Hi Can anybody please help me with the admin functions of an HR specifically Facility managment. Regards Sim
From India, Bangalore
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From India, Bangalore
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Hi,
Facility Management means all the services provided to the employer for the smooth functioning of the organization. It includes housekeeping, transport, electrical maintenance, plumbing, carpentry, security, canteen, building maintenance, pest control, laundry, and travel arrangements in general. Apart from this, any work related to employee welfare and administration will fall under facility management. In some organizations, statutory compliance with regard to contract labor also comes under facility management. Further interaction with government officials like ESIC, PF, Labour Department, Factory Inspectorate, and Police officials also comes under facility management.
Regards,
Hariharan N
From India, Madras
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10Facility Management means all the services provided to the employer for the smooth functioning of the organization. It includes housekeeping, transport, electrical maintenance, plumbing, carpentry, security, canteen, building maintenance, pest control, laundry, and travel arrangements in general. Apart from this, any work related to employee welfare and administration will fall under facility management. In some organizations, statutory compliance with regard to contract labor also comes under facility management. Further interaction with government officials like ESIC, PF, Labour Department, Factory Inspectorate, and Police officials also comes under facility management.
Regards,
Hariharan N
From India, Madras
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Introduction to Facility Management
Property Management, Facility Management, Integrated Facility Management systems, etc., services came into place during the 1970s and 1980s as an initiative for cost-cutting where organizations began to outsource the 'non-core' services to vendors and later on the core services such as HR, Finance, Material Management, Administration, IT, etc.
Facility Management is a discipline that comprises a wide range of services common to all organizations. These include both 'hard' services concerned with the physical fabric of a building and people-centric 'soft' services such as catering, cleaning, security, mailroom management, and health and safety. Over time, managers began to integrate the planning and management of these services to achieve better quality and economies of scale.
Difference Between Property Management and Facility Management
Property Management involves managing income and expenses for clients, including budgeting, forecasting, and reporting related to properties. It relates to leasing property, collection of rent, and common area maintenance charges, as well as the overall operation and maintenance of all types of services related to the property, which also includes Engineering, Housekeeping, Security, Horticulture, F&B, Fleet Management, various Risk Insurance coverage, Finance, front desk, etc. All these depend upon the type of client requirement and contract agreement.
Facility Management is responsible for complete asset management and its operation, managing space utilization—ensuring that per square foot, the staff and number of staff per office are fulfilled.
Types of Service Contracts in Facility Management
Facility Management has various types of service contracts: one is comprehensive (SLA) and the other is non-comprehensive (Non-SLA). Services include:
- Soft services like Housekeeping & Security Services, catering, mailroom management, health and safety, Front desk
- Technical Services such as F&B Services, Engineering, Operation and Maintenance services
- Fleet Management services
- Laundry and stores management, with other service department management
- Officer Management Services such as Printing and Stationary Services
- Mail Room and Reprographics Management Services
- Event Management and Travel Desk Management services
- Biomedical engineering services
- Information Technology department services/Computer Infrastructure Management services/Telecommunication Engineering
- Horticulture services and pest control services under common area maintenance
- Accounts, HR, and Administration services
- Store and material services have been outsourced even in the present condition
In the above services, a few can be counted under back-office services.
Key Aspects of Facility Management
Other key aspects of Facility Management include managing the organization through proper planning and organizing quality staffing in the right direction with the help of proper controlling and evaluation of the process.
Facility Operations and Maintenance include Operation, Maintenance and Repair, Security and Life-Safety Management, General Administrative Services, Construction Management, Architectural/Engineering, Planning and Design Construction Project Management, Alteration, Renovation, and Workplace Planning, Allocation, and Management.
To ensure proper functioning, well-coordinated support is always required from the client end in telecommunications, internet-computer networking, admin office budgeting, costing and accounting, and resource management.
Inviting Facility Management Vendors
To invite facility management vendors, the following important points need to be calculated by the client before introducing the vendors:
a) Cost reduction and financial benefits for the business
b) Comparison of risk calculation
c) Better technology and system
d) Introduction of better quality manpower for the non-core services
e) Strategic focus on core services instead of non-core services
f) Discharge of liabilities and increase flexibility
g) Smooth operation flexibility
Selection of Facility Management Vendor
The selection of a facility management vendor and structuring the system is very important for any client. Some risk factors to consider before finalizing a vendor are:
- Defective Transition
- Delay in delivery by the vendor
- Poor knowledge and documentation
- Resistance from the client staff
These risk factors need to be assessed ahead by any client, as they could be a loss venture for both the facility management vendor and the client.
Importance of Mutual Understanding
In Facility Management, the service provider's domain, geographical knowledge, availability of skilled manpower and technology for process implementation, financial strength, and the mindset of both the service provider and client for acceptance of each other with equal respect are very important. It is like a marriage between the two sides, benefiting in different ways where mutual understanding reigns between the two organizations, not just limited to individuals. Both should have the feeling of acceptance for each other, which is an important factor. Transparent communication, data sharing, pre and post-selection of service provider, and clearly defined scope of work are some of the utmost important aspects.
Problems arise when both sides try to profit from each other instead of cooperating and understanding each other. This is a common factor in the Indian market. Trained staff are not taken care of properly by both parties due to the sub-vendor concept, which has a long negative impact on the service sector. Staff will be unable to find the confidence and comfort zone to work, directly affecting their stability and reliability, and downgrading the quality of work along with the working environment.
Required Documentation for Property Transition
The following documents are required when the time comes for the service provider to take up the property from the client after being selected through a selection process:
1) Due Diligence
2) Property Transition documents, including snag and condition of the asset and property
3) Personnel Transition
4) Contract-wise individual services transition
5) Client and Service provider Escalation matrix
6) Vendor evaluation and selection for capital equipment and spares
7) Stock list
8) Statutory compliance documents and status
9) Proper SLA (Most clients do not provide at the first time)
The timelines for completing the transition phase take a maximum of 3-4 weeks, depending on the size of the property. During the transition, most capital equipment needs to be checked by the OEM if service reports and history are not available.
Post-Outsourcing Control Measures
To avoid future complications, after outsourcing, the client should have a basic setup to control the day-to-day complete vendor system process documents such as MIS and System & Quality audit. The client should calculate compliances based on the following areas:
1) Critical asset and service failure
2) Individual area-wise underperformance by the vendor
3) Financial underperformance and loss by the vendor
4) Poor knowledge sharing for increased productivity and quality performance
Both Soft services and Technical Services require the presence of an administrator known as a Facility Manager/Property Manager who manages the administrative work.
Facility Management is profitable for both the client and the service provider if both follow the rules, transparency, acceptability, and cooperation.
Regards,
From United Kingdom
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Property Management, Facility Management, Integrated Facility Management systems, etc., services came into place during the 1970s and 1980s as an initiative for cost-cutting where organizations began to outsource the 'non-core' services to vendors and later on the core services such as HR, Finance, Material Management, Administration, IT, etc.
Facility Management is a discipline that comprises a wide range of services common to all organizations. These include both 'hard' services concerned with the physical fabric of a building and people-centric 'soft' services such as catering, cleaning, security, mailroom management, and health and safety. Over time, managers began to integrate the planning and management of these services to achieve better quality and economies of scale.
Difference Between Property Management and Facility Management
Property Management involves managing income and expenses for clients, including budgeting, forecasting, and reporting related to properties. It relates to leasing property, collection of rent, and common area maintenance charges, as well as the overall operation and maintenance of all types of services related to the property, which also includes Engineering, Housekeeping, Security, Horticulture, F&B, Fleet Management, various Risk Insurance coverage, Finance, front desk, etc. All these depend upon the type of client requirement and contract agreement.
Facility Management is responsible for complete asset management and its operation, managing space utilization—ensuring that per square foot, the staff and number of staff per office are fulfilled.
Types of Service Contracts in Facility Management
Facility Management has various types of service contracts: one is comprehensive (SLA) and the other is non-comprehensive (Non-SLA). Services include:
- Soft services like Housekeeping & Security Services, catering, mailroom management, health and safety, Front desk
- Technical Services such as F&B Services, Engineering, Operation and Maintenance services
- Fleet Management services
- Laundry and stores management, with other service department management
- Officer Management Services such as Printing and Stationary Services
- Mail Room and Reprographics Management Services
- Event Management and Travel Desk Management services
- Biomedical engineering services
- Information Technology department services/Computer Infrastructure Management services/Telecommunication Engineering
- Horticulture services and pest control services under common area maintenance
- Accounts, HR, and Administration services
- Store and material services have been outsourced even in the present condition
In the above services, a few can be counted under back-office services.
Key Aspects of Facility Management
Other key aspects of Facility Management include managing the organization through proper planning and organizing quality staffing in the right direction with the help of proper controlling and evaluation of the process.
Facility Operations and Maintenance include Operation, Maintenance and Repair, Security and Life-Safety Management, General Administrative Services, Construction Management, Architectural/Engineering, Planning and Design Construction Project Management, Alteration, Renovation, and Workplace Planning, Allocation, and Management.
To ensure proper functioning, well-coordinated support is always required from the client end in telecommunications, internet-computer networking, admin office budgeting, costing and accounting, and resource management.
Inviting Facility Management Vendors
To invite facility management vendors, the following important points need to be calculated by the client before introducing the vendors:
a) Cost reduction and financial benefits for the business
b) Comparison of risk calculation
c) Better technology and system
d) Introduction of better quality manpower for the non-core services
e) Strategic focus on core services instead of non-core services
f) Discharge of liabilities and increase flexibility
g) Smooth operation flexibility
Selection of Facility Management Vendor
The selection of a facility management vendor and structuring the system is very important for any client. Some risk factors to consider before finalizing a vendor are:
- Defective Transition
- Delay in delivery by the vendor
- Poor knowledge and documentation
- Resistance from the client staff
These risk factors need to be assessed ahead by any client, as they could be a loss venture for both the facility management vendor and the client.
Importance of Mutual Understanding
In Facility Management, the service provider's domain, geographical knowledge, availability of skilled manpower and technology for process implementation, financial strength, and the mindset of both the service provider and client for acceptance of each other with equal respect are very important. It is like a marriage between the two sides, benefiting in different ways where mutual understanding reigns between the two organizations, not just limited to individuals. Both should have the feeling of acceptance for each other, which is an important factor. Transparent communication, data sharing, pre and post-selection of service provider, and clearly defined scope of work are some of the utmost important aspects.
Problems arise when both sides try to profit from each other instead of cooperating and understanding each other. This is a common factor in the Indian market. Trained staff are not taken care of properly by both parties due to the sub-vendor concept, which has a long negative impact on the service sector. Staff will be unable to find the confidence and comfort zone to work, directly affecting their stability and reliability, and downgrading the quality of work along with the working environment.
Required Documentation for Property Transition
The following documents are required when the time comes for the service provider to take up the property from the client after being selected through a selection process:
1) Due Diligence
2) Property Transition documents, including snag and condition of the asset and property
3) Personnel Transition
4) Contract-wise individual services transition
5) Client and Service provider Escalation matrix
6) Vendor evaluation and selection for capital equipment and spares
7) Stock list
8) Statutory compliance documents and status
9) Proper SLA (Most clients do not provide at the first time)
The timelines for completing the transition phase take a maximum of 3-4 weeks, depending on the size of the property. During the transition, most capital equipment needs to be checked by the OEM if service reports and history are not available.
Post-Outsourcing Control Measures
To avoid future complications, after outsourcing, the client should have a basic setup to control the day-to-day complete vendor system process documents such as MIS and System & Quality audit. The client should calculate compliances based on the following areas:
1) Critical asset and service failure
2) Individual area-wise underperformance by the vendor
3) Financial underperformance and loss by the vendor
4) Poor knowledge sharing for increased productivity and quality performance
Both Soft services and Technical Services require the presence of an administrator known as a Facility Manager/Property Manager who manages the administrative work.
Facility Management is profitable for both the client and the service provider if both follow the rules, transparency, acceptability, and cooperation.
Regards,
From United Kingdom
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