Use the Facility Management Template for systematic organization and management of resources, tasks, and audit to optimize your physical infrastructure.
1
Assess the facility requirements
2
Determine the needed resources
3
Draft a facility management plan
4
Approval: Facility Management Plan
5
Generate a work breakdown structure
6
Create a facility budget
7
Approval: Facility Budget
8
Allocate resources for each task
9
Schedule maintenance activities
10
Prepare risk management plan
11
Implement the facility management plan
12
Monitor implementation progress
13
Inspect completed works
14
Update facility management plan
15
Review facility plan with key stakeholders
16
Approval: Stakeholders Review
17
Conduct regular facility audit
18
Identify potential improvements
19
Make required changes
20
Approval: Changes in facility plan
Assess the facility requirements
Assess the needs and requirements of the facility in a thorough manner. Understand the purpose of the facility, target audience, and any specific features or equipment needed. Identify potential challenges and develop strategies to overcome them. Determine the desired outcome of this assessment.
1
Building materials
2
Furniture
3
Equipment
4
Utilities
5
Safety devices
1
Office
2
Retail
3
Warehouse
4
Hospital
5
Educational institution
Determine the needed resources
Identify the resources required to meet the facility requirements. Determine the quantity and quality of resources needed. Consider factors such as budget, availability, and sustainability. Plan for the acquisition and allocation of resources in an efficient manner.
1
Human resources
2
Financial resources
3
Material resources
4
Technological resources
5
Time resources
Draft a facility management plan
Develop a comprehensive facility management plan. Outline the goals and objectives of the plan, as well as the strategies and actions required to achieve them. Define the roles and responsibilities of the facility management team. Consider potential risks and develop contingency plans. Ensure the plan aligns with the organization's overall objectives.
1
High
2
Medium
3
Low
4
Critical
5
Emergency
Approval: Facility Management Plan
Will be submitted for approval:
Draft a facility management plan
Will be submitted
Generate a work breakdown structure
Create a detailed breakdown of the tasks and activities required to implement the facility management plan. Divide the work into manageable components and assign responsibilities. Define the dependencies and sequence of tasks. This will provide a clear roadmap for the implementation process.
1
Planning
2
Procurement
3
Execution
4
Monitoring
5
Evaluation
1
Research suppliers
2
Obtain quotes
3
Select best supplier
4
Negotiate contract
5
Finalize procurement
Create a facility budget
Develop a budget for the facility management plan. Estimate the costs associated with various activities, resources, and maintenance. Consider factors such as labor, materials, equipment, and ongoing expenses. Ensure the budget is feasible and aligned with the organization's financial goals.
1
USD
2
EUR
3
GBP
4
CAD
5
AUD
Approval: Facility Budget
Will be submitted for approval:
Create a facility budget
Will be submitted
Allocate resources for each task
Assign the required resources to each task in the facility management plan. This includes personnel, equipment, and materials. Ensure that resources are allocated efficiently to maximize productivity. Consider the availability and skills of the resources when making allocations.
1
Computers
2
Machinery
3
Tools
4
Vehicles
5
Safety gear
1
High
2
Medium
3
Low
4
Critical
5
Emergency
Schedule maintenance activities
Plan and schedule regular maintenance activities for the facility. This includes inspections, repairs, and preventive maintenance. Consider the frequency and timing of maintenance tasks. Develop a schedule that minimizes disruption to facility operations and ensures optimal performance and safety.
1
Daily
2
Weekly
3
Monthly
4
Quarterly
5
Annually
Prepare risk management plan
Identify potential risks and develop a plan to mitigate and manage them. Assess the likelihood and impact of each risk. Define preventive measures and contingency plans. Assign responsibilities for risk management tasks. Regularly review and update the risk management plan to ensure its effectiveness.
1
Safety
2
Financial
3
Operational
4
Environmental
5
Reputational
1
Training and education
2
Implementing safety protocols
3
Diversifying investments
4
Regular equipment maintenance
5
Environmental impact assessments
Implement the facility management plan
Put the facility management plan into action. Execute the tasks and activities as per the defined schedule. Coordinate with the assigned personnel and ensure they have the necessary resources. Monitor the progress and address any issues or deviations from the plan. Keep stakeholders informed about the implementation process.
1
Not Started
2
In Progress
3
Completed
4
Delayed
5
Cancelled
Monitor implementation progress
Regularly monitor the progress of the facility management plan implementation. Track the completion of tasks and adherence to the schedule. Identify any issues or delays and take appropriate actions to address them. Keep all stakeholders updated on the progress and seek their feedback. Make adjustments to the plan if required.
1
On Track
2
Behind Schedule
3
Completed
4
On Hold
5
Cancelled
1
Resource constraints
2
Unforeseen obstacles
3
Budget limitations
4
Technical difficulties
5
Communication issues
Inspect completed works
Conduct inspections to ensure that completed works meet the required standards and specifications. Check for any defects, deficiencies, or non-compliance. Document the findings and communicate them to the relevant parties. Coordinate with the responsible individuals to address and rectify any issues identified during the inspection.
Update facility management plan
Review and update the facility management plan based on the outcomes of the implementation and inspection processes. Incorporate any lessons learned and feedback received. Adjust the plan to align with changing requirements and circumstances. Ensure that the plan remains relevant and effective throughout the facility's lifecycle.
1
Changes in regulations
2
New technology
3
Operational improvements
4
Customer feedback
5
Safety concerns
Review facility plan with key stakeholders
Share the facility management plan with key stakeholders for their review and feedback. Schedule meetings or presentations to discuss the plan in detail. Seek input and suggestions from stakeholders to ensure their needs and expectations are addressed. Incorporate their feedback into the plan as appropriate.
Approval: Stakeholders Review
Will be submitted for approval:
Review facility plan with key stakeholders
Will be submitted
Conduct regular facility audit
Perform regular audits of the facility to assess its compliance with regulations, policies, and standards. Evaluate safety measures, operational practices, and maintenance procedures. Identify any areas of improvement or non-compliance. Document the findings and develop action plans to address the identified issues.
1
Fire safety
2
Security procedures
3
Sanitary conditions
4
Environmental compliance
5
Accessibility standards
Identify potential improvements
Identify areas for improvement in the facility management processes and practices. Analyze performance data, feedback, and industry best practices. Seek input from stakeholders and consider their suggestions. Evaluate the feasibility and impact of potential improvements. Prioritize and develop action plans for implementing the identified improvements.
1
Cost savings
2
Efficiency gains
3
Enhanced safety
4
Improved customer satisfaction
5
Environmental sustainability
1
Conduct a feasibility study
2
Allocate resources
3
Implement pilot project
4
Monitor and evaluate results
5
Scale up the improvement
Make required changes
Implement the necessary changes identified during the improvement process. Update policies, procedures, and practices as needed. Communicate the changes to relevant stakeholders. Provide training and support to ensure a smooth transition. Monitor the effectiveness of the changes and make further adjustments if required.
