Top 6 KPIs in Facility Management

In the world of facilities management, the best ways to measure performance are up to debate. However, there are some go-to key performance indicators (KPIs) that every facility manager should track to ensure progress is optimal. 

Omnia360, a comprehensive facility management company in Cincinnati, Ohio explains the six best KPIs to consider in 2022. 

Why are KPIs Important for Facility Managers? 

KPIs let you and your team know how to best manage a facility, track progress and make adjustments along the way. They inform smart, strategic business decisions across an organization. 

What’s the Difference between a KPI and a Metric? 

A key performance indicator is a measurement that gives insight into an area of your organization’s performance, whereas a metric is a numerical unit of measurement that informs the KPI. All KPIs are metrics. Not all metrics are KPIs. 

How Should KPIs Be Established? 

infographic explaining KPIs for facility managers

Remember to use the S.M.A.R.T. method: 

Specific,

Measurable,

Attainable,

Relevant,

Time-Bound.

 

Best Data Sources for Measuring KPIs

  • FM Information System
  • Finance System
  • Staff
  • Internal Surveys
  • Utility Companies
  • Service Companies
  • Vendors
  • Building Automation System
  • Energy Management System
  • Other Internal Systems

6 KPIs That You Can Start Measuring Today

 

1. Reactive Maintenance vs. Preventative Maintenance 

If you’re constantly putting out fires and spinning your wheels with emergency maintenance repairs, you’re behind the ball on profitability and productivity. Your ratio should be 80:20 in favor of preventative, planned maintenance. This way, you’re on top of your facility’s management goals. 

 

2. Work Order Completion Times

What’s the turnaround time for a work order to get completed? If you notice a tech taking a bit longer than expected, perhaps it’s a good time for some extra training. 

 

3. Workforce Productivity 

Overall productivity informs how well your facility is being managed. Low productivity could be due to low morale, uncomfortable or unorganized working conditions, or internal processes. 

These are something to watch out for and consider hiring a third-party consultant like Omnia to streamline your operation’s model.

 

4. Employee Satisfaction Surveys

Dissatisfied employees usually lead to higher turnover rates, which costs the company time and money to staff, onboard, and train new hires, as well as cross-training or adjusting work roles to pick up the slack and maintain profitability. 

In other words, you can’t afford to ignore this KPI. To properly gauge employee satisfaction, communicate with staff members personally or send out anonymous surveys to be filled out and look at the numbers. 

 

5. Backlog of Deferred Work 

Deferring maintenance can be a cost-effective, strategic decision by FM managers. However, it’s a double-edged sword and it can backfire. One of the drawbacks is a laundry list of backlogged work orders. 

These are costly to your productivity and efficiency as a company. It’s also a great KPI to look out for. Managers can measure backlogs in hours and convert the data to backlog weeks. Your goal should be a backlog of four to six weeks. 

 

6. Work Schedule Compliance 

At the end of the day, your ability to schedule and complete work for customers is a core indicator of well-optimized facility management services. This KPI allows you to determine how technicians, tools, software, and hard or soft resources work together to deliver a great product to your customers. 

Being able to promise your customers that work gets delivered on time, without hiccups, is part of long-term success in FM. 

 

Contact Omnia360fs for Facility Management Services

We value high-quality, transparent, and collaborative work that emphasizes operational success. We use the latest technologies and data metrics to analyze and report your facility’s operational performance. Partner with us today by calling 833.360.6642.

Is Facility Management Going Virtual? (VR, AR and AI)

Facility management companies are going virtual, and for good reason. The adoption of technology across sectors like FM has changed how we work and streamlined various internal work processes. It’s in no small part thanks to the adoption of AI-driven technologies, alongside virtual reality and augmented reality. 

In today’s blog, Omnia360 explains why facility management is going virtual and what the benefits are.

What Does “Virtual” Mean in this Case?

Going “virtual” involves the adoption of technologies that allow FM companies to perform work tasks and internal processes without being in the same location in person. VR and AR technologies fall under the umbrella of “going virtual.”

Let’s define some terms.

Virtual reality (VR) is a computer-generated simulation of a 3D environment. Augmented reality (AR) enhances the physical world through sensory media technologies. Both of these are key components to how the FM industry is evolving.

So what’s driving the push for facility management companies to be virtual? Rapid advances in AI technology, increased globalization, social invention, disruptive change, and market competition are drivers for why many facility management companies are “going virtual.”  

 

Three Ways Virtual Technologies are Enhancing Facility Solutions

1. Monitor “Unseen” Equipment

Using augmented reality technologies in a facility is like having X-Ray vision. Those hard-to-reach pipes, wiring or tunnels hidden within a building are far easy to spot, monitor and assess. Without AR enhancements, you’d likely have to take out the drywall or perform some other intensive task to access these areas. The sensors that collect data that can be exported to an FM software for review. This helps FM teams complete more accurate repair and maintenance work.

2. Create Smart 3D Renderings of Facilities

VR technologies allow one to be fully immersed in a building’s layout, seeing every facet of a facility, and making it easier to comprehensively plan, build and maintain a facility. Normally, when this is done in person, it’s time intensive and involves plenty of trial and error. VR devices also allow for multiple users to view a scalable 3D rendering of a facility simultaneously, thereby making collaboration easier and presenting ideas to stakeholders more engaging (you can show, instead of tell).

3. Remote Troubleshooting

Using VR to create 3D models for remote, virtual inspections require fewer resources and help managers determine better, strategic solutions for facilities. Using VR to troubleshoot equipment problems, schedule accurate work orders and direct contractors remotely saves enormous sums of time and makes FM managers more competent at their role.

Going Virtual Means Greater Labor Efficiency

Virtual technologies are forcing companies in facility management and other sectors to adapt their business practices. The advent of remote work, for instance, or “work from anywhere” jobs lowers the overall cost of maintaining a brick and mortar facility; and, at the very least, reduces various costs like a building’s monthly energy bill usage and cleaning services.

There are plenty of benefits to telework and adopting a virtual work method:

  • Improving team productivity 
  • Optimizing operations cost-efficiency
  • Leveraging decentralized labor resources

Virtual Technologies Streamline FM Work Processes

Omnia360 is among the many companies to incorporate virtual solutions to bolster internal work processes and workload efficiency. This is specifically the case when it comes to assessing facility operations, organizing a maintenance task pipeline, and collaborating with clients on project management workflows.

  • Monitoring and Reporting: Technology allows for seamless updates on work order statuses, where an FM manager can be at work, receive an auto-generated work order that can be easily viewed by an on-site service technician.
  • Data Collection and Analytics: The integration of cloud networking and mobile infrastructure allows for FM managers to collect data for operations, equipment and work orders with a mobile phone app, making for faster decisions and more control over maintenance plans.
  • Streamlined Business Operations: Wifi-based mobile integration of the workplace allows for expedited work order processes, improved labor efficiency, and cost savings, where requested work orders can be sent directly to a technician through an app.

The instant connectivity over digital devices through apps allows for minuscule processes of information transfer between parties regarding work orders, repairs, and projects to be far quicker and easier than ever before. 

Mobile Vendors and Improved Turnaround Time

With the help of virtual meetings and improved data connectivity on the Cloud, mobile vendors can better share information about a project or work order before, during, and after it’s completed. With more information through data, there’s increased accuracy and streamlined efficiency in completing on-site repairs and maintenance checks. 

Digital Workload Management (Integrating Asset Tracking)

AI technologies are becoming an integral part of running a facility management company. So much of the manual work of filing and organizing work orders, detailing project budgets and so much more is getting outsourced to a computer. 

This means companies can be more agile and direct resources towards other productive pursuits.

Here are some of the benefits of having asset-tracking technologies and digitized resources:

  • Easy management and transfer of work orders or project specs
  • Tracking complaints or internal changes to update business goals
  • Reporting and monitoring shifts in a business operations capacity
  • Accurate data collection and analytics to support smart business decisions

Adopting Virtual Technologies is a Net Benefit to Any Company

This streamlined efficiency not only benefits FM services, but consumers as well. Businesses that need their landscaping spruced up, commercial HVAC systems repaired, or broken plumbing fixed can expedite the process of getting repairs completed on time and under budget with integrated virtual technologies. It improves transparency, allowing business owners to know exactly what is getting done at their building.  

At Omnia360, we pride ourselves on having well-organized internal processes and procedures, including thorough checks and balances on our repairs and maintenance work. Virtual technologies and remote meetings make inspecting, assessing and reporting on work far more streamlined and accessible. 

Virtual mobile technologies make interdepartmental communication a breeze. Faster data transfer means faster decisions. And at Omnia360, we make sure that our on-site vendor management is done in a timely, accurate, and efficient manner, so you can focus on doing what you do best: running your company. 

Hire a Cutting-Edge Facility Management Company Today

The team at Omnia360 utilizes the latest technologies and management practices in the industry. We have all of the tools to ensure your building stays well-maintained and cost-efficient throughout the whole year. Contact us today for a free assessment and more information about our service contracts. 

Top 5 Facility Management Trends in 2022

Facilities management is a rapidly growing and evolving industry. With many structural changes on the horizon, this field can expect to see major challenges, disruptions, and improvements in the coming year.

 

Table of Contents:

Major Changes in the Facility Management Industry

The goal of every FM company is to help businesses with cost savings, internal operations management, compliance, and risk management. Despite FM services being a great investment, there are numerous changes affecting the industry.

 

According to Mckinsey & Company, a leading organizational consulting firm, there are several factors contributing to the evolution of facility management service companies over time, especially most recently. 

 

Challenging economic conditions, fears of recession, and tighter budgets due to slowed economic growth can mean investing less in facility management services. 

 

Deciding to postpone FM isn’t without long-term costs. Deteriorating buildings, poor-functioning internal operations, and inefficient energy usage all lead to potentially larger costs down the line. 

 

Conditions like these provide the groundwork for emerging trends of 2022. Here are the top 5 trends for FM companies in 2022. 

 

1. Leveraging Digital Technologies

IoT touch screen iPad used by finger

AI is entering the mix — among several other emergent technologies, including the blockchain and various cloud-based resources for digital file-sharing between FM companies and their constituents. 

 

Comprehensive FM companies must be up to date with emerging technologies, embracing them and integrating them into their functional workflow. This is exactly what our staff at Omnia360 strives to do. 

 

The days of using T-Card systems and spreadsheets to manage operations are gone — long gone.

Using a robust CAFM system streamlines and organizes tasks, leading to benefits like: 

  • More efficient space utilization
  • Cost savings 
  • Reduction in asset inventories and greater organization
  • Fast and accurate reporting methods that can be shared with stakeholders

 

Related Post: Top 5 Facility Management Software for 2022 

 

Utilizing AI-based facilities management systems can streamline internal processes like never before: automatically generating reports, maintenance schedules, replacement requests, and more without human involvement. More and more softwares offer secure third-party integrations add a new functionality without compromising the integrity of current data systems.

 

With AI technologies, it’s set it and forget it. Countless micro-organizational tasks are performed outside of working hours, giving added flexibility and free time to dedicate towards other, high-priority tasks. AI integrations are also benefiting FM companies by allowing them to make accurate predictions and plan ahead, replacing dysfunctional equipment and eliminating human error from the decision-making processes.

AI integrations aren’t just for administrative or organizational task processes. Cobotics are becoming a well-used technology that’s getting integrated into Soft FM services, dedicated to small, repetitive tasks like lawn mowing, vacuuming and floor scrubbing. This allows the staff to focus on more detailed, complex cleaning services on buildings.

2. Outsourcing Facilities Management Services 

man in suit writing "outsourcing" on a see through screen

The scale and scope of facilities management services can be quite broad. Shaving off extra costs and time investment by outsourcing some of these services to third-party contractors is an excellent way to adapt. 

 

Naturally, this trend depends on the industry vertical. For manufacturing companies, landscaping and janitorial services are outsourced more often than equipment maintenance. Whereas, facilities in the retail or service sector balance insourcing and outsourcing of various tasks. 

 

Outsourcing contract work, be it landscaping, janitorial, or equipment maintenance, to integrated facility management (IFM) services is increasingly showing itself to be a cost-effective choice that leads to a competitive advantage in the market. 

 

3. Using the (IoT) Internet of Things & Big Data

man typing on laptop holding cellphone

Integrate the IoT. 

Integrating the Internet of things includes using devices and equipment, like motion sensor lighting and automated thermostat controls, that enable FM managers and building owners to gain more transparency into their building’s energy usage. 

 

There are drawbacks. For companies to take advantage of IoT’s benefits, it involves a costly upgrade from legacy systems. There is also the issue of building management system (BMS) compatibility, as well as device compatibility with IoT. 

 

Big data gives big results

It’s what has and continues to drive informative decisions by FM companies. 

 

Collecting, analyzing, and visualizing data can be used to inform dynamic, meaningful business decisions for more efficient use of energy, maintenance costs, and operational resources. 

 

To engage in data-backed decision-making for your building, investing in a smart building is necessary. This can include advanced thermostats, mechanical equipment, and air quality and occupancy sensors. 

 

Each property is unique and has its own set of infrastructural challenges. Modern technologies give you data to identify and address them. Doing so leads to healthier and more energy-efficient internal environments at a facility. 

 

Data-driven decisions lead to better results for employees, residents, customers, and the business’s bottom line. 

 

4. Workplace Strategy 

trendy, modern office space in a facility

The Great Resignation is a sign that people are beginning to prioritize their physical and mental well-being when considering employment opportunities. The future of work is hybrid, flex-work, being partly at home and partly in the office. 

 

So when employees do come in, their office time is highly intentional and purposeful. Your workplace layout must mirror this intentionality, not only through a healthy, energy-efficient building with clean air but well-placed interior layouts.

 

Retrofitting and updating modern offices.

To meet this trend head-on, FM companies can help firms create workspace layouts with appealing, comforting natural lighting, comfortable furniture, and lifestyle amenities (shown to enhance employee experience).

 

Research shows the importance of effective space management, as real estate is the second-highest expense for organizations.

 

Purposeful office spaces.

Another great option is creating sectioned-off spaces in your building that you can then repurpose to be more task-specific or interaction specific: a room for client meetings, team collaborations, or personal quiet work time. 

 

The goal of FM-guided office planning is to improve employee satisfaction and, ultimately, productivity. 

 

5. Integrating Related Services and Adding Value 

facility management team organizing spreadsheets on a desk

The scope of services offered by facilities management companies isn’t limited to regular maintenance on buildings, fixing light bulbs, or multi-split furnaces. It extends well past that. 

 

Providing great value through additional related services is a major trend that FM companies are jumping on — services like project management, organizational consulting, and transaction management. 

 

There are numerous functions associated with providing high-value, related services.  

 

Energy management. In this case, there is an active focus put on how to best conserve energy usage in a building. It can take the form of implementing retrofits and procedural changes. 

 

Production maintenance is another common service; it can include things like cleaning and repairing assembly stations, equipment, and testing stations. 

 

The benefits of this trend are that fewer people are involved, which makes for lightning-fast decisions. It’s far easier to manage all of the work categories involved too. 

 

Actions Your Business Can Take Today

checklist concept image overlayed on businessman using iPad with finger

FM companies can assess their organizational maturity and ability to manage vendor relationships.

This can be done directly and indirectly.

  • Invest in external expert training to better learn digital technologies 
  • Organize joint meetings with suppliers and act on stakeholder satisfaction surveys 

 

Leverage facilities management resources as a priority. 

Tapping into an FM company’s resources can lead to a wealth of savings. A business’s chief product officer or chief operations officer can work with a facility management team to transform its pipeline for savings. 

 

Ensure you have a cross-functional team.

Facility management companies have to have a well-integrated organizational structure, composed of cross-functional team members. At Omnia360, we have just that. The focus is on easy collaboration and agile work order implementation.

 

Build a case for investing in proposed trends. 

To implement these trends, you’ll need to get your stakeholders on board. Create a business case with a successful, controlled pilot project. You can use the results to showcase proof of why your organization should invest in these strategies.

 

Design an integrated implementation road map.

Develop a comprehensive and long-term strategy to incorporate the latest facility management trends. Gradually implementing these new strategies and keeping track of the resulting changes is the best method. 

 

Review, audit and refine your strategies

Leaders in your organization should establish a regular quarterly review of your FM strategy processes in order to better refine and hone your overarching vision.

 

Schedule Integrated Facility Management Solutions with Omnia360

Our company keeps up with the latest trends, technologies, and advances in our industry. We help manage your building’s needs at any time (on-call mobile mechanics are available 24/7) with the help of our cross-trained tradesmen and specialists. Contact us today for a free quote. 

How Deferred Maintenance Impacts Your Facility

Facility managers are familiar with the practice of deferred maintenance, but could the perceived long-term cost-savings from postponed maintenance be a myth? 

 

In today’s blog, Omnia360 discusses the three negative impacts, along with the overall importance of deferred maintenance. 

What is Deferred Maintenance? 

It’s the common practice of postponing maintenance activities like repairs in order to save cost and reallocate resources, time, and labor, towards other activities. Facility managers or directors must think strategically when making these decisions, taking numerous factors into account: long-term profitability projections, material resources, time commitment and labor. 

 

Deferred Maintenance Has Major Impacts

Facility managers should typically avoid deferred maintenance, if possible. It can negatively impact the following: 

  • Occupant safety 
  • Risk of unforeseen breakdowns 
  • Asset performance and lifecycle 

 

Without regular preventative maintenance, your equipment’s usefulness life cycle will shorten. Proactively repairing and troubleshooting your facility’s equipment is a lot more cost-effective than dealing with a major equipment issue later on. 

 

Let’s say that your team is wanting to save a bit of money or happens to be dealing with major maintenance issues, leaving you squeezed for time. You might consider ignoring a filter change on your HVAC system to save cost on the margins.

 

The downside to this is that more dirt, dust, and debris builds up in your air filter, forcing your HVAC to work harder, leading to energy inefficiency, a higher utility bill, and increasing the risk of a major breakdown in the future. 

 

Three Primary Negative Impacts of Deferring Maintenance

Decreases Machine Efficiency. Without proper care, machinery works less efficiently, hiking up monthly expenses and overhead costs. Hot water heaters, HVAC units, and other such equipment must be regularly inspected for optimal performance.

Shortens Machine Lifespan. If left unchecked, a poorly-running machine will have to work harder to perform, thereby shortening its lifespan and, eventually, requiring you to foot the bill for a full replacement. 

Increases Long-term Costs. As issues go unaddressed, they get worse. That means any maintenance performed will cost more in terms of time, labor or parts. It’s more cost-effective to have regular preventative maintenance scheduled throughout the year.

 

Deferred Maintenance Done Right is Still Important

Deferred maintenance still has its place. There’s only so much time, money, and labor to tap into. On the other hand, you also don’t want an excessively long laundry list of maintenance tasks piling up in your backlog — it’s bad for productivity. 

 

One thing is certain: You have to prioritize some maintenance tasks over others.

 

Contracting with a third-party facility management company helps you identify and sort tasks from high to low priority, and organize them in a listed queue based on variables like cost-benefit analysis, replacement or repair risk, budgetary constraints, and time scale. 

 

Integrated FM Management Can Save You Money

As a manager, identifying cost-saving initiatives is great, but deferred maintenance isn’t the best option. An FM service company can perform an on-site audit of your facility and local areas for cost savings, then create a strategic methodology for actualizing it. 

According to some academic studies, deferred maintenance often occurs due to variables like:

  • Poor maintenance planning
  • Unavailability of skilled maintenance personnel
  • Insufficient funding
  • Unstable organizational structure

Knowing this, our skilled facility managers take into account several factors before choosing to defer maintenance for parts of your building: 

  • Money/Budget 
  • Service parts 
  • Time 
  • Required skills

New Perspective: Preventative Maintenance is an Investment

When it comes to putting off maintenance tasks, take a different perspective. Rather than associating cost savings with deferred maintenance, think of preventative maintenance as a long-term, budget-friendly investment in your facility, your employees, customers, and business as a whole. 

 

Contact Omnia360 for Comprehensive FM Services Today

There’s a reason why we’re called Omnia360. We provide around-the-clock, comprehensive, integrated facility management services that work with your in-house team. Contact us today for more information at (833) 360-6642.

Utilizing Integrated Facility Solutions in Spring Cleaning: Omnia360 Explains

Spring is upon us and just like flowers and plants emerging from winter, it’s a time for your business to grow, expand and achieve a more streamlined efficiency. It’s time for some spring cleaning. 

Work orders might have piled up over the winter, and there may even be plenty of maintenance or repair work needed at your office. Integrated facility management solutions can make your company’s spring cleaning a breeze. 

In today’s blog, our team at Omnia360 explains how using integrated facility solutions services allows your company to quickly and thoroughly complete its spring cleaning.

Have a Single Point of Contact for Third-Party Contracts

You don’t have to juggle work orders, emails, and phone calls for dozens of third-party contractors just to get some spring cleaning done. Streamline the entire process by getting any spring cleaning maintenance or repair service from one firm, with the ease and simplicity of one phone call.  

At Omnia360, we host a network of industry cross-trained professional technicians who serve as an extension of your own workforce; on call 24/7, our technicians can show up to your business location and fix whatever issue you might be faced with. 

Some of our specialties include (but aren’t limited to)

  • Landscaping 
  • Electrical repair 
  • HVAC maintenance, installation, and repair
  • Pest removal
  • Landscaping 
  • Plumbing and general handyman services

Outsource to Save Time, Money and Energy 

As a business owner, you know that your company needs to stay competitive in a tightening market. Omnia360’s facility management solutions helps you to do just that. 

By outsourcing your maintenance and repair needs to a single third-party provider, you’ll not only be able to cut down on your expenses, but you’ll gain the opportunity to reallocate your finite time and energy towards optimizing your business’s internal operations

Teaming up with Omnia360 saves your company time and manpower that is better used for increasing your profitability, making internal management shifts, reprioritizing your marketing efforts, or, perhaps, expanding into new markets for the coming quarter.

Preventative Maintenance and Securing your Investment

They say prevention is the best cure. We make sure your facility, and the equipment it runs on, are running smoothly. We analyze your business’s specific needs and hand-select a custom team of cross-trained professionals who can best manage your facility’s grounds. 

We offer comprehensive, mobile, and integrated maintenance duties, including lawn care, cleaning your ductless HVAC system, or sanitizing your offices.

Find the Best Facility Solution Services Today

For information about how Omnia360’s integrated facility management service options can help simplify, streamline and energize your company’s internal and external operations, give us a call today at 833.360.6642, or fill out a contact form on our website. 

How Omnia360 is the Complete Solution for Cincinnati Businesses

Efficiency is the name, and how to maximize it is the constant question companies are asking themselves. For many, it is the difference between falling behind and getting ahead of competitors. 

 

Omnia360 understands this, and we work hard to provide competitive facility solutions to each of our customers. In today’s blog, we’ll discuss how we are your business’ complete facility solution. 

 

What Are Facility Solutions?

Facility Solutions is another term for Facility Management. According to an article released by Sandra Tranchard with the International Organization for Standardization, “Professional facilities management, as an interdisciplinary business function, aims to coordinate the demand and supply of facilities and services within public and private organizations,” (Tranchard, ISO). 

 

The facility solutions industry is both multifaceted and fast-growing. Businesses around the world are seeking a third-party provider to handle their groundskeeping, daily facility maintenance, project management, and consultations on HVAC standardization. 

 

Omnia360 specializes in all of these areas of expertise, and we are happy to work with you to fulfill your business needs as your third-party facility solution provider. We know well-integrated facility solutions are key to success.

 

Technology In Facility Solutions

Digital third-party facility solutions are also fast-growing, and are often outsourced by businesses who need a 24/7 service to be available to answer their calls. 

 

Offering third-party solutions through our 24/7 service line is something Omnia360 works hard to provide to each of our customers. Our digital service professionals are trained expertly in site maintenance and care that is specific to your company.

 

Outsourcing Facility Solutions

Outsourcing is the most efficient way to meet the needs of your day-to-day business operations while receiving the most knowledgeable help possible. 

 

Omnia360 is a third-party solution provider for day-to-day business operations. We specialize in providing HVAC assistance, project management, and various other facility solutions such as onsite management. 

 

We consult with each customer on their direct needs, and the most efficient path to meet them.

Omnia360 Provides Progressive Facility Solutions 

Omnia360 works to provide progressive facility solutions for all of our clients. We are your third-party facility solution provider that utilizes data to inform our decision-making process, so we can best provide for your company’s needs on all matters. 

 

To learn more about our products and services, please get in touch with us online, or give us a call at 833.360.6642. We’re looking forward to hearing from you.