Contract documents

September 5, 2024

Introduction

Facilities are investments and the only way to yield the tremendous return they offer is by managing them properly. They require attention, some more than others, and as they become more complex complete with different layers and functionalities, their needs change. The greatest mistake leaders make is viewing them as stagnant, instead of understanding that facilities actually have lives. They have lives and as is the case with any living thing, over the course of their existence, their needs are bound to change.

Leaders miss the truth found in the changing dynamics of their facilities, and in some instances, those leaders are Facility Managers, the ones charged with connecting with and maintaining. Some miss them entirely, while others see how their building and its’ needs are evolving, but instead of rising to meet them, they remain in the same place, doing the same things, the ones that no longer align with their building.

Five Biggest FM Mistakes

Refusing to recognize the changing needs of a facility is one of the biggest mistakes a Facility Manager or any other leader in an organization can make. One can easily make the argument that it stands head and shoulders above all others, but the list below includes five that also warrant close introspection.

1. Refusing to embrace technology: Technology makes life easier, and that includes the life of a facility and facility managers charged with their upkeep. In some cases, professionals are opposed to integrating fresh ideas and concepts, choosing instead to rely on the familiarity of time-tested methods that have always been the lifeblood of this profession. Shunning technology is a choice but embracing it and the benefits that embrace brings, is a better one. Incremental integration as opposed to wholesale changes is an option, but adopting a progressive approach to technology is a must.
2. Poor communications: Facility management is a business silo that requires discipline, and it begins with strong lines of communication. Walk into any well-run facility and rest assured, communication is a pillar of their operation. The same is true on the opposite end of the spectrum, meaning a poorly maintained and managed facility is one where communication is limited. Facility management is no place for assumptions and any organization serious about getting the most out of their environment must place a premium on communications.
3. Passive approach to building vendor relationships: There’s power in partnerships and for the Facility Manager, vendors are part of their power construct. Facilities are complex organisms and even with a polished internal staff, external resources are a must to keep the facility running optimally. Curating and cultivating those relationships is a hallmark of any skilled Facility Manager and one that has the potential of paying huge dividends. Even if the staff has all of the requisite skills necessary to run the operation, having a knowledgeable network of vendor resources is a plus.
4. Reacting instead of planning: Facilities have their own minds and even the most skilled professionals are often no match when it comes to understanding how those minds work. Standing pat and taking a wait-and-see approach is a recipe for disaster; a disaster that has the potential to trickle into other parts of the organization. On the other hand, planning, or being proactive saves time, money, and creates a bank of incidents to leverage in the future.
5. Poor resource management: In a perfect world, facility managers would have infinite amounts of resources at their disposal. While this isn’t the world they live in, some act as if it is which leads to waste, disruption, and financial losses. Resources like people, materials, and budgets must all be handled with extreme care and viewed as non-negotiables when it comes to maintaining a facility.

Conclusion

Mistakes happen in the workplace and with the various roles and responsibilities that fall under the heading of facility management, the potential to make a mistake is heightened. The most egregious comes from assuming a facility is stagnant and unchanging when in reality, nothing could be further from the truth. Leaders, including Facility Managers, must understand that the structure they call home for a large portion of their day is actually a living organism that changes over time. As such, the attention it receives must also change.

When it comes to maintaining and running a better facility, technology is a friend, not an enemy as so many have assumed in times past. With that, technology should be welcomed into the fold as it makes life for those charged with maintaining a facility easier and also, more enjoyable for the occupants. Communication is crucial, and so is planning. Nothing says poor facility management like a facility lacking in these two areas as their absence sets the stage for problems on all fronts. Last but not least, managing resources is important. The building has a life and how well the resources it relies on are managed will determine the quality of that life, and the success of the organization it houses.

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AIA Contract Documents has provided this article for general informational purposes only. The information provided is not legal opinion or legal advice and does not create an attorney-client relationship of any kind. This article is also not intended to provide guidance as to how project parties should interpret their specific contracts or resolve contract disputes, as those decisions will need to be made in consultation with legal counsel, insurance counsel, and other professionals, and based upon a multitude of factors.