Published: October 13, 2014  Updated: March 26, 2025

Tackling Key Obstacles in Modern Facility Management

Facility managers and maintenance professionals navigate a complex landscape daily. They confront issues that range from routine operational snags to deep-seated systemic problems. This exploration tackles key obstacles in modern facility management.

Managing Complex Operations and Diverse Responsibilities

Facility managers have numerous and sometimes immense responsibilities. Their role demands meticulous attention to detail and robust problem-solving skills. From ensuring the safety and functionality of facilities and grounds to adhering to stringent federal and state regulations, the workload often gets substantial.

Imagine a large hospital campus: facility managers must oversee everything from HVAC systems in surgical suites to the upkeep of parking structures, all while ensuring compliance with healthcare regulations. Or consider a sprawling manufacturing plant, where the importance lies in maintaining complex machinery, managing hazardous materials, and ensuring worker safety. The sheer volume of tasks and potential problems can be overwhelming.

What about the daily onslaught of work orders? A leaky roof in the administration building, a malfunctioning elevator in the staff quarters, and a sudden power outage in the data center. Each situation requires immediate attention and precise coordination. Without a structured system, these demands can quickly spiral out of control, leading to delays, increased costs, and compromised safety. Facility managers must also manage vendor relationships, negotiate contracts, and oversee construction projects, adding to the complexity of their roles.

The CMMS Solution: Centralized Control and Enhanced Efficiency

A computerized maintenance management system (CMMS) acts as a central hub, providing a structured approach to tackling these diverse responsibilities and key obstacles in facility management. It facilitates asset tracking, work order management, inventory control, and document storage, enabling facility managers to stay organized and proactive.

For example, a CMMS can assist with creating preventive maintenance schedules for critical equipment. It can also organize your stockroom and track inventory levels, reducing both over- and understocking.

Furthermore, CMMS reports provide valuable insights into asset performance, inventory data, work order statistics, and a whole range of costs. By consolidating information and automating key processes, a CMMS empowers facility managers to handle complex operations with greater efficiency and control.

Controlling Costs and Maximizing Asset Lifespan

In many organizations, some employees see facility management as a cost center, rather than a value-generating department. However, effective cost control not only reduces expenses but can also contribute to increased revenue. Extending the lifespan of critical equipment, such as boilers, chillers, and HVAC systems, helps the bottom line. You don't purchase new or replacement assets as often.

For example, regular maintenance of an industrial chiller can prevent costly repairs and extend its operational life by several years. Similarly, proper calibration and servicing of HVAC systems can improve energy efficiency and reduce utility bills.

Inventory and asset tracking also affect cost control. Without accurate inventory data, organizations may overstock parts that don't get used very often. Or, they may end up with too few parts by not knowing the number of items in a package based on the number of items used for a particular job.

Furthermore, neglecting energy conservation can result in significant financial losses. Aging equipment, if not properly maintained, can become energy-intensive, increasing electricity consumption by as much as 20%.

Imagine an aging air compressor in a manufacturing plant. Without regular maintenance, it may consume excessive energy, leading to higher utility bills and increased carbon emissions. A neglected building automation system may result in inefficient heating and cooling, wasting energy and increasing costs.

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CMMS for Cost Management: Proactive Maintenance and Insightful Reporting

A CMMS plays a pivotal role in controlling costs by enabling proactive maintenance strategies. It allows facility managers to schedule preventive maintenance tasks based on equipment usage and condition, reducing the likelihood of costly breakdowns. Furthermore, a CMMS can track energy consumption and identify areas for improvement, enabling organizations to implement energy-saving measures. By leveraging a CMMS, organizations can achieve significant cost savings and improve overall operational efficiency.

Dealing with Aging Inventory and Grounds

As equipment and building structures age, they inevitably deteriorate, leading to breakdowns and structural integrity issues. This common challenge for facility managers shows up in organizations with older facilities or aging infrastructure. For instance, a school district with buildings dating back several decades may face issues with leaky roofs, failing HVAC systems, and deteriorating plumbing. Similarly, a manufacturing plant with aging machinery may experience frequent breakdowns, resulting in production downtime and increased maintenance costs.

Preventive and proactive maintenance can extend the lifespan of assets, but eventually, replacement becomes necessary. Planning and budgeting for these inevitable replacements, like the above, affects expenses. The replacement of a large industrial boiler requires careful planning and budgeting. Without adequate preparation, organizations may face unexpected financial burdens and operational disruptions. Likewise, the replacement of a building's roof or foundation requires meticulous planning and execution to minimize disruption and ensure long-term stability.

CMMS and Asset Lifecycle Management: Planning and Predictive Maintenance

A CMMS facilitates effective asset lifecycle management by providing tools for tracking asset age, maintenance history, and condition. This information enables facility managers to forecast replacement needs and develop long-term maintenance plans.

Predictive maintenance features within a CMMS can analyze asset data to identify potential failures before they occur, allowing for timely interventions and preventing costly breakdowns. With proper use of a CMMS, organizations can effectively manage aging assets, minimize downtime, and extend the lifespan of their infrastructure.

Staying on Top of Regulatory and Compliance Standards

Depending on the industry, facility managers must adhere to a complex web of regulatory and compliance standards. This often daunting task requires continuous monitoring and adaptation to evolving regulations. For example, healthcare facilities must comply with stringent regulations regarding patient safety, environmental control, and waste management. Similarly, manufacturing plants must adhere to environmental regulations, safety standards, and hazardous material handling guidelines.

Staying informed about these regulations requires ongoing education and training. Facility managers must dedicate time and resources to attend workshops, seminars, and online certification programs. Furthermore, they must ensure that their staff is also adequately trained and knowledgeable about relevant regulations.

For instance, a facility manager in a pharmaceutical company must ensure that all staff members are trained on Good Manufacturing Practices (GMP) and other relevant regulations. Likewise, a facility manager in a chemical plant must ensure that all staff members are trained on hazardous material handling and emergency response procedures.

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CMMS for Compliance: Documentation and Auditing

A CMMS assists in maintaining compliance by providing a centralized repository for documentation, including permits, licenses, and inspection reports. It also facilitates the tracking of training records and certifications, ensuring that all staff members are qualified and up-to-date on relevant regulations. Furthermore, a CMMS can generate audit trails, providing a comprehensive record of maintenance activities and compliance efforts. By leveraging a CMMS, organizations can demonstrate their commitment to compliance and minimize the risk of penalties and fines.

Facility Managers Overcome Challenges with a CMMS

In the face of these formidable challenges, You clearly can see that the role of a facility manager is not merely about reacting to problems, but about proactive planning and strategic management. The successful navigation of these complexities often hinges on the adoption of tools like a CMMS, which empowers managers to transform potential pitfalls into opportunities for improved efficiency and long-term sustainability. By embracing technology and fostering a culture of continuous improvement, facility managers can effectively safeguard their organization's assets, ensure compliance, and drive operational excellence, solidifying their position as vital contributors to organizational success.

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