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6 Tips For Controlling Facility Management Costs

6 Tips For Controlling Facility Management Costs

The cost of designing and building a facility is only part of the total picture. Ongoing expenses will meet and eventually eclipse even the priciest buildings. When you add on increased regulatory requirements and the fact that many contracts are won based on price, it's easy to see why it's important to keep those ongoing costs from creeping up. Here are 6 tips for doing just that:

1. Don't put off maintenance

At times, it might be tempting to put off costly repairs, but this ends up being a bit of a false economy in the long run. Maintenance needs don't just go away, and often turn into bigger, more expensive problems the longer you wait. Use a good facility management program to help come up with a planned preventative maintenance program, and avoid unnecessary emergency repair costs. This will help you spot cyclical trends in maintenance needs, making it much easier to stay on top of things.

If you run into a situation where it's absolutely necessary to postpone some needed maintenance, make a plan to address it as soon as possible. Ending up with a backlog will just make things more expensive and complicated.

2. Look at labor costs

Labor contains a lot of hidden expenses, many of which are completely unnecessary. The easiest way to reduce labor costs is to reduce the number of workers on the payroll, but that doesn't make it the best way. High employee turnover is expensive in the long run. If some aspects of maintenance pose a significant risk to employees, outsource it to professionals. Train employees well to avoid repeating maintenance tasks. Use mobile apps to coordinate activities in a smoother, more efficient manner. A less risky work environment, good training, and solid communication make for happier employees, reducing expensive turnover and limiting the number of tasks that need to be done over.

3. Reduce service calls

Having to call a technician out to repair something can be very pricey, especially when it's for a problem that could've been fixed during an earlier call. As with preventative maintenance, don't ignore suggestions or advice from service technicians. They can provide valuable input for maintaining and repairing crucial facility systems. A facility management program can also help reduce the risk of neglecting needed service calls, allowing managers to stick to a schedule and avoid costly emergency repairs.

4. Know where the facility's assets are

"Assets" is a broad category -- it can be anything from tablets to large machinery. All of these things have value, and it gets expensive when they disappear. Often, this is purely accidental. Devices can get misplaced or damaged, a former employee might have forgotten to return a work phone, or a cluttered storage closet could hold a veritable gold mine of misplaced tech. Asset tracking software can help keep track of everything, know when it needs to be upgraded or maintained, and even help you plan for its eventual replacement.

5. Use space efficiently

Poor space utilization is a hidden money sink. It can be hard to visualize when you're just looking at a room, but every empty area costs just as much money to heat, cool, and power as the ones in use. The trouble is, good space utilization is a very delicate balance. Leave too much space unused, and all of those square feet are essentially dead weight. Use too much, and crowded conditions can become unpleasant (and even unsafe) for employees, driving down productivity. Fortunately, there are a couple of ways to help make it a little easier. Space management software can help efficiently plan layouts for maximum productivity and to minimize wasted space.

6. Use time efficiently

Like space utilization, good time management is a balance. Non-value-added time is a significant portion of any maintenance or repair order -- for every ten minutes of actual repair time, there might be half an hour of time spent on tasks that don't actually add value. Tracking down the area in need of maintenance, figuring out the issue, transporting materials to the site, and cleaning up don't really add anything to the task itself, they're just necessary evils. Fortunately, there's one simple way to cut down on non-value-added time: organization. Organizing documents like blueprints, warranties, and manuals in one place can help trim down the amount of time spent researching maintenance and repair problems.

Facilities are expensive to maintain, but that doesn't mean that there isn't space to cut ongoing costs. By performing preventative maintenance, reducing employee turnover, reducing service calls, tracking assets, utilizing space efficiently, and organizing needed repair information can make it much easier for employees to do their jobs to the best of their abilities. Happy, efficient employees and an efficient, organized workplace are the keys to controlling facility management costs.

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