Best Practices for Small Businesses in Facilities Management

Best Practices for Small Businesses in Facilities Management
Best Practices for Small Businesses in Facilities Management

The facilities management industry is evolving quickly, thanks to the need for optimized facilities that support demanding workspaces. As traditional facilities gravitate towards a digital era, facility management best practices focus on analytics to make data-driven decisions and improve the experience.

Unlike highly-segmented conventional practices, modern best practices foster a custom approach for optimal facility and system management. Here are practices you can adapt for your small business:

1. Centralize Operations Through Modern Software

Traditionally siloed data is the leading cause of endless bottlenecks in facilities management. The management process involves looking into different aspects of the business, including real estate assets, building maintenance, and space optimization. As the business landscape becomes more complex, managers require a holistic approach that ensures a clear understanding of how each part affects the facility.

Since a top-down view requires a robust technology solution, choosing the right software is among the most crucial management duties. Effective software can help you plan, maintain, and evaluate all aspects of facilities management.

Ideally, a modern cloud-based solution can help streamline space planning, implementation, and monitoring. As the hybrid working models gain popularity, it’s essential to ensure your facility has optimum functionality and is accessible to all employees. Evaluate your options to ensure you choose a complete solution that can evolve with your business needs.

2. Collect the Right Data to Predict Future Issues

Facility managers need to use data insights to make vital decisions about all aspects of the facility. For instance, AI-driven data can help you understand how employees use the space, helping you enhance the workplace experience. Similarly, you can review the reports and metrics associated with facility planning and space optimization.

Collecting and refining data ensures you are using the right analytics to generate accurate predictions for preventive maintenance. This means you can easily develop a data-driven maintenance plan that addresses facility issues before they cause problems. For instance, you can monitor and predict possible HVAC problems and take necessary actions to avoid inconveniences.

Sticking to a strict maintenance schedule may not always be possible, but when you leverage data to track and predict potential problems, it becomes easier to deal with issues even when you fall behind your maintenance schedule. Data-driven predictions help your business maintain a suitable digital workplace that prioritizes functionality and practicality.

3. Embrace New Technology Driving Automation

The facilities industry is evolving quickly, and workplaces are getting smarter as new technology replaces legacy installations. Modern, optimized workplaces embrace the Internet of Things to facilitate state-of-the-art facility automation.

IoT sensors can integrate with the facility access system to implement workplace changes and improvements. For instance, you can automate energy efficiency management processes based on occupancy changes in the facility. When an occupant enters or leaves a workstation, the temperature and lighting can turn on or off automatically. Ideally, business leaders in the facilities management industry should stay current on technological advancements that can help streamline the management processes.


Success in the facilities management industry requires continuous learning since it involves more than using software to cut management costs. Ideally, business leaders should leverage industry best practices to create an environment that meets client needs.

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