7 Biggest Mistakes Facility Managers Make

Becoming a great facility manager has a learning curve. Even the most seasoned, experienced professionals can end up falling victim to common mistakes. It's a highly complex job that requires intense attention to detail, so it's easy to get tripped up now and then. Here are the seven biggest mistakes that facility managers commonly make:

1. Forgetting that space is money.

Research shows that, on average, companies have about 30-50% more space than they actually use. Inefficient usage of space is wasted revenue -- it's either room that can be rented to tenants, or real estate that you have to pay for. Keep an eye on things like foot traffic and usage statistics, since they can tell you how your space is actually being used by its occupants. If you have a lot of wasted space, see how you can put it to work for you.

2. Not listening to employees.

Facility managers manage, but they're generally not the ones in the thick of things. Employees are the ones who have to perform basic tasks like sanitization and repairs. If a fixture or arrangement looks good but is inefficient or problematic to maintain, is it worth it? The best thing facility managers can do is listen to their workers. Facility managers have to focus on the big picture, but employees can give valuable feedback on how the individual components are operating. This can let you know how well things are working, give you a heads up about necessary maintenance, and allow you to collaborate on easier, more efficient ways to keep your facility running.

3. Practicing "eminence-based" management.

When you've been doing something for years, it's tempting to rest on your laurels. After all, with time comes experience, right? Unfortunately, too many facility managers rely on their past experience, and not on the evidence in front of them. All facilities are different -- something as minor as the direction a building faces can change things like its HVAC and landscaping needs.

For best results, base your management decisions on hard data. If that's tough to come by, invest in some good facility management software. This can keep a running tab of maintenance needs, inventory, and much more. You'll be able to make choices for your unique facility and won't have to rely on gut feelings or past experiences.

4. Doing it all yourself.

As a manager, it's tempting to think that you're better off doing things yourself to make sure that they're done right. There are three problems with this: One, you may not necessarily be better equipped to maintain or repair something compared to the person who works with it on a regular basis. Two, basic maintenance tasks can distract you from higher-priority issues. Three, this robs your employees of crucial learning experiences. You have a team of workers for a reason, and part of management is delegation. While there will definitely be times when you'll be called upon to handle things yourself, this shouldn't be a regular occurrence.

5. Getting sloppy about compliance.

It can be tedious to make sure every "i" is dotted and every "t" is crossed, but there's a reason for it. You don't want to complete a renovation project, for example, only to find out that you don't have the necessary permits. It can be even worse if you start a project without getting all of the necessary signatures, then find out that the project didn't actually have approval. Save yourself time, money, and a headache -- ensure compliance with regulations, even if they aren't convenient.

6. Letting inventory slip by.

Inventory is crucial. If you miscount and order too much of something, that's wasted money. The same is true if you miscount and run out. Set up a robust inventory tracking system that can show you, at a glance, how much of everything you have. Don't rely solely on hand counts or other systems that can fall victim to human error. As a facility manager, you should know what you have, where it is, where it came from, and where it's going.

7. Emphasizing one type of maintenance over another.

There's predictive, preventative, and reactive maintenance, and there's an appropriate time for each. If you emphasize reactive maintenance, you'll end up with a lot of unpredictable downtimes. Some equipment is better suited to predictive maintenance, while other equipment might operate better with preventative maintenance. One solution isn't necessarily superior to another in all situations, and it's important to avoid adopting a "one size fits all" approach.

As a facility manager, your job is to have your eye on the entire facility as a whole. Delegating to software and your employees can help you aggregate the information you need in order to make the best decisions. By being aware of these common facility management mistakes, you can help yourself avoid them.

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