7 KPIs You Should Be Measuring In Facility Management

Published by Cryotos Admin on

7 KPIs You Should Be Measuring In Facility Management

The Facilities Management industry is constantly evolving, and with that, so are the KPIs (Key Performance Indicators) that facility managers should be measuring. To be successful, facility managers must be proactive, not reactive. That’s why it’s important to have KPIs in place that will help you track progress and identify areas of improvement.

There are a number of KPIs that you could be measuring, but in this blog, we will focus on 7 that we believe are the most important 

Some of the KPIs that you should be measuring in facility management are:

– Service level adherence

– Work completion time

– Total number of work orders

– Time dedicated to preventive vs reactive maintenance

– Asset expenses

– Total Cost of Maintenance

– Number of Unscheduled Maintenance Events


Service Level Adherence:

The first KPI that you should be measuring is service level adherence. This metric tells you how well your team is meeting the standards that have been set for them. To properly measure this, you need to establish what the standards are that your team needs to meet. 

This can be measured by looking at things like response time to work orders, time to complete work orders and overall customer satisfaction levels.  Once you have done this, you can start tracking whether they are meeting these standards.

Time to complete work order

The next KPI that you should be measuring is work completion time. This metric tells you how long it takes your team to complete a task. Measuring this can help you identify areas where your team may be falling behind and need more support. This includes things like gathering materials, travel time, and actual work time.

Total Number of Work Orders

Another KPI that you should be measuring is the total number of work orders. This metric tells you how much work your team is taking on. Measuring this can help you identify areas where your team may be overloaded and need more support.

Time Dedicated to Preventive vs Reactive Maintenance

Another important KPI for facility management is the time dedicated to preventive vs reactive maintenance. This metric can help you see how effective your preventive maintenance program is. If you are spending more time on reactive maintenance, it may be an indication that your preventive maintenance program needs to be improved. Preventive maintenance is planned and scheduled ahead of time, while reactive maintenance is unplanned and usually happens in response to an issue that has already arisen.

 Asset expenses


Asset expenses are the total costs associated with operating and maintaining your facility’s assets. This includes things like equipment costs, labour costs, and energy costs.

Total Cost of Maintenance


The total cost of maintenance is another important KPI for facility management. This metric can help you see where your money is being spent on maintenance. Measuring this can help you identify areas where you may be able to save money. For example, if a work order took time to complete because of the unavailability of an inventory, that could lead to an increase in the cost of maintenance. This can help you always keep the right inventory level to avoid expensive maintenance costs.


Number of Unscheduled Maintenance Events

Another important KPI for facility management is the number of unscheduled maintenance events. This metric can help you see how often your facility has unexpected maintenance needs. Measuring this can help you identify areas where your facility may need improvement and how effective are the existing preventive maintenance jobs.


Benefits of tracking KPIs

There are many benefits of tracking KPIs in the facility management industry. Some of the most important benefits of measuring KPIs for facility management include:


1. Improved decision making

2. Enhanced customer satisfaction

3. Increased operational efficiency

4. Reduced costs

5. Improved communication and coordination


Improved Decision Making

One of the benefits of measuring key performance indicators (KPIs) in facility management is that it can help improve decision-making. By tracking KPIs, facility managers can identify trends and patterns that may otherwise be missed. This information can then be used to make more informed decisions about facility operations and management.
In addition, measuring KPIs can help to improve communication between facility managers and other stakeholders. By sharing KPIs with other stakeholders, it can help to ensure that everyone is on the same page and that decisions are being made based on the most up-to-date information.

Enhanced Customer Satisfaction

Facility management is responsible for the maintenance and upkeep of a company’s buildings and grounds. To effectively manage a facility, it is important to measure key performance indicators (KPIs) that can give insight into how well the facility is being managed. One important KPI for facility management is customer satisfaction.

Customer satisfaction can be enhanced by measuring KPIs such as response time to customer requests, the number of customer complaints, and the percentage of customers who are repeat customers. By tracking these KPIs, facility managers can identify areas where the facility is falling short and make changes to improve customer satisfaction.

Increase Operational Efficiency

By tracking KPIs, facility managers can identify areas where improvements can be made in order to increase efficiency and save money. For example, if a KPI related to electrical usage is tracked over time, the facility manager may notice patterns of high usage during certain times of the day. This information can then be used to make changes in the facility, such as scheduling processes that use a lot of electricity during off-peak hours. As another example, if a KPI related to water usage is tracked, the facility manager may be able to identify ways to reduce water usage and save money on the bill.

Reduced Costs

One of the most important benefits of measuring KPIs is reduced costs. When you track KPIs, you can quickly identify areas where your facility is wasting money. For example, you may find that you are paying too much for utilities or that you are not using your space as efficiently as possible. By tracking KPIs, you can make changes to reduce your costs and improve your bottom line.

Improved communication and coordination

Facility management is the coordination of the physical workplace with the people and work of the organization. It integrates the principles of business administration, architecture, and the behavioural and engineering sciences. By having a clear understanding of how each department is performing, facility managers can more easily identify areas where improvements need to be made. Additionally, measuring KPIs can help to streamline processes and make everyone more efficient.

CMMS and Facility management

CMMS software is a powerful tool that can help facility managers effectively manage and maintain their facilities. By tracking and managing maintenance data, CMMS software can help to optimize maintenance operations and improve overall facility management. Additionally, CMMS software can also help to improve communication and coordination between facility managers and maintenance staff.


The Benefits of Using CMMS Software. There are many benefits to using a CMMS system, including:


Improved communication: By tracking and managing maintenance data, CMMS software can help to improve communication and coordination between facility managers and  maintenance staff. Additionally, CMMS software can also help to improve communication between different departments within a facility. This can help to reduce the chance of miscommunication and improve overall efficiency.


Reduced costs: By optimizing maintenance operations, CMMS software can help to reduce the overall cost of maintaining a facility. Additionally, by reducing the need for manual data entry, CMMS software can also help to reduce the time required to maintain a facility.


Increased productivity: By improving communication and coordination between facility managers and maintenance staff, CMMS software can help to increase overall productivity. Additionally, by providing easy access to maintenance data, CMMS software can also help to improve decision-making and reduce downtime.


Cryotos and Facility Management

Cryotos Facilities Management Software is a comprehensive and affordable solution for managing your organization’s facilities. Cryotos CMMS software is designed to help facility managers streamline their work. It provides a central repository for all facility-related information and enables managers to track and manage work orders, preventive maintenance schedules, and inventory. Cryotos CMMS also offers a range of features to help managers improve communication and collaboration with their teams. With Cryotos, you can streamline and automate your facility management processes, save time and money, and improve your facility’s overall efficiency.


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