How to Be a Good Facilities Manager: Key Skills and Strategies

The role of a facilities manager is not just important; it's crucial. Without it, the smooth operations of buildings and infrastructure become almost impossible. But what skills are needed for a facility manager to enable a smooth-running facility fully? Using our experience working in the facility management sector, we’ve pulled together a list of the essential skills and strategies to excel in this role.

Understanding the Role of a Facilities Manager

A facility manager's role can be hard to understand. Unlike other roles in a business, it’s not flashy and doesn’t necessarily generate profit that shows up in quarterly reports. This means the truth of what a facility manager does can be hidden. At its base, facilities managers are responsible for maintaining a building's safety, functionality, and efficiency. Duties include managing maintenance, ensuring compliance with health and safety regulations, and overseeing large teams. When put together, facility managers often deal with unexpected issues, tight budgets, and high accountability.

Facilities management is a multifaceted role that demands versatility and adaptability. The manager must handle diverse responsibilities, such as coordinating with vendors, managing contracts, and ensuring that all building systems operate optimally. This involves a proactive approach to both routine and emergencies.

A facilities manager ensures all building operations comply with relevant regulations and standards. This includes adhering to safety regulations, environmental standards, and industry-specific guidelines. Non-compliance can lead to severe legal and financial repercussions, making this aspect of the job particularly critical.

Essential Skills for Effective Facilities Management

As you can see from the variety of responsibilities a facilities manager is responsible for, an adequate facilities manager must possess a broad range of skills that cater to the role's technical and interpersonal demands. These skills are the foundation upon which successful facilities management is built, enabling managers to navigate the complexities of their duties with confidence and precision. The most essential skills are:

1) Technical Proficiency

Proficiency in Computerized Maintenance Management Systems (CMMS) and Computer-Aided Facilities Management (CAFM) software is essential. These tools help schedule maintenance, track assets, and manage work orders. Facilities managers must be comfortable using these technologies to enhance their operational efficiency and streamline workflows.

2) Leadership and Communication

Strong leadership skills are necessary to manage teams effectively. Facilities managers must communicate clearly with various stakeholders, from maintenance staff to senior management. Effective communication ensures everyone understands their roles and responsibilities, reducing the likelihood of errors and misunderstandings.

3) Problem-solving and Decision-Making

Facilities managers often face urgent issues that require quick and effective solutions. They must assess situations accurately and make informed decisions. This involves critical thinking and foreseeing potential problems before they escalate.

4) Financial Acumen

Understanding budgets and financial planning is essential for facilities managers. They must be able to create and manage budgets, negotiate contracts, and make cost-effective decisions that do not compromise the quality of services provided.

5) Project Management

Facilities managers often oversee multiple projects simultaneously. Practical project management skills, including planning, execution, and monitoring, ensure that projects are completed on time and within budget. Familiarity with project management tools and methodologies can significantly enhance their ability to manage projects efficiently.

Key Strategies for Success

The skills you need to be a good facilities manager are just the baseline for effective facilities management. Facilities managers make their most significant impact by applying these skills to the core facilities management strategies. These strategies must cover both day-to-day operations and long-term goals. They should be designed to optimise resource use, enhance efficiency, and improve overall facility performance, ensuring all systems run smoothly and stakeholders are satisfied.

Strategy 1: Proactive Maintenance Planning

Facilities managers don't just react to issues; they plan to prevent unexpected breakdowns and reduce costs. Regular inspections and timely repairs are critical components of this strategy. By anticipating and addressing potential issues before they become significant problems, facilities managers can extend the lifespan of equipment and reduce downtime.

Strategy 2: Utilising Technology

Leveraging modern software solutions can streamline operations. For instance, using asset management systems and real-time monitoring tools can enhance efficiency and provide valuable data for decision-making. Technologies like IoT (Internet of Things) can offer real-time insights into building systems, allowing for more precise and timely maintenance.

Strategy 3: Cost Management

Efficient budgeting is critical for facilities managers. Strategies include identifying cost-saving opportunities, negotiating better deals with vendors, and using energy-efficient systems to reduce operational expenses. This involves a thorough understanding of the facility’s financial landscape and the ability to make strategic decisions that align with the organisation’s financial goals.

Strategy 4: Energy Management

Facilities managers should implement energy management practices to reduce operational costs and promote sustainability. This includes using energy-efficient lighting, heating, and cooling systems and implementing energy-saving protocols. Monitoring energy usage and identifying areas where energy consumption can be reduced is crucial for creating a more sustainable facility.

In conclusion, the role of a facilities manager is crucial and multifaceted, requiring a diverse set of skills and strategies to ensure the smooth operation of buildings and infrastructure. Facilities managers are the backbone of maintaining a building's safety, functionality, and efficiency, often operating behind the scenes yet playing a vital role in a company's success. To meet the job's demands, they must navigate complex responsibilities, from technical proficiency and leadership to problem-solving and financial acumen.

Adequate facilities management is built on essential skills and strategic approaches that address immediate operational needs and long-term goals. Proactive maintenance planning, the use of modern technology, efficient cost management, and robust energy management are key strategies that facilities managers employ to enhance efficiency, optimise resources, and improve overall facility performance. By mastering these skills and implementing these strategies, facilities managers can ensure that all building systems run smoothly and that stakeholders remain satisfied.

Ultimately, the success of facilities management lies in the ability to balance technical expertise with strong interpersonal skills, proactive problem-solving, and strategic planning. Facilities managers who excel in these areas can significantly contribute to the operational excellence and sustainability of the buildings and infrastructures they oversee.

Book a demo today to see how Joblogic’s facilities management software can help you become a more effective facilities manager! Our comprehensive solutions are designed to streamline your operations, improve efficiency, and help you stay ahead of industry trends and challenges. Discover how our tools can significantly impact your day-to-day responsibilities and long-term success.