategic needs.
By outsourcing some day-to-day FM tasks to an IFM provider, internal teams can focus on longer-term planning and strategy. IFM providers also bring advanced tools and data analytics that can help improve decision-making and drive better results for the company.
Working with an IFM provider also gives facilities managers more insights into how FM impacts the company’s overall performance. By providing detailed reports, IFM providers can show how FM supports cost savings, improved efficiency, and better employee experiences. This data can help inform strategic planning and make FM a key part of the company’s overall growth.
To make FM an important part of organizational strategic planning, facilities managers need to be proactive. This means looking ahead and solving potential problems before they happen. Regular inspections, preventive maintenance, and early planning can all help avoid costly issues down the road.
By being proactive, facilities managers can keep buildings running smoothly and prevent downtime that could affect the company’s performance. Being proactive also means staying up to date with industry trends and adopting best practices that can improve FM operations.
Proactive FM managers should also be vocal about their department’s successes. Sharing positive outcomes with senior leadership helps raise the profile of FM and shows how it contributes to the company’s success.
Facilities management is more than just maintenance and cost reduction. When it’s aligned with corporate goals and part of the strategic planning process, FM can drive efficiency, improve employee satisfaction, and support the company’s long-term success.
Investing in technology, using a total cost approach, and partnering with an IFM provider can help facilities managers make FM a key part of their organization’s overall strategy. Proactive planning and regular communication with senior leadership will help ensure FM continues to add value at every level of the business.
To learn more about how to fit FM into your organization’s strategic plan, contact NEST today.