The ultimate end-of-year checklist for facility managers
Now's the ideal time to prepare your facility for the year ahead. Set the stage for a smooth transition into the new year with our end-of-year checklist, which you can customise based on your needs:
Update facility documentation, including manuals, emergency procedures, and contact lists. Over time, changes occur and updating documentation ensures information remains accurate. Updated documentation keeps your day-to-day operations running smoothly and makes planning and executing maintenance activities easier.
Year-end is the perfect time to do maintenance. Offices are generally quieter at this time of the year, allowing you to do maintenance and repair jobs without disrupting work. Inspect all equipment and machinery, schedule any necessary repairs or maintenance, and update maintenance logs. Use a digital platform like Facility Management Software to schedule jobs and record all maintenance work done during this period.
Improve energy efficiency
Review building energy consumption data and find ways to improve energy efficiency. Energy efficiency is an effective way to reduce long-term operational costs. Use data to develop and implement targeted energy efficiency initiatives. These initiatives may include upgrading equipment, improving insulation, and investing in smart building technologies.
Review annual budget
Annual budget reviews give you an opportunity to cut costs. By analysing spending patterns, you can explore reducing expenses, negotiating better contracts with vendors, and implementing cost-effective measures without compromising the standard of your services.
Optimise space utilisation
Strategic space utilisation can help you optimise operational costs, improve productivity, and create a functional and adaptable work environment. Start by doing a space audit to understand how different areas in the building are currently being used. Analyse occupancy rates, assess underutilised spaces and identify areas where improvements can be made.
Inspect technology systems
A facility's technology systems influence its efficiency, comfort, and safety. For example, HVAC systems help you create a comfortable environment, security systems reduce the risk of security breaches, and communication systems support effective communication. Check all installed systems and arrange any necessary updates or replacements.
Adopt environmental sustainability practices
With the spotlight on the global climate crisis, more industries are encouraged to adopt eco-friendly practices. You and your team have the power to help companies adopt more sustainable practices. One effective way to do this is to explore renewable energy sources. If solar is a viable option, consider installing solar panels. The cost to invest in solar is high, but the long-term energy savings make it worthwhile.
Identify knowledge gaps and opportunities for skills development and schedule training for the year ahead. Finding time for training can be tricky, but planning helps you make time for it. Use training to improve your team's technical and interpersonal skills. Technical skills are critical, but interpersonal skills are valuable, too. They empower your team to work harmoniously towards common goals.
Assess emergency preparedness
Layout, usage, and operations in buildings change over time. You must update emergency response plans to ensure the building's evacuation routes, assembly points, and procedures align with these changes. Conduct safety inspections to identify potential risks and refine your emergency response plans to address them.
Plan cleaning and building maintenance
With fewer people in the building, your team can clean and perform maintenance with minimal disruption. Jobs like painting, pest control, carpet cleaning, plumbing, and electrical work are easier to do when most of the building's occupants are away. Year-end cleaning and maintenance help create a hygienic and safe working environment for the new year.
Feedback is an invaluable tool as it identifies blind spots and highlights opportunities for growth. Ask for feedback and use it to adjust and improve your processes. Doing this will empower your team to meet deadlines and deliver quality services in the new year.
Don't just look at the year ahead - think about what you want to achieve beyond the new year. Long-term planning enables you to adapt to technological changes, regulations, and organisational needs. By anticipating future changes and developing strategies to adapt, you can stay competitive and responsive to evolving business environments.