How to Improve Employee Productivity in Facility Management?

Facilities management, as well all know, is an all-encompassing service which involves a host of sub-services, from cleaning, catering, engineering and security. So, when we talk about its success, it’s often universally accepted that the workforce and their productivity make or break it. 

Facility management businesses today have also finally started acknowledging that the workforce is their most valuable asset and have begun focusing on their productivity and well-being seriously.  

Employee productivity in the FM industry has also become a major talking point, and more and more businesses are starting to take it seriously. This article discusses the importance of workplace productivity and how a leader and the employees can improve it through collaborative efforts. 

Best Practices to Improve Productivity of Employees in FM Industry 

Here are some ways to ramp up your facilities for improved workforce productivity - 

Integrate Smart Systems and Introduce Automation

A recent study published in the Behavioural Sciences journal stated that workplace technology directly impacts employee morale and productivity. FM companies can also benefit significantly by introducing automation into the mix. For example, having FM software that can automatically generate periodic work orders and handle several routine tasks can reduce its monotonous nature and enable your team to focus on the more important tasks. 

Technology enhances efficiency by automating workflows, reducing manual tasks and improving communication. Computerized Maintenance Management Systems (CMMS) / Computer Aided Facility Management (CAFM) and facility management software streamline work orders and automate scheduling. Mobile apps enable real-time updates and issue reporting, reducing administrative burdens. All of these are crucial in optimizing existing workforce capabilities and addressing the frontline workers’ continuing shortage. 

Prioritize Preventive Maintenance

When there is workforce shortage, the manager must be on their toes to ensure the existing group of employees perform at their best. Shifting from reactive to preventive maintenance ensures stable workflows for frontline workers. Data-driven schedules using predictive analytics help anticipate failures before they disrupt operations, allowing technicians to focus on planned tasks rather than urgent fixes.

Proper upkeep of facility assets like HVAC systems, elevators and security infrastructure enhances efficiency and productivity. A structured maintenance approach reduces interruptions, improving worker productivity and minimizing frustration.

Cross-Train Staff

Having a single worker capable of adorning multiple hats is a blessing and a lot of managers have begun cross-training their employees. Cross-training workers in multiple roles increases flexibility and minimizes disruptions. 

For example, security personnel trained in basic maintenance can handle minor repairs, reducing technician workload. Janitors with safety training can assist security teams during emergencies, improving operational efficiency. Structured training programs and mentorship opportunities create an adaptable workforce ready to handle operational challenges effectively.

Optimize Workflow and Task Allocation

Employees must work in tandem to improve productivity, and FM managers are expected to assign tasks based on skill sets and availability. Plus, they also need to be flexible to deal with unique challenges and find ways to succeed. Here are some ways to optimize workflow and task allocation for improved productivity -

• AI-Powered Task Assignment: AI-driven workforce management software ensures that the right person is assigned the right task at the right time, minimizing inefficiencies and overload.

• Lean Management Techniques: Implementing lean management principles, such as the 5S methodology (Sort, Set in order, Shine, Standardize, Sustain), eliminates waste, reduces redundant work and enhances operational efficiency.

• Standard Operating Procedures (SOPs): Establish clear SOPs for maintenance, cleaning and security teams to minimize ambiguity, improve accountability, and reduce downtime.

Monitor Performance with KPIs

When it comes to improving employee productivity in the FM industry, keeping track of vital KPIs regularly can fetch terrific results. For this, businesses have started monitoring KPIs, such as work order completion time, first-time fix rate, preventive vs. reactive maintenance ratio, and customer satisfaction scores. 

Facility managers can integrate these results with analytic dashboards to identify performance trends and areas of improvement. These will enable them to refine strategies proactively. The best managers compare these internal results with industry benchmarks to figure out potential shortcomings and work on them proactively to boost employee productivity. 

Encourage Collaboration and Open Communication

Having all-inclusive communication and conveying up-to-date information to your workforce can ramp up their productivity significantly. A lot of FM companies have set up communication tools and channels which enable them to undertake regular team check-ins to ensure clarity in task assignments and address operational challenges in real-time. It will also eliminate any redundant tasks, which will provide your team with more scope to focus on the more important things. 

Instead of trying to reinvent their strategies, if the facility managers are proactive and let the team communicate freely, it will automatically result in improved workflows and productivity. 

Conclusion

Improving employee productivity in the FM industry requires a holistic approach that integrates smart technology, customized training, lean workflow management and a positive work culture. Adopting a more welcoming approach and following best practices would be a good start to ensure improved employee productivity and better results. It paves the way for the development of a more resilient and engaged workforce, which can help address labour shortages and operational challenges efficiently.

However, FM companies must recognize that it is not an on-off exercise and needs to be constantly and rigorously followed to ensure organizational success in the long run.