Common Facility Management Challenges and Ways to Deal with It

A few days back, I met Jigar, an old friend of mine and now the facility manager in his organization, tasked with ensuring that everything runs smoothly within the premises. While discussing with him regarding his work and sharing some ideas, I found him under a mountain of paperwork—work orders, maintenance schedules, inventory lists—all demanding her immediate attention. 

As I found him struggling to keep up with the highly flooded administrative tasks, I realized that he's not alone; facility managers across various industries encounter similar challenges that can impede their ability to efficiently manage facilities. 

In this article, we'll explore some common hurdles faced by facility managers like Jigar and discuss effective strategies to overcome them, ultimately optimizing the performance of facilities and enhancing workplace productivity.

10 Facility Management Challenges Faced by Facility Managers

Facility management is a multifaceted discipline that encompasses various tasks aimed at ensuring the efficient and effective functioning of a physical environment. However, facility managers often encounter a bunch of challenges in their day-to-day operations. Here are most common challenges with can hinder a facility manager in performing his task:

Too Much Paperwork: 

Facility managers often find themselves drowning in paperwork, from maintenance logs to vendor contracts. This overload of documentation not only consumes valuable time but also increases the risk of errors and oversight. 

• Administrative overload with multiple forms, logs, and reports.
• Risk of errors and inefficiencies due to manual documentation.
• Difficulty in organizing and accessing crucial information.
• Time-consuming tasks of filing and sorting paperwork.
• Lack of standardization leading to inconsistency in documentation.
• Challenges in maintaining confidentiality and data security.

Unplanned Workflows: 

Inadequate planning and organization of workflows can result in chaos within facility management operations. Without clearly defined processes and procedures, tasks may be overlooked or completed haphazardly, leading to inefficiencies and disruptions in service delivery. 

• Lack of defined processes causing confusion and inefficiency.
• Difficulty in prioritizing tasks and allocating resources effectively.
• Increased likelihood of missed deadlines and overlooked responsibilities.
• Lack of clarity on roles and responsibilities leading to duplication of efforts.
• Inconsistencies in task execution due to ad-hoc workflows.

Tracking Preventive Maintenance: 

Keeping track of preventive maintenance schedules manually can be a daunting task for facility managers. Without a centralized system in place, it's easy to miss maintenance deadlines, increasing the risk of equipment breakdowns and costly repairs. 

• Manual tracking prone to human error and oversight.
• Risk of missed maintenance schedules leading to equipment breakdowns.
• Difficulty in identifying and scheduling preventive maintenance tasks.
• Inability to generate comprehensive maintenance reports for analysis.
• Lack of visibility into equipment performance and maintenance history.
• Challenges in prioritizing maintenance tasks based on criticality.

Analyzing Predictive Maintenance Data: 

While predictive maintenance software can help anticipate equipment failures and minimize downtime, analyzing the vast amount of data generated can be overwhelming for facility managers. 

• Vast amount of data requiring advanced analytics tools.
• Lack of expertise in interpreting predictive maintenance data.
• Inability to extract actionable insights without proper analysis.
• Challenges in predicting equipment failures accurately.
• Difficulty in integrating predictive maintenance data with existing systems.

Operations and Time Management: 

Effective time management is essential for facility managers to juggle multiple tasks and responsibilities efficiently. However, poor time management practices can lead to delays in project execution, missed deadlines, and increased stress levels.

• Risk of project delays and missed deadlines.
• Difficulty in balancing multiple tasks and responsibilities.
• Inefficient use of time due to poor planning and prioritization.
• Lack of visibility into task dependencies and resource availability.
• Challenges in managing interruptions and unforeseen events.
• Importance of setting realistic goals and allocating time accordingly.

Resource Allocation and Optimization: 

Optimizing resource allocation is crucial for maximizing the efficiency of facility management operations. However, without real-time visibility into resource availability and utilization, facility managers may struggle to allocate resources effectively. 

• Inaccurate forecasting leading to overstocking or stockouts.
• Underutilization of resources due to inefficient allocation.
• Lack of real-time visibility into resource availability.

Vendor and Inventory Management: 

Managing vendors and inventory is a complex task that requires careful coordination and oversight. Facility managers must ensure timely procurement of goods and services, maintain accurate inventory records, and monitor vendor performance to ensure compliance with contractual agreements. 

• Complexity in managing multiple vendors and suppliers.
• Risk of delays in procurement and service delivery.
• Challenges in maintaining accurate inventory records.
• Difficulty in tracking vendor performance and contract compliance.
• Importance of inventory optimization to minimize carrying costs.

Safety and Work Permit Management: 

Maintaining a safe working environment is a top priority for facility managers, but ensuring compliance with safety regulations and managing work permits can be challenging. 

• Compliance challenges with evolving safety regulations.
• Risk of workplace accidents and injuries without proper safety measures.
• Difficulty in tracking safety inspections and audit trails.
• Importance of ensuring all workers have valid work permits.

Managing Cost and Budget: 

Controlling costs and adhering to budget constraints is a constant challenge for facility managers. Balancing competing priorities, fluctuating market conditions, and unexpected expenses requires careful financial planning and budget management.

• Difficulty in controlling costs amidst fluctuating market conditions.
• Challenges in accurately forecasting expenses and revenues.
• Risk of budget overruns without proper monitoring and control.
• Need for regular budget reviews and adjustments.

Managing and Maintaining Technology: 

The rapid advancement of technology presents both opportunities and challenges for facility managers. While innovative technologies can enhance facility operations and improve productivity, managing and maintaining these technologies can be complex. 

• Complexity in staying abreast of emerging technologies.
• Challenges in ensuring compatibility and providing ongoing support.
• Opportunities for enhancing facility operations and productivity.

How Facility Managers Can Deal with These Challenges through CMMS Software?

The key to overcoming these challenges lies in leveraging technology, particularly Computerized Maintenance Management System (CMMS) software. A robust CMMS software like TeroTAM offers a wide range of features designed to streamline facility management processes and enhance efficiency. 

Some of the major features of CMMS software that helps facility managers to streamline their facility management functions, include:

• Work Order Management: Streamline work order creation, assignment, and tracking to ensure timely completion of tasks.
• Preventive Maintenance Scheduling: Schedule and automate preventive maintenance tasks to prolong the lifespan of equipment and reduce downtime.
• Asset Management: Maintain a comprehensive database of assets, including equipment details, maintenance history, and warranty information.
• Inventory Management: Track inventory levels, manage stock replenishment, and streamline procurement processes to prevent stockouts and minimize costs.
• Reporting and Analytics: Generate customizable reports and leverage data analytics tools to gain insights into facility performance and identify areas for improvement.
• Mobile Accessibility: Access CMMS functionalities on-the-go using mobile devices, enabling field technicians to stay connected and productive.

Conclusion

Facility management poses numerous challenges for facility managers, ranging from paperwork overload to resource allocation issues. However, by adopting technology and leveraging CMMS software, facility managers can streamline their operations, enhance productivity, and ensure the efficient functioning of facilities. With the right tools and strategies in place, facility managers can overcome these challenges and drive success in their roles.

Want to explore more how TeroTAM CMMS can streamline your facility management and neutralize your challenges? - Connect with us now or share your thoughts on contact@terotam.com