Introduction
Preventive maintenance is commonly associated with facilities containing extensive machinery or potential safety hazards, but it is equally vital in more familiar settings. Maintenance in apartments, condominiums, hotels, and schools is essential for the wellbeing of the property and its occupants.
The Necessity of Facilities Maintenance
While it may seem that a building does not require constant supervision, various hazards can pose risks if left unmonitored. At best, these can be minor inconveniences or financial burdens; at worst, they can lead to severe health and safety threats, potentially resulting in injury or death. Regardless of the facility, some level of risk or safety hazard is always present.
What is Facilities Maintenance?
Facilities maintenance encompasses all maintenance activities inside and around commercial buildings. This includes servicing capital assets, commercial appliances, building systems (such as HVAC, plumbing, and electrical), infrastructure (like roofing and windows), and surrounding areas (such as landscaping and parking lots). The best strategy for organizing these activities is utilizing a Computerized Maintenance Management System (CMMS), which helps keep all work orders, schedules, and preventive maintenance tasks organized.
Essential CMMS Capabilities for Facilities Management
A CMMS tailored for facilities management will have specific functionalities different from those used in manufacturing settings but will still perform core maintenance functions. Key features include:
- Equipment Module: For asset tracking and parent-child asset configurations.
- Preventive Maintenance (PM): Ability to set daily, weekly, or custom PM schedules for tasks ranging from trash removal to air filter changes.
- Corrective Maintenance: Efficient handling of unexpected problems through work request management.
Explore a demo of the full capabilities your CMMS should offer here.
Types of Facilities Management
Facilities maintenance can be divided into two categories: hard and soft facilities management services, differentiated by priority levels.
Hard Facilities Management Services
These services are directly related to the physical structure of the building and are often required by law. They include:
- Structural maintenance
- Plumbing
- Electricity
- HVAC
- Preventive maintenance
Soft Facilities Management Services
These services enhance the well-being of facility users. Although not as critical as hard services, they are still highly important. They include:
- Waste management
- Groundskeeping/landscaping
- Cleaning
- Security
In-House vs. Outsourced Facility Maintenance
Deciding between in-house and outsourced maintenance depends on the type of facility and its specific needs. Many businesses find a combination of both to be the most effective approach. An in-house team can become familiar with the building and respond quickly, while outsourcing can save time and money, especially if the in-house team is short-staffed.
An in-house team knows the building. Outsourcing buys you scale. The trick is knowing which lever to pull, and when. — On Staffing Strategy
Optimizing Your Facility's Maintenance
1. Use Facilities Maintenance Management Software
A quality CMMS system streamlines organization and saves money. It facilitates easy work orders and optimized scheduling without cumbersome paperwork. If your CMMS includes a mobile component, it further simplifies maintenance by providing instant access to vital information and allowing quick reporting of any issues.
2. Switch to Preventive Maintenance
Investing in preventive maintenance is far more cost-effective and time-efficient than fixing broken components. Preparedness now reduces the risk of major accidents later.
3. Ensure Clear Communication
Effective communication is crucial. Ensure your team understands their responsibilities and how maintenance impacts the group. Involve maintenance professionals in the decision-making process for selecting and implementing a CMMS, as they will be the primary users. Track maintenance goals, monitor time and money spent, and adjust as needed to ensure your new system is delivering expected improvements.
Conclusion
Effective facilities management is essential for maintaining the safety, efficiency, and longevity of your property. By understanding the importance of both hard and soft facilities management services, choosing the right balance between in-house and outsourced maintenance, and leveraging a robust CMMS system, you can optimize your facility's maintenance processes. Preventive maintenance and clear communication are key strategies that will help you save time and money while ensuring a safe and functional environment for all occupants.
The only way you'll be able to appreciate a smooth transition to maintenance management is to try CHAMPS CMMS for yourself. Contact debby@champsinc.com or call (352)-795-2362 to set up a demo showcasing the full functionality of our CMMS. From colleges to hospitals, our customers keep choosing CHAMPS because it is effective, efficient, and convenient. Empower your team to have the tools they need to keep your facility in check.