Managing The Built Environment

There are certain realities with implementing an IWMS / CAFM / CMMS system. I find that the right process is critical to success and is often overlooked. Here is what I recommend in a nutshell:

1. Don’t use an FM consultant connected with software vendors to make the software decision. Use them (or the vendor directly) only for implementation after the selection is made.

2. Spend time understanding your business requirements first - if you understand what you are trying to accomplish and what you really need you will be in a position to decide on a system (instead of worrying about the software features first)

3. Start looking for a system that fits your needs (not the other way around - if you customize anything, it should be your processes, not the software!

4. Spend the time to implement it right. Use Change Management, involve your staff and get their input, change your processes to match the new tool, populate it with accurate data from the start, train everyone, etc. And be prepared to change things after you’ve implemented and everyone has learned more about how to work with the new system.

5. Implement in stages. Start with one building or portfolio, start with one element, such as Corrective or Demand maintenance work orders first, then only when it’s successful, add preventive maintenance, space management, asset inventory, performance measures or whatever other integrated FM elements you are implementing in your system. Involve your best people. Show results and demonstrate the benefit. Then, implement the rest, building on success.

6. Re-train as needed.

7. Do an audit after 6 months or so. Check with all the stakeholders and staff. What works? What doesn’t? Do a Quality Assurance test on the data and process. Listen to your staff, they know best about what’s working. Make changes and adjustments.

8. Use the information (not just data) from the system to show it’s value and make decisions. Maintenance decisions, occupancy decisions, capital replacement decisions, staffing and resourcing decisions, etc. If you don’t use what you put into the system, people will stop bothering with it and you will be back where you started (go to step #1)

I recently did a benchmarking study for a client who was trying to rationalize their office space allocation standards while planning for a major relocation. The relocation would result In a lot of change for many employees currently in a mix of old furniture and no real standards in older leased space.

The study was based on my ‘Intelligent Benchmarking’ model so it was highly focused on solutions and in addition to collecting data, the main objective was to collect information on practices, lessons learned, successes and issues. Continue reading »

I recently conducted a benchmarking exercise using my Intelligent Benchmarking principles. The study clearly demonstrated why implementing change is how leaders in Facility Management beat their peers and deliver results for their organization. Continue reading »

I’m very happy that my article “Make Your Memos Hit The Mark” is the cover article for the January issue of Buildings Magazine. This is a great US based magazine for both Facilities Managers and Building Managers.

While it’s nice to have your ideas and concepts features by a magazine like Buildings, I’m glad that Buildings is putting focus on the non-technical skills in the industry. Continue reading »

Getting your senior management to approve implementing a system is tough, whether it’s Computer Aided Facility Management (CAFM) or a Computerized Maintenance Management System (CMMS).

To start, they may not understand the Facilities Management function and it’s importance, so they may not recognize the benefits of having a system. Rather than trying to focus on the facility related details, I suggest you focus on information as a key selling point. Continue reading »

When’s the last time you got out of your office? If you don’t attend Facility Management or Property Management related trade shows and conferences, you aren’t keeping up with the industry and your colleagues and you aren’t discovering solutions and products that will benefit your company. Continue reading »

At this year’s IIDEX / Neocon Conference in Toronto, I had a chance to speak to a room full of facility and property management professionals about promoting their FM role within their organizations. In most of my discussions with facility managers, their profession doesn’t get as much recognition in their organizations as other departments or groups. It’s time that changed. Continue reading »