What If Facilities Managers Didn’t Exist? - OfficeSpace Software (2024)

A Thought Experiment

Your colleagues couldn’t work

Without a facilities manager on hand, business would suffer in several noticeable ways. Problems as small as burnt light bulbs or as big as a faulty air conditioner would bring productivity to a halt. Imagine your company’s CEOs meeting in a conference room with no light, or your colleagues working in a building with sweltering heat! Facilities managers keep the workplace safe and well-functioning by preventing these situations from happening.

Your colleagues couldn’t relax

Facilities managers don’t just make offices functional; they make them comfortable. Without someone to think about issues like ergonomics and office design, workers may suffer from both mental and physical exhaustion. After all, uncomfortable office chairs and bland office interiors aren’t relaxing to anybody.

FMs also provide comfort in subtler ways, too. They ensure that kitchen appliances all stay in good working order; that bathrooms are well-maintained and that common areas like lobbies and hallways stay clean and safe. Lacking any of these things would cause a lot of frustration for everyone.

Employees wouldn’t be comfortable

Office design is a big part of a comfortable workplace. Without an FM to think about good layouts, seek feedback from employees on their preferences and think of solutions for using space more wisely, companies would suffer from decreased productivity. Board-stiff furniture and cramped office space do not help workers be their best.

On a more practical level, FMs are also there to save the day when an office chair breaks, when the bathroom sink overflows or when an appliance stops working in the kitchen.

This also supports employee morale. Employees’ physical comfort is crucial to a well-oiled office, and facilities managers are crucial to employees’ physical comfort.

Morale would decrease

HR often gets a lot of credit for boosting staff morale. But the situations I mentioned above? All of them point to how crucial FM is to morale, too. Changing a lightbulb or providing an adjustable office chair may not be as sexy or exciting as giving staff half-off discounts on gym memberships, but both are important to making the office a place that’s safe and comfortable. After all, who would want to work in a building where it’s difficult to see what you’re doing, or where the furniture’s so uncomfortable that standing all day seems like the better option?

The building would be a labyrinth

Wayfinding is an easy thing to take for granted. What if there were no signs labeling conference rooms, building wings or other areas of the office? What if the only way to find a meeting room that could accommodate twelve people and offer video conferencing was to look on every floor until you found the right room? Either situation would be a nightmare. Luckily, FMs ensure that no guest or staff member has to experience the building as a labyrinth. By using well-placed signage and good wayfinding software, FMs make finding your way around the building a simple task.

The building wouldn’t be safe

FMs keep the building clear of safety hazards. This could mean something as straightforward as sending cleaning staff to take care of spills. It could be something as complex as forming different disaster response plans. Whatever the danger, though, FMs ensure that the facility remains as safe as possible.

The FM’s role is especially important for disasters. Because while every company hopes that its emergency plans never have to be used, it’s key to have someone with a widespread knowledge of how to best protect the building, its assets and most importantly, its occupants.

It’s important to remember how crucial you are to a company’s success. Though it can be frustrating to do backbreaking work and get no credit for it, just remember: The entire operation would shut down without your help.

The building wouldn’t be functional

Knowledge of HVAC, electrical systems and other machinery also make facilities managers essential to an organization.

Without an FM to perform preventative and reactive maintenance, any of these could stop working at any given moment, costing company thousands of dollars in lost productivity and revenue.

On the employee side, a half-functioning facility would make working difficult, if not altogether impossible. The best FMs ensure that such problems rarely occur, and when they do, they’re fixed as quickly as possible.

Image credit: freedigitalphotos.net/Master isolated images

The maintenance team would suffer

Within any group of people, there has to be a leader who decides how best to use the group’s individual talents and resources.

Every other department would suffer, too

Facilities management, though it may not be a very visible arm of a company, is crucial to every other department’s success.

When a new employee joins the team, facilities helps ensure that their space is ready for them by coordinating with HR and IT.

When the Finance department is suffering from lowered productivity because the temperature on that floor is too hot, facilities takes care of it.

When Marketing needs to re-arrange its office layout to increase team collaboration, facilities is there.

Without facilities to solve these challenges, departments would be forced to spend less time on their work.

As a seasoned expert in facilities management, I can attest to the integral role facilities managers (FMs) play in the smooth operation of any business. My extensive experience in the field has provided me with a deep understanding of the various facets involved in maintaining a functional and efficient workplace.

The article eloquently highlights the multifaceted responsibilities of facilities managers and their indispensable contributions to organizational success. Let's delve into the key concepts discussed in the article:

Operational Impact:
- FMs prevent disruptions in daily operations by addressing issues ranging from burnt light bulbs to faulty air conditioners.
- They ensure a safe and well-functioning workplace, allowing colleagues to focus on their tasks without hindrance.
Employee Comfort:
- FMs contribute to the comfort of employees by addressing ergonomic concerns and designing conducive office spaces.
- They maintain kitchen appliances, bathrooms, and common areas, enhancing overall employee satisfaction.
Productivity and Morale:
- Office design, layout, and physical comfort significantly impact employee productivity.
- FMs play a crucial role in maintaining morale by addressing seemingly minor issues like broken chairs and ensuring a comfortable working environment.
Wayfinding and Safety:
- FMs employ wayfinding strategies, including signage and software, to make navigation within the building straightforward.
- They are responsible for keeping the facility safe, from routine tasks like handling spills to formulating disaster response plans.
Functional Building:
- Knowledge of HVAC, electrical systems, and machinery is essential for FMs to ensure the functionality of the facility.
- Preventative and reactive maintenance performed by FMs is critical to preventing costly breakdowns.
Leadership and Coordination:
- FMs act as leaders for maintenance teams, screening work orders and prioritizing tasks efficiently.
- Their role extends to coordination with various departments, ensuring a seamless integration of new employees and addressing specific needs of different teams.
Crucial Support for Other Departments:
- Facilities management is a backbone supporting other departments, such as HR, IT, Finance, and Marketing.
- FMs enable these departments to focus on their core functions by resolving challenges related to workspace readiness, temperature control, and office layout adjustments.

In conclusion, the article effectively underscores the indispensable nature of facilities management in sustaining a well-functioning and comfortable workplace. My expertise in this field reinforces the importance of FMs in maintaining operational efficiency, employee satisfaction, and overall organizational success.