The FM Professional

Your Building Management Checklist: 6 Things for Facilities Managers to Check Up On

David Spence
April 1st, 2016

As a facility manager, you have a plethora of tasks to complete every day (likely including building management). This means it’s easy to get overwhelmed and lose sight of what you need to get done, especially if you don’t have a viable tracking system in place.

One central element of every facility manager’s life is going to be keeping tabs on workplace projects and overall building performance. Failure to properly optimize these spaces can lead to decreased worker happiness, while building failures can lead to increased company expenses.

While there are many things you’ve probably got your eye on, here are six of the most important things you’ll need to check up on throughout your workday. Often, these checkups don’t take long, but they go a long way to ensuring the company remains productive and profitable.

1. Total energy use

energy use office management

Energy use and utility costs can be a very large expense for some companies. Some ways to curb energy use include installing motion sensor lighting and energy efficient light bulbs, turning off power strips at the end of the day or when they’re not being used or even upgrading older appliances and general office equipment.


Aside from checking the monthly utility bills to look for any discrepancies, you can also use a basic methodolgy of understanding your total energy consumed to see how your building is fairing. Here’s how:

Energy use intensity (EUI) is the measurement used to size up a building’s energy performance. It represents the energy consumed by a building relative to its size and is expressed in gigajoules (GJ) per square metre (m2) per year in Canada. In the United States, it is calculated by dividing the total gross energy consumed in a one-year period (expressed in kilowatt-hours or kilo-British Thermal Units) by the total gross square footage of the building. A building’s EUI in the US is calculated as follows:

total energy consumed in one year (kBtu
total gross square feet of floor space of the building (sqft)

Find Examples for Canada and US here: Architect Technical ReferenceNRCEnergy Star

2. Proper space utilization

space utilization office management

Proper FM software will enable you to visualize which spaces of your office are being used. If you’ve just had a big layoff or have restructured your office for more flexible seating arrangements, it can become chaotic. Unless you’re regularly analyzing how your office space is being used, you run the risk of misusing and mismanaging the space.

It’s important to regularly check for empty seats or desks, underused offices and the other empty spaces so you can better engineer a productive workplace.

3. Security system functioning

security system office

You’d hate to have a break-in happen only because you forgot to look over the system that day. Often, a security system check won’t take much time and can easily prevent major losses at your company.

These systems will require maintenance over time in order to work properly, so stay on top of your system maintenance schedule. If you are in the market for a new security system, here are a few propery management security companies to check out:  Johnson Controls, Verdin, Marcomm Systems Group Inc., Securitas, Whelan Security, Protection1.

4. Contractor schedules and work agreements

work schedule request management

Do you know how your contractor projects are coming along? Do you know if office construction projects are still going to be completed on time? It’s your job as a facility manager to ensure these tasks go according to plan.

Sometimes all it takes is a simple check-in to keep things rolling. It can be beneficial to have a request management system in place, so you can quickly move requests along and pass things off to the right parties in an efficient manner.

5. Safety requirements

safety equipment office

Sometimes your office will receive new building or safety regulations that need to be adhered to in a swift manner. It’s your job to ensure these get handled and new office processes are implemented.

Otherwise, you run the risk of incurring fines or opening up your workplace to certain hazards, such as being sued or dealing with an employee injury on the job.

6. Work schedules and productivity timelines

work schedule calendar

Depending on your role as an office manager, you may be responsible for ensuring that project timelines are met. When reviewing project goals and the employees responsible for each task, ask yourself if there’s a way productivity can be improved. Engineering a more efficient office by getting valuable worker feedback can help to aid in overall office space happiness and efficiency.

As a facility manager you need to be on top of everything. By having processes and systems to simplify your workflow you’ll ensure nothing slips through the cracks—now’s the time to start checking off that checklist.

Photos: StartupStockPhotos, ninabobo88, Vormelker, Vasin Lee / Shutterstock, Startup Stock Photos, Patryk Dziejma, ra2studio / Shutterstock