A Facility Manager is expected to wear many hats. One of the most exhaustive aspects of the job can be general site maintenance. This can include custodial services, routine painting, life safety training, office repairs, pest control, or simply changing light bulbs. Balancing this with special projects and service requests from end users can be daunting. When a site has been outfitted with the proper fixtures and materials, some pressure can be relieved for the Facility Manager while preserving both aesthetic appeal and upholding sanitary conditions.
While it is tempting to delay maintenance when labor and funding are short in supply, deferring routine upkeep of a space can be more costly in the long run. Many corporations struggle with serious understaffing issues and routine care is often the first item crossed off the to-do list. The risk in avoiding regular upkeep can be that once something breaks, it is far more costly to repair or replace. It can even pose safety hazards when equipment is not serviced regularly. The direct solution to this issue is to design a facility that is as low-care as possible.
In our current workplace climate, when employees can work from the comfort and convenience of their homes, they need the motivation to come into the office. When a workspace is beautiful and well-kept, the staff is more likely to want to come to work. As a designer, there are few things more disappointing than walking away from a fresh new renovation, only to come back and see that the new materials are dingy and have not been preserved. Your employees see this as well. Lighting, for example, is a critical element for site-wide function and aesthetics but can cause disruptions when light bulbs must constantly be changed. Often the replacement bulbs are purchased in a different color temperature or wattage output than the original fixtures, resulting in lower light levels and strange ‘hot spots’ of light. At HF Planners, we would offer simple solutions to our clients to solve this headache. One solution is to replace the site’s dated lighting with new fixtures that have integral LED lamping. Both the output and color can be adjusted right on the fixtures, and the lamping typically runs over 100,000 hours (20 years!).
Cleaning is another critical part of workplace upkeep, which in a COVID world cannot be overlooked or deferred. In addition to staining, improper cleaning can lead to mold, mildew, or viruses. By incorporating antimicrobial surfaces, non-porous upholstery fabrics, or hands-free devices, the facility can do some of the work for you.
A very common care issue we see regularly is a lack of floor cleaning. When asked, “what is your current flooring restoration program?” the most common answer we get from Facility Managers is “none”. While it is always preferred to follow the manufacturer’s recommended cleaning protocols, it is not always feasible. At HF Planners, we specify flooring materials that perform. While trendy, cream-color cut pile carpet might look lovely the day it is installed, it will not be in a month. Our designers work with the Facility Manager and end-users to select beautiful materials that will wear the test of time, foot traffic, chemical spills, and any other challenges.
Sometimes neglect of an area or workspace is not due to cost or labor but rather unawareness. If a Facility Manager has not been given sufficient information about the products, equipment, and fixtures installed in their facility, they may not be aware that carpet should be steam cleaned annually or that a product requires monthly upkeep. At your project closeout, HF Planners provides the Facility Manager with all necessary documentation to properly care for your new space.
All of the preventative service requests a Facility Manager has to juggle can be organized with the use of automated software. These programs can routinely generate reminders for cleaning and direct work orders to the correct facilities team members. Often these applications can be used on a mobile device, which is ideal when the team is on the go. HF Planners, designs with maintenance in mind. With the right information, low preservation equipment and fixtures, and easy upkeep materials, the Facility Manager’s burden can be alleviated, which we could all use right now.
