What do you do if your daily work as a Facility Manager requires a problem solving mindset and approach?

1 Understand FM

Facility Management encompasses a wide range of disciplines aimed at ensuring the functionality, comfort, safety, and efficiency of a built environment. As a facility manager, you're responsible for integrating people, place, process, and technology. This means you need to have a comprehensive understanding of the building's systems and the ability to anticipate how changes in one area can impact another. When faced with a problem, your first step is to assess the situation holistically, considering all the interconnected parts. This approach enables you to identify the root cause of issues rather than just addressing symptoms, leading to more effective and long-lasting solutions.

2 Analyze Data

In today's world, data is king, and for Facility Managers, it's no different. Utilizing data analytics can transform how you approach problem-solving. By analyzing historical data, you can identify trends and patterns that may indicate potential future problems. This proactive approach allows you to address issues before they escalate. Additionally, real-time data from building management systems can provide immediate insights into operational glitches. By leveraging this data effectively, you can make informed decisions quickly, minimizing downtime and improving overall facility performance.

3 Prioritize Tasks

When multiple issues arise simultaneously, knowing how to prioritize is crucial. Urgent safety concerns must take precedence, but beyond that, you should evaluate the impact of each problem. Which issue affects the most people or critical systems? Which has the potential for the greatest negative impact if left unresolved? By prioritizing tasks based on impact and urgency, you can allocate your resources more effectively and maintain control even in the most chaotic situations. This also helps in managing the expectations of stakeholders and keeping operations running as smoothly as possible.

4 Communicate Clearly

Clear communication is essential in FM, especially when problems arise. You must convey issues and solutions to your team, upper management, and sometimes the building occupants themselves. Establishing a clear line of communication ensures that everyone is aware of what's happening and what's being done to resolve it. By keeping stakeholders informed, you can prevent misinformation and manage expectations, which is particularly important during emergencies or significant disruptions. Effective communication also includes listening to feedback from your team and occupants, as they might offer valuable insights into the problem at hand.

5 Implement Solutions

Once you have identified and prioritized the problem, it's time to implement a solution. This often involves coordinating with various departments or external contractors. Ensuring that the solution is executed efficiently requires strong project management skills. You must oversee the process, from procurement of materials or services to the actual repair or upgrade. It's important to monitor the implementation closely to ensure that the solution is effective and to make any necessary adjustments quickly.

6 Reflect and Learn

After resolving an issue, take the time to reflect on the process. What worked well? What could have been done differently? Use this reflection to update your procedures and prevent similar problems in the future. Continuous learning is a vital part of a Facility Manager's job. By learning from each challenge, you can improve your problem-solving skills and be better prepared for the next issue that arises. This cycle of reflection and learning helps to enhance your overall effectiveness as a Facility Manager.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?