How do you conduct a comprehensive FM audit and gap analysis?

1 Define the scope and objectives

The first step is to define the scope and objectives of your FM audit and gap analysis. You need to determine what aspects of your FM functions you want to assess, such as maintenance, security, energy, space, health and safety, compliance, or customer satisfaction. You also need to establish the criteria and benchmarks for measuring your FM performance, such as industry standards, best practices, or internal targets. Finally, you need to clarify the purpose and expected outcomes of your FM audit and gap analysis, such as improving efficiency, reducing costs, enhancing quality, or supporting strategic initiatives.

2 Collect and analyze data

The second step is to collect and analyze data related to your FM functions. You can use various methods and sources of data, such as surveys, interviews, observations, audits, inspections, reports, or metrics. You need to gather both quantitative and qualitative data to get a comprehensive and balanced view of your FM performance. You also need to analyze the data to identify patterns, trends, anomalies, or discrepancies that can indicate areas of strength or weakness in your FM functions.

3 Identify gaps and root causes

The third step is to identify gaps and root causes of your FM performance. You need to compare your actual FM performance with your desired FM performance based on your criteria and benchmarks. You need to identify where and how your FM functions are falling short or exceeding your expectations. You also need to analyze the root causes of the gaps, such as lack of resources, skills, processes, systems, or communication. You need to prioritize the gaps based on their impact, urgency, and feasibility.

4 Develop recommendations and action plans

The fourth step is to develop recommendations and action plans to address the gaps and improve your FM performance. You need to propose realistic and actionable solutions that can help you close the gaps and achieve your FM objectives. You also need to outline the steps, resources, responsibilities, timelines, and indicators for implementing the solutions. You need to align the recommendations and action plans with your organizational strategy, culture, and values.

5 Communicate and report the findings

The fifth step is to communicate and report the findings of your FM audit and gap analysis. You need to present the results, insights, and recommendations to the relevant stakeholders, such as senior management, staff, customers, or suppliers. You need to use clear, concise, and compelling language and visuals to convey your message. You also need to solicit feedback, input, and support from the stakeholders to ensure buy-in and commitment.

6 Monitor and evaluate the outcomes

The sixth and final step is to monitor and evaluate the outcomes of your FM audit and gap analysis. You need to track and measure the progress and impact of your recommendations and action plans. You need to use the indicators and metrics that you defined in the previous step to assess your FM performance. You also need to review and adjust your recommendations and action plans as needed based on the results, feedback, and changing conditions.

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?