Five strategies to transform facility management

Solutions to increase productivity and enhance cleaning.

Improving facility cleaning and maintenance productivity is more than just an objective. It is essential. Innovative strategies can enhance a facility’s productivity rather than merely cleaning and maintaining it. It can lead to cost savings, occupant satisfaction and increased operational efficiencies.

Let’s reconsider not only your building’s potential but the abilities of your team. Embracing innovative solutions and processes can transform any cleaning or maintenance crew into a united example of productivity and enhanced cleaning.


In recent years, facility management has evolved from a primarily operational role to one encompassing strategic planning, sustainability and technological integration. Facility managers no longer merely maintain physical spaces with mops and buckets. They now play a crucial role in enhancing workplace efficiency, reducing costs and ensuring a healthy environment.

To succeed in this changing landscape, facility managers must adapt to new challenges and leverage their experience.

This profound transformation is driven, in part, by innovative technology, evolving team dynamics, knowledge database, experienced problem-solving and the goal to deliver high-quality services while optimising budgets.

Embracing change is becoming or will become the norm in the future. Transitioning from once-manual to automated processes will empower efficiency, accuracy and innovation, driving organisational growth in the digital age. A recent Straight Talk segment with Jeff Cross delved into five pivotal topics that every facility manager should master for the future.


In an era where technology evolves at breakneck speed, facility managers must stay attuned to the latest advancements. Modern facilities increasingly adopt smart solutions, IoT devices and AI-driven analytics to optimise operations.

These innovations enable real-time monitoring, predictive maintenance and enhanced security. Embracing such technology not only improves efficiency but also elevates the customer experience.

Architects have adopted frameworks like building information modelling (BIM), architectural standards, and computerised maintenance management systems (CMMS) to streamline building workflows and enhance decision-making. Understanding these frameworks will assist in designing your workloading efficiently and effectively.


The facility management team of the future demands a blend of traditional and modern skill sets. Effective leadership, communication and adaptability remain paramount. However, facility managers must also cultivate expertise in data analysis, technology implementation and sustainability practices. Of course, culture is the foundation of good team cohesion.

Encourage collaboration among team members and foster a learning environment that embraces change. Diverse teams with a mix of skills and perspectives are better equipped to tackle the multifaceted challenges that the future holds.


Workloading is a pivotal aspect of efficient facility management. By accurately documenting and analysing workloads, facility managers can optimise resource allocation, plan maintenance schedules and ensure that tasks are completed in a timely manner. Embrace digital tools for comprehensive record-keeping and utilise data analytics
to gain actionable insights into workload patterns.

Workloading also plays a significant role in justifying budgetary needs and evaluating the efficiency of the facility management team. By leveraging this data, facility managers can make informed decisions, allocate resources effectively and maintain a high standard of customer service.


Addressing challenges and complaints head-on is an integral part of successful facility management. Efficient help desk management is the cornerstone of exceptional customer support, ensuring timely resolutions and satisfied customers.

Managing and resolving complaints fosters a positive relationship with customers. By better understanding how your customer uses the facility, your company can use predictive analytics to mitigate common facility issues, reducing the frequency of complaints.

Teams that employ a root cause analysis (RCA) methodology
to collaboratively dissect issues, identify underlying problems, and develop practical solutions are more effective in dynamic environments. This systematic approach fosters better decision- making, enhances problem-solving and prevents recurring issues. Facility managers should implement preventive measures to ensure optimal performance and customer satisfaction.


Whether overseeing a facility operation or managing a building service contract, facility managers face the perennial challenge of doing more with less. Tight budgets demand resourcefulness and prioritisation. Start by conducting a thorough budget analysis to identify areas where cost savings are possible without compromising quality.

Implement technology-driven solutions that automate routine or project tasks and reduce labour costs. Negotiate favourable contracts with customers, vendors and suppliers to optimise working capital.

Use customer profitability information to measure which sales segment to pursue based on resource alignment and profitability. Ensure resources are positioned and ready to service your targeted customer base. By managing budgets and seeking innovative cost-saving strategies, facility managers can strike a balance between efficiency and quality.

Facility managers who navigate these challenges and opportunities with vision and adaptability are poised to lead their organisations toward a successful and sustainable future.

It will take a collective industry effort to really make the change required.

About the author:

Jon Hill is the CEO of Cobotiq and presents to business managers how to create and implement profitability information. He is a frequent speaker and presenter on the future impact of automation and technology in the cleaning industry.

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