Facilities Management Best Practices: 7 Ways to Improve Efficiency

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Today, having a successful facility management plan is more important than ever. As smart facilities leaders understand, their role goes beyond maintenance and operational tasks and can greatly impact bottom-line profits. From cost control to sustainable initiatives, there are many ways that intelligent facilities leaders enable their organizations to succeed in a competitive business environment.

Facilities Management Best Practices: 7 Ways to Improve Efficiency

In this blog, we'll look at some key practices professionals use to increase profitability within facilities management. With these strategies, businesses can maximize the efficiency of their facilities while minimizing costs – all leading to healthier profit margins in the long run. Let's look at how these practices can contribute positively to an organization's success.

What is Facility Management?

Facilities management is a crucial service for any business. It Manages and Maintains the Building, providing energy efficiency, security, and productivity. Facilities managers are the professionals ensuring a facility is kept up to standard. They monitor the tasks associated with cleaning and repairs and the facility's operation. Without their unique and intelligent approach, it is difficult for businesses to meet safety expectations and keep costs under control.

The Role of a Facility Manager

The successful functioning of a facility relies heavily on the capabilities and duties of its facility manager. The following responsibilities are essential components of a facility manager:

  • Prior planning and goal setting for the management of facilities.
  • Proper planning of budgeting, financial management, and implementation of cost-effective solutions.
  • Monitoring all maintenance activities like supervising repairs, inspections, and preventive maintenance.
  • Planning space efficiently and effectively using the available resources.
  • Ensuring compliance with building codes, safety regulations, and environmental standards.
  • Managing vendor relationships and procurement of services and supplies.
  • Strictly adhering to security systems and protocols.

Key Practices in Facilities Management

Facility management is an essential responsibility for ensuring any building or facility's safety, efficiency, and productivity. It involves overseeing a wide variety of tasks, including cleaning and repairs to security and energy optimization. Facilities managers are critical in ensuring all one's facilities are running smoothly.

Below are some key features involved in facilities management, following which Facility managers can ensure safety, efficiency, and productivity.

Planning and Organizing

Facilities managers are responsible for managing a facility's upkeep, maintenance, and operation; This involves creating & executing plans with tasks identified and prioritized, work schedules established, and resources allocated.

Executing Tasks

Facilities managers serve an important role in keeping a facility functioning properly. Responsibilities include:

  • Supervising personnel.
  • Collaborating with external vendors.
  • Guaranteeing that tasks are completed within budget and on schedule.

Additionally, facilities managers must maintain higher standards of safety and compliance to ensure the safe operation of a facility.

Monitoring and Evaluating

Facility managers are tasked with optimizing a facility's performance, including gathering data, analyzing it to identify trends, and making necessary adjustments for improvement purposes. Such an approach requires comprehensive attention to detail to achieve the desired outcome.

Communicating with Stakeholders

Facilities managers are responsible for maintaining solid relationships with stakeholders, such as employees, tenants, and customers; This involves providing regular updates on progress and addressing any issues during the process. It's also important to make sure all concerns are addressed promptly.

Managing Risks

Facilities managers must proactively plan for and assess potential risks to the organization's facilities, such as safety hazards, security threats, and adherence to environmental regulations. Strategies should be implemented to reduce and mitigate identified risks.

How to Implement Key Practices in Facilities Management

Here are a  few tips for facility managers to implement key practices in a facility. Adopting these tips can streamline operations, boost efficiency, and ultimately result in cost savings for the organization.

Start with a Plan
A clear and well-defined strategic roadmap is essential to success when introducing new initiatives. The plan should contain all key objectives, goals, and strategies for reaching these milestones. Planning will give your team the direction they need to make meaningful progress.
Get Buy-In from Stakeholders
To ensure the successful implementation of any changes, obtaining buy-in from all relevant parties is imperative; This can include employees, customers, and management for better cooperation and acceptance.
Use Technology
Facility managers can benefit from a range of tech solutions available to them, such as automation and asset tracking tools, as well as energy monitoring and management solutions. These Cutting-Edge Technologies have the potential to streamline processes while increasing operational efficiency.
Embrace Data-Driven Decision-Making
By leveraging data to inform your decisions, you can make more accurate predictions and develop sound strategies for allocating resources and improving operations. In turn, this will ensure that your business runs more efficiently.
Collaborating with Vendors
Collaboration with vendors is essential to receive discounts on goods and services, which can result in significant cost savings. By streamlining the procurement process, businesses can improve operational efficiency and maximize their budget.
Outsourcing Non-Core Functions
By delegating certain non-strategic duties, such as cleaning and maintenance, to external sources, businesses can free up their workforce to invest more time in core activities to help them reach their goals. Outsourcing these services can be a wise decision when allocating resources.
Focus on Employee Satisfaction
Organizational success hinges on a happy and productive workforce. Facilities Managers have an invaluable role in creating a positive work atmosphere by providing safe and comfortable facilities and amenities that help promote employee well-being.

The Benefits of Employing Key Practices in Facilities Management

By perfectly following the key practices, facility managers can see a productive change within a short period. Some of them are given in small points below.

  • Improved efficiency that leads to reduced costs, improved productivity, and a better experience for employees and customers.
  • Improved safety that reduces the risk of accidents and injuries, thereby offering a safer environment to work in.
  • Much reduced energy consumption, waste production, and pollution, ensuring reduced environmental impact.
  • Improved compliance that protects the environment from fines and penalties helps maintain a good rapport.
  • Increased employee satisfaction results in improved productivity and lower turnover rates.

How Cryotos CMMS Helps Facility Managers?

We know how difficult and time-consuming it can be for facility managers to keep up with asset tracking, work order management, and reporting. That's why we created Cryotos CMMS—a comprehensive cloud-based Computerized Maintenance Management System (CMMS). Our system is designed to help improve efficiencies and optimize operations, providing features that simplify these tasks.

Below are some of the ways that Cryotos CMMS helps facility managers:

Asset tracking
Cryotos CMMS provides a comprehensive database of all facility assets, including equipment, machinery, and infrastructure. Facility managers find it easy to track all the assets - their location, condition, and their history.
Work Order Management
Cryotos CMMS centralized work order management system helps facility managers easily create, assign, and track work orders for various maintenance tasks such as repairs, inspections, and Preventive Maintenance. This way, maintenance activities are promptly addressed, and workflow is streamlined.
Cryotos CMMS offers efficient reporting capabilities that accurately track the facility management's performance. Create customized reports on maintenance activities, asset performance, work order history, costs, etc.
Preventive Maintenance
Regular customized preventive schedules help reduce the risk of unexpected breakdowns, increase asset lifespan, and improve overall facility performance.
Inventory Management
Track and manage inventory levels of spare parts, consumables, and supplies required for maintenance activities. Receive customized notifications and alerts that enable timely replenishment of inventories.
Mobile Accessibility
Cryotos's smart Mobile Application allows facility managers and other technicians to assess and update information on the go, improving communication and real-time collaboration.

Moreover, Cryotos's powerful features help improve the visibility of the workflow and improve the overall functionality and efficiency of the facilities, thus leading to more - productive and risk-free environments.

To Wrap Things Up!

To summarize, advanced facility management practices are critical for reaching higher profit margins. Businesses can make strides to ensure their facilities are safe, efficient, and cost-effective by focusing on maintenance and repairs, space planning and utilization, cleaning, and housekeeping. Adopting these practices also elevates the occupant experience while supporting sustainability initiatives. The right use of technology, like investing in Facility Management Software, allows organizations to optimize operations, capitalize on success opportunities and achieve their desired goals. Consider partnering with Cryotos CMMS for improved productivity and quicker returns on investment.

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Here From Our Esteemed Clients!

Amrapali Exports - Esteemed Clients of cryotos
Anuraj Sharma - Maintenance Manager

The best thing about Cryotos CMMS software is that it always tells me when something needs to be fixed - before it breaks and cost me a fortune!

The software is very user-friendly, and even if I don't know how to do something, the support team is always there to help me out.

Most importantly, unlike other such software, Cryotos is editable and hence the user can modify how the software works as per their need, we made several changes in the workflow & flowchart with the help of development team.

I don't know what I would do without Cryotos! I've been using it for years, and it has saved me so much time and money. I highly recommend it to anyone who wants to manage their assets efficiently.

Resil Chemicals - Esteemed Clients of Cryotos
Jeevan Belliappa - Head, Information Technology

Since we've been using Cryotos CMMS Software, our asset maintenance management has been running more smoothly than ever. We're able to track and optimize our preventive maintenance with ease, thanks to the customized process workflow. This has been a lifesaver for our team!

The Cryotos CMMS software has allowed us to manage our assets more effectively and efficiently. It has helped us to improve our asset utilization. The software is user-friendly and easy to navigate, and the support team is always quick to help with any questions we have. We're very happy with the results we've seen so far and we're confident that we'll continue to see improvements in our asset management as we use the Cryotos CMMS software.

Planys - Cryotos Esteemed Client
Antony Jacob Ashish - Lead, R&D

Cryotos goes above and beyond when it comes to customer satisfaction. Planys Technologies use Cryotos for preventive/ corrective maintenance of our critical systems and not once did we face a problem that was not dealt with immediately. The team is extremely professional and helpful. We can rely on Cryotos when it comes to the operations and processes.

Thanks to the whole team for the amazing performance and thought leadership. It's rare to see teams that can put themselves in the customer's shoes and think from their perspectives - Cryotos team doesthat and more.

We recommend Cryotos if you are looking to put an end to your preventive maintenance problems and sign up with them!

Thanks to the team for an awesome job.

Xpert IFM - Esteemed Clients of Cryotos
Siva Shankar - AGM, (Operations & BD)

On behalf of Xpert FMS we would like to express our sincere appreciation for the excellent support Cryotos team have provided us for our building and facility management. Cryotos has always provided support that is timely and meets our expectations. Professionalism and quick response are the hallmarks of this team.

Sincere appreciation for the team's brilliant performance and wish them continued success. We highly recommend Cryotos as they have executed well on all assigned tasks and continue to outperform.

Thanks to all the hard work, our lives have become easier.

ST Jude India Childcare Centers - Cryotos Esteemed Client
Mukesh J - CIO

We are able to raised the workorder and tracking of these till the closure as helped us to provide better services our beneficiaries. Workflow-based work order management has helped us to define processes for each locations separatley. System provide notification once order is raised for assignment to engineer.

Maspro - Esteemed Clients of Cryotos

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Al Zain Farms LLC - Esteemed Clients of Cryotos
Mr. Vishnu S Nair

Since we've started using Cryotos, our team has been able to stay on top of all the various SOPs. Checklists and safety procedures are now easily accessible to everyone, and we can quickly reference them whenever we need to. The software has definitely helped to improve our team's communication and efficiency. Plus, the fact that it's cloud-based means we can access it from anywhere, which is a big plus. It has been a great help in keeping everyone on the same page and up to date with the latest procedures.

Dinex - Esteemed Clients of Cryotos
B S Vijaya K. - Maintenance Engineer

At starting it felt some what difficult for scheduling but now it made to easy access.

Review from Capterra

Korrun - Esteemed Clients of Cryotos
Nithin G. - Maintenance Incharge

What do you like best about Cryotos?
Easy to access and data collection,user friendly, the technical team and the supporting team is excellent the way they are solving the issues ontime and the continuous training given by supporting team. I would like to promote the cryotos APK to other industries to use.

What problems is Cryotos solving and how is that benefiting you?
Easily we came to know which machine is problem and what is the issue. And we got the exact data of spare parts stock. Using cryotos APK our machinery maintenance is increased and now we are getting less machines problem.

Review from G2

Aptiv8 IT Solutions
Hashim - Business Project Manager

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Gurit - Esteemed Clients of Cryotos
Mr. Mohanmurali R

I recently purchased Cryotos CMMS Software for asset management needs at my organization and after a few months of testing and monitoring, I'm incredibly pleased with the results. The software is user friendly, accessible and the design is very intuitive. It covers all the aspects of managing maintenance and repair, starting from preventive maintenance and standardizing operation cycles, to scheduling and streamlining workflows. I am highly satisfied with the performance and the range of features offered by Cryotos. Highly recommendable!

Read Review in G2

Metro Tyres - Esteemed Clients of Cryotos
Mr. Sanjay Beri

Before using Cryotos, asset management and maintenance seemed like an uphill task for my team. Manual processes laden with human errors did not work for us at all. We decided to go with Cryotos after checking out similar products in the market.

The user interface of the software is intuitive and easy to use, making it simple to navigate through the different features and functionalities. I particularly appreciate the ability to track all assets in real-time, allowing me to keep a close eye on their performance and maintenance needs.

Customized work order and workflow creation has reduced the needs to always follow a particular template. Depending on our needs we can create tailor made workflows to suit our requirements.

I highly recommend Cryotos to anyone who would like to unburden themselves of maintaining and managing their critical assets.

Read Complete Review on G2

Dinex - Esteemed Clients of Cryotos
Mr. Yuksel Aksin

As a customer of Cryotos CMMS software for asset management needs, I must say that I am thoroughly impressed with the features and functionality offered by the platform. Cryotos CMMS software has made managing my assets a breeze, and I no longer have to worry about missing maintenance or inspections.

One of the standout features of Cryotos CMMS software is the ability to generate work orders and schedule maintenance tasks. This has made it easy for me to stay on top of maintenance and repair tasks, ensuring that my assets are always in optimal condition.

The software also allows me to track inventory levels which has streamlined my inventory management process. The ability to generate reports and analyze asset performance data has also been invaluable in helping me make data-driven decisions about my assets. Overall, I would highly recommend Cryotos CMMS software to anyone looking for a reliable and efficient asset management solution.

Mr. Sathyendran R.

What do you like best about Cryotos?
I am using this application right now for my service team, very good, user friendly, have lot of customisation in workflow and service reports. the team supported for initial implementation, They have good support team. Myself fully recommended this application.

What do you dislike about Cryotos?
Noting as of now seems all good

What problems is Cryotos solving and how is that benefiting you?
Cryotos application is solving our feild service team operations.

Read Complete Review on G2

Mr. kandasamy S.

What do you like best about Cryotos?
Excellent application for Maintenance activity like PPM,etc
Good team for develop our process as per our requirement like process,Standards,etc
Professional & very Supportive team.
Really appreciated for language change (English to Arabic).

What do you dislike about Cryotos?
There is no negative observation till now.

What problems is Cryotos solving and how is that benefiting you?
Scheduling & PPM for Maintenance Activity.

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Mr. Yap

What do you like best about Cryotos?
template are ready to use, minimal need for IT knowledge. support team are supportive in all aspects

What problems is Cryotos solving and how is that benefiting you?
We are still in the midst of experimenting all the functions in Cryotos, for now is the ease of using asset management and as a scheduler.

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Mr. Hari K. - Ram Leathers

What do you like best about Cryotos?
Asset Management - Is Very easy for us, which make us to easily complete the tasks.

We are able to schedule the tasks and at the same time able to capture the daily readings for the machine.

Meter Reading module provides the real time data monitoring for all assets.

The very specific feature of the software is "AMC Monitoring"

What do you dislike about Cryotos?
As of now this software provides a better solution for us.

What problems is Cryotos solving and how is that benefiting you?
Asset monitoring is very helpful.

Able to track the machine availability using the MTTR & MTBF details.

MIS Dashboard - Provides the breakdown information of all our machines.

The dahboards & reports generates the accurate details our assets.

They also provide the customizable dashboard option using Metabase.

Read Complete Review on G2

Dinex - Esteemed Clients of Cryotos
Māris A.

What do you like best about Cryotos?
We used many maintenance CMMS and only in Cryotos is functionality to build your own workflows for work orders and scheduled maintenance. With this CMMS we not need some separate analyzing system like Power Bi, Cryotos have already built-in Metabase system where we can easily build reports and visualizations for reports.

What problems is Cryotos solving and how is that benefiting you?
CMMS help us control all machinery brekdowns and factory problem. CMMS collet all data about our historical data, its help analize deviations. With this system we build all necessary processes which we need in our factory, which are work autonomous.

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Planys - Cryotos Esteemed Client
Aravindishwar k.

What do you like best about Cryotos?
Cryptos is very easy to use and user friendly which we can easily customise to our needs and while delivering the workprocess it's very convenient to use by the end user as well.

What problems is Cryotos solving and how is that benefiting you?
Cryotos saves our time and space thus act as a great inventory of data which will be accesed from anywhere any time and it helps us to track the work we have done all along it's a best CMMS software.

Read Complete Review on G2

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