In an office facility, space is money. It's also efficiency, creativity, and collaboration. That's why good space management strategies are important for facility managers. Unfortunately, now that more employees are comfortable with a hybrid work environment, knowing how to manage a space well has become a bit more complicated.

What is space management?

Space management is pretty much just what it sounds like: managing space. If you think of physical space as an asset, it's working out the best ways to use it. This means planning for the flow of foot traffic, figuring out the best places to put resources like conference rooms, and allocating workspaces. This often isn't as easy as it sounds. When you get into managing a facility with multiple different departments, floors, or even buildings, getting all of those elements to work in concert in a way that's effective and intuitive can get complicated very quickly.

Why do facility managers need to know this?

Space is an asset just like any other. Real estate costs money, so wasted space is wasted money. Using it efficiently means having only what's necessary, which reduces unnecessary expenditures for furniture and electricity. Good space management can also improve employee productivity by creating areas that are conducive to working, as well as naturally stimulating conversations, creativity, and brainstorming. Well-managed spaces can even improve employees' mental and physical well-being. With all of that said, here are five strategies to help you get the most out of your office space:

1. Get employees involved.

You'll definitely want to get input from people who have experience with space management, but that's not all -- some of the people most qualified to help you allocate space are the ones who have to use it. Talk to workers, consult with human resources, and gather as much information as you can about the needs of the people who are actually going to occupy the space. Don't neglect people with disabilities, either, even if those disabilities aren't visible. They may have particular needs that should be factored in.

2. Track usage.

Just because an employee has a desk doesn't mean that that's where they'll spend their entire day. As more and more workplaces switch to hoteling or hotdesking, that's even more true. Tracking how a space is currently being used will provide you with useful metrics to determine what changes should be made, and a means of gauging how helpful those changes are. A combination of historic data and real-time usage tracking will provide the most detailed picture of how people use a space. You'll be able to see what kind of trends emerge so you can factor them in.

3. Create a set of goals.

Do you want to balance the supply of space with demand? Are you looking to optimize the usage of space? Your office's particular situation will dictate what kind of goals you should have for your space management strategy. If your organization has a lot of room to work with, then figuring out supply and demand may be your biggest challenge. If you're dealing with limited space instead, you might just be looking for ways to use what you have more effectively. The only way to find out is through tracking, observation, and getting employees involved.

4. Automate what you can.

Keeping track of how employees use a space can become overwhelming. That's where software and automation can come in handy. For desk hoteling, booking software can handle reservations, reminders, and other low-priority tasks so you don't have to. Space planning software can also help you visualize your office in a way that lets you allocate it more easily. It can help you generate floor plans based on your office's needs. If it's feasible for your specific office, you may also want to use motion sensors to gauge foot traffic and room occupancy. Software can also help you standardize the data you collect, so you can compare how floorplans perform across departments, floors, or buildings.

5. Keep monitoring.

You can have all of the data, top-of-the-line space management software, and a solid plan, and still find that your space management strategy underperforms in the real world. If you don't keep an eye on how your spaces are performing, you won't know if the changes you make are helping or hindering things. Keeping tabs on how spaces perform can also help you diagnose specific problems. Are the changes you've implemented underperforming in one specific building or department, or across the board? Are things improving, just not as quickly as you'd hoped? The only way you'll be able to make these distinctions is by continuing to collect data. Managing space isn't a one-and-done kind of thing. It's a continually evolving process. This is why data collection and automation are so important -- they can ensure that your decisions have a sound basis, as well as give you a way of judging how well your management strategy is helping you meet your goals.

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From acorns to onion skins, people have always had ways of determining when the coming winter was going to be colder or harsher than usual. There's a good reason for this -- when winter's shaping up to be rough, you need to be prepared. Long Island weather forecasts predict that this is going to be a tough one. How ready is your facility? If you're not sure, here are seven things you can do right now to help make sure your facility makes it through the snow and ice unscathed:

1. Go over your emergency supplies.

Electrical power isn't the only thing likely to be disrupted during harsh winter weather. It's highly likely that there will be significant travel delays, too. Long Islanders are pretty accustomed to heavy snows now and then, but it's still possible for the roads to become impassable. In this case, there are two things you need to worry about: Employees and guests may not be able to leave, and deliveries or repair crews may not be able to come. It's a good idea to go over your emergency supplies of things like flashlights, blankets, nonperishable food, and bottled water. You may also want to have extra parts and repair supplies on hand, in case an asset goes down and a repair technician isn't able to come. Be ready to take care of your people and assets yourself in a pinch.

2. Double-check your building envelope.

If your walls, windows, or roof are experiencing any problems now, they're only going to get worse during winter. Don't wait -- look for drafts, cracks, aging seals, or signs of leaks, and make a plan to address them now. This will help protect your facility from water damage once the ice and snow start to melt, and will also help you save money on your heating bill. The better your building envelope is, the less heat you'll lose to the outdoors. Make sure your roof flashings are secure and your drains are clear. You may want to perform a routine roof check every week or two leading up to winter, so you can take care of any sudden problems promptly.

3. Take care of your pavement.

Winter, even a mild one, is murder on concrete and asphalt. It snows, snow melts, and water infiltrates into tiny cracks and crevices. When that water inevitably re-freezes, the resulting ice expands and forces those cracks to grow. Eventually, you end up with gaping potholes and other hazards. Even if cracks or gaps seem minor during summer and autumn, it's best to limit the number of places that water can sneak in. A little patch job now can save you big trouble later on.

4. Get your vendors and service contracts sorted out.

Vendor selection and service agreements are usually handled well before winter hits. If you wait too long, you may find that your facility is last in line when it comes to service. Don't get stuck waiting -- sort out your contracts for services like snow removal now, before you need them.

5. Buy some extra parts and repair supplies.

Imagine: A crucial asset goes down at the wrong time. The roads are covered in snow, and it's going to be a long time before a repair technician can come help you. If you're not able to perform an emergency repair yourself, you're going to be stuck for a while. Even if they're able to show up, they may not have all of the spare parts that your asset needs. Winter often means shipping delays, so it can be ages before your facility is fully up and running again. That's why it's a good idea to have a stash of spare parts and important repair supplies on hand. Along with extra cleaning supplies, emergency kits, and other essentials, you'll want to have the things you need in order to perform quick emergency repairs.

6. Do a deep clean.

While there's nothing winter-specific about giving your facility a thorough cleaning, there are a couple of reasons why you'll want to. For starters, it's highly likely that your employees will be too busy handling higher-priority tasks once winter is in full swing, so your facility may not be able to get deep cleaned until spring. Secondly, a deep cleaning now will probably uncover hidden issues that you'll want to fix before the cold weather hits.

7. Formulate a plan.

If a blizzard hits and the power goes out, what do you do? Who passes out emergency supplies? How do you keep your employees, tenants, and guests calm and comfortable until the danger passes? Don't wait for a disaster to strike before you have this all figured out. Have a plan in place, and clearly communicate that plan to your employees. Make sure everyone understands their role in an emergency situation. Dealing with a harsh winter is a matter of readiness. If you follow these tips, you can ensure that your facility and everyone in it is able to stay safe all season long.

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They say that "the eyes are the windows to the soul." What's true for humans is also true for buildings -- windows speak volumes about the structure they occupy. A building with shiny, spotless, scratchless windows looks happier, cleaner, and more inviting than one with dirty, beat-up ones.

Clean windows are also vital for giving a good first impression to guests, allowing mood-boosting natural light in, and giving security personnel a clear view of the walk up to the building. It stands to reason that you want to keep your windows clean, but it's also an easy task to forget. If you haven't cleaned your facility's windows yet this year, now is the time to do it. You'll want to make sure they're in good shape before winter weather sets in, so here are some tips to help you make your buildings' windows pristine:

1. Clean entryway windows more often than other windows.

Entry windows are the most visible to your guests. As a rule, commercial windows should be washed at least once a year. For entry windows, however, you'll probably want to do it at least once a week.

2. Know the best window-cleaning time for your climate and facility type.

Your windows may need to be washed more or less often depending on where your building is located and the purpose it serves. In cold climates, it's best to wash in late spring and early fall. This will let you wash off accumulations of pollen, and make sure that you aren't applying soap and water to freezing cold windows. In some cases, the temperature difference between warm water and cold windows can cause glass to crack.

In warm climates, it may be better to wash windows at least quarterly, if not monthly. Your specific type of facility can impact your washing schedule, as well. Office buildings should have their windows washed at least once or twice a year. Retail stores and other high-traffic buildings should be washed every two to eight weeks or so since they receive more guests. Your building's location can also impact its window-washing schedule. Buildings located near busy roads may need more frequent washing to combat the powdery gray stains of automotive pollution.

3. Use a simple window-cleaning solution.

Cleaning windows shouldn't be complicated. It doesn't require a lot of chemistry, either. All you need is some distilled water and a very tiny bit of dish soap. The dish soap will cut through grease (like fingerprints), while using distilled water will prevent spots and streaks caused by minerals in tap water. Some ethanol or isopropanol will help the solution dry faster. If your windows have water spots caused by sprinkler systems, a bit of vinegar added to the washing solution will help dissolve them. For best results, try redirecting sprinklers so they don't spray your windows.

4. Invest in a high-quality squeegee.

A lot of people assume that window streaks are caused by their cleaning solution but getting a streak-free clean has much more to do with what tools you use. Use a quality squeegee to remove all of the cleaning solutions, and you'll never have to worry about streaks.

5. Wait for a cloudy day.

In addition to a good squeegee, the right weather is your best ally when it comes to getting a streak-free shine. On a sunny day, your window washing solution may dry before it can be completely squeegeed off, leaving streaks and spots. Wait for a cloudier, more humid day so that this doesn't happen, especially if you have a lot of south-facing windows. (If you find that your solution takes too long to dry in humid weather, add a little extra alcohol to help it evaporate faster.)

6. Use washing day as an opportunity for a window inspection.

While washing windows, take a moment to look at the glass, frame, and seals. Make a note of any damage that you see, and schedule a repair promptly. Chips and cracks don't just reduce the appeal of your building, they also tend to spread. More severe cracks can let rainwater in, which can damage walls and encourage mold growth. Keep an eye on drafts, as well. If you have a drafty window here and there, you can probably use a quick fix for the time being.

If several of your windows are drafty, it's highly likely that your windows are aging out. It may be time to call a professional to have them replaced with more efficient, modern windows. Cloudy or scratched glass, warped frames, shrunken seals or gaskets, and increasing difficulty with finding replacement parts also indicate that it might be time for a replacement. Your windows contribute a lot to the way guests perceive your facility, as well as how good your employees and tenants feel when they're in it.

Buildings with clean windows that are in good repair are safer, healthier, and better at improving morale. With these tips, you can ensure that your facility's windows get a spotless, streak-free clean every time you wash them.

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The U.S. is facing an aging population. This means that a significant number of people are going to be in need of healthcare in the near future to help them manage age-related conditions. That's not all, either -- all around the world, the healthcare facility management market is expected to continue to grow for a wide range of reasons. What does this mean for the future of healthcare facility managers?

Factors Driving the Growth of Healthcare Facilities Management

In addition to the developed nations facing an aging populace in need of care, healthcare facilities management is being boosted by outsourcing. The healthcare industry is hiring facility managers to take care of things, and that's propelling growth in this sector. The high cost of medical care in countries like the U.S. is also increasing medical tourism, which has destination countries scrambling to meet this increased demand.

Not only must they find a way to take care of their own population, but they now also have to provide care for tourists seeking medical procedures. In addition to medical tourism, chronic disease is on the rise, which means more people are in need of specialized, long-term care. All told, the global healthcare facilities management industry is expected to grow to over $513 billion by 2028.

Challenges Facing Healthcare Facility Managers

Of course, all this growth doesn't come without a cost. There are some significant challenges that facility managers in the healthcare sector will face, including:

1. Supply chain issues.

If you thought global supply chain problems were a thing of the past, think again. These are going to continue to pose a challenge to facility managers in general, but those who manage healthcare facilities may be hit even harder. One of the factors driving the growth of this industry is an increased investment in sanitization and hygiene, which also increases the demand for items like disinfectants. If you remember what that was like at the beginning of the pandemic, you can probably imagine how the growth of the healthcare facility management industry can stress an already-burdened supply chain.

2. Company restructuring and acquisitions.

In the past few years, many local healthcare networks have been acquired by larger ones. As a result, big conglomerates are displacing smaller companies. Healthcare facility managers may find fewer hospitals in their portfolios, but an increase in small clinics and emergency facilities. Each of these has its own specific needs and assets, which means that facility managers are going to have a lot more to keep track of.

3. An uptick in nosocomial infections.

Nosocomial infections are those that are acquired from or in a hospital. As healthcare improves, infections related to treatment dropping. Unfortunately, the number of healthcare-associated infections tied to the care setting is actually increasing. This means that healthcare facility managers don't just have to keep track of assets, inventory, and utilities -- they also have to stay on top of all of the factors that can contribute to these infections. This can range from upgrading HVAC systems with items like UV-C duct light, to replacing old room decor with easy-to-sanitize furnishings.

4. A drop in experienced managers.

The general U.S. population isn't the only one that's aging. About 40% of facility management professionals are slated to retire within the next decade, which is a huge blow to the industry's talent pool. Facility management software platforms can help newer talent by recording and analyzing data, freeing them up to focus on high-priority tasks. This can also keep assets and data organized, which will greatly simplify the transition from experienced managers to newer ones.

5. Outdated and inefficient compliance procedures.

Compliance can often feel like a lot of unnecessary work, but it's important. Unfortunately, if it's too complicated and time-consuming, two things can happen: It'll either take you away from more important things, or it'll get sidelined and forgotten about. While more and more facilities are modernizing and automating, this isn't true for everyone. Some places still require manual compliance procedures, and ensuring compliance is vitally important in an industry where patients' lives can hang in the balance.

For healthcare facility managers that already have a lot on their plates, complicated compliance measures can be a big stumbling block. This is another area where automation can help. Growth comes with growing pains. The same factors that are driving the expansion of the healthcare facilities management field are also creating challenges within it. As small healthcare networks get rolled into larger ones and supply chains continue to struggle, facility managers will also run up against retiring talent, outdated compliance procedures, and an increase in healthcare-associated infections. While everyone is likely to feel the pinch from these issues, an agile, local supply chain and judicious automation can help facility managers overcome them.

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There's always some area that facility managers can improve, even when things are going well. Some try to do this by micro-managing or refusing to delegate lower-priority tasks, but this isn't really the best way to do it. Instead, try one of these six tips:

1. Examine your waste management procedures.

Have you performed a waste audit recently? Recycling and trash removal are unique to every facility, and even every department within an individual building. They should never be treated as one-size-fits-all or set-it-and-forget-it solutions. If it's been a while since you took a look at the trash generated by your facility and assessed it against your waste management contract, there's no time like the present. Examine what kind of trash each area of your facility generates, and how much. How much of it is recyclable? Is any of it potentially repurposable within your own operation, like waste paper and food scraps? Does your current waste management contract cover your needs, or are you paying for more than you need? Streamlining your waste and recycling management can save you money, keep your facility cleaner, and help make your operations more sustainable.

2. See what you can automate.

Automation provides multiple potential benefits. It can make it easier to collect data on asset performance, allows workers or tenants to report on maintenance needs, and makes it easier to track inventory. If you aren't using facility management software, now is a good time to do so. Some types of automation, like motion-sensing lights and smart HVAC technology, can also make your operation more sustainable and less expensive to run. They can help you trim power costs and alert you when it's time to perform regular maintenance.

3. Implement a preventative or predictive maintenance program.

If things are running smoothly in your facility right now, it means that you're not scrambling around trying to put out metaphorical fires. This gives you a chance to up your asset maintenance game. For one, times like these let you easily see patterns of usage -- you can discern peak hours from slow hours and figure out when it's best to take assets offline. This is key for setting up a good preventative maintenance program that won't cause major disruptions to your facility's operations. This is also a good time to look into predictive maintenance. If you're taking the opportunity to automate some of your operations or implement facility management software, you can use the data they gather to assess asset performance over time and establish when it's necessary to perform maintenance to prevent breakdowns and undue downtime.

4. Seek out some much-needed upgrades.

If your assets have been underperforming, needing more maintenance than usual, or showing other signs of age, now is a good time to look for newer, more efficient models. A lot of older appliances, for example, are much less energy efficient than newer models. This means that, while a new model will cost some money at the outset, it can end up paying for itself in reduced repair and power costs. Even if you don't need to upgrade your equipment, now might be a good time to look into renewable power solutions for your facility, or just find ways you can update basic systems like lighting. Swapping some old lightbulbs for LEDs will save you both time and money since they use a fraction of the electricity of incandescents and last 50 to 100 times longer.

5. See what fits, and what doesn't.

Since every facility is unique, it's highly possible that there might be some aspects of your workflow that aren't a perfect fit for your operation. Now is the time to determine your facility's top priorities and customize your workflow to help you achieve them. A hospital won't have the same goals as a concert venue, and its operations shouldn't look the same either. Just like with waste management, take this opportunity to audit different areas of your facility and make sure that what you have in place is actually meeting your needs.

6. Communicate with employees.

How up-to-date is your employees' knowledge? How well do they know how to respond to things like unexpected downtime, or natural disasters? This is a good time to take a look at items like your emergency preparedness procedures and ensure that everyone is fully trained on how to execute them. If you've recently made any upgrades to your equipment, don't assume that your employees know the ins and outs of its use and maintenance already. Well-trained employees are more confident and efficient. They'll not only perform better, they'll also need your input and assistance less often, freeing you up to handle high-priority tasks. Facility management doesn't leave a lot of time for managers to rest on their laurels. As your facility's needs evolve, its assets age and employees come and go, there are always ways to help keep things running as well as they possibly can.

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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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Managing a facility means managing everything that comes out of that facility. Unfortunately, waste management can create some significant challenges -- especially in terms of sustainability. Putting a solid, robust plan in place will cost some money up front, but can more than pay for itself over time. Here are six tips for getting your Long Island facility's waste management plan up and running:

1. Perform a waste audit.

The first step to setting up any kind of solution -- whether it's waste management, energy efficiency, or anything else -- is an audit. This will help you determine how much waste each area of your facility produces, and what kind of waste that is. An office area, for example, is most likely to produce a lot of paper and cardboard. A cafeteria, on the other hand, will mostly be food and plastic waste. Without a thorough waste audit, you have no way of knowing what your waste management needs really are.

2. Avoid a "one size fits all" solution.

You could set up a bunch of generic bins with black bags, but then all of your glass, aluminum, paper, and food waste will end up going to the same place. You'll either have to pay to have all of that hauled away to a landfill, or your employees will have to take the time to separate it by hand for recycling or composting. A waste audit can tell you what waste comes from where, so you can strategically place specific receptacles for regular trash, paper recycling, and so forth.

3. Re-read your sanitation contract.

After performing a waste audit, take a look at your waste pickup contract. Does it meet your needs? Are you paying for a service you aren't using, or is there another way you could help reduce your costs? If you have a large dumpster that's only half full every time the sanitation workers come by to empty it, it's worth downsizing. If your dumpster is always overflowing and attracting insects and rodents, size up. In some cases, the cost of recycling may be cheaper than the cost of emptying a big dumpster every week. In that situation, it pays to separate recycling from garbage. Your facility will operate more sustainably and save money at the same time.

4. Determine what you can use in-house.

One person's waste is another person's treasure. Just because you're ready to throw something away doesn't mean that it can't be given new life elsewhere. Stacks of old single-sided printouts can be cut in half and used as notepads, extending their use before they need to be recycled. Shipping boxes may be used for storage. If your facility can handle composting, you can turn food scraps into free fertilizer for landscaping. Look at the trash generated by your operation, and see what can be repurposed in-house before being recycled or discarded.

5. Set goals, and incentivize meeting them.

It's not enough to put a waste management program in place and then walk away. You have to keep tabs on things. Your facility's waste generation is in constant flux. The ultimate goal should be to reduce (or even eliminate) how much trash goes to a landfill. Measure your facility's garbage and recycling output, and set goals to reduce your garbage. Create incentives for employees or tenants to help reduce trash output in their specific departments and come up with innovative ideas to help the facility meet its goals.

6. Make it as easy as possible for people to get right.

The best waste management program in the world won't work if people won't comply. Make it easy for employees and guests to do the right thing. Clearly mark bins with ADA-compliant signage, graphics, and color-coding. Place them in spots that are intuitive and convenient to users. Most people's first priority is getting rid of their trash. If a recycling bin is too far away, or not clearly labeled, they're much more likely to use a regular garbage bin. If a garbage bin isn't in plain sight, they may resort to using a planter, or just leaving trash behind. Fun fact: Walt Disney determined where to put the trash cans in Disney World by eating a hotdog. He ate it while walking and placed a trash can where he finished. That ensured that no guest would ever be too far away from a waste bin. You don't need to scarf hotdog after hotdog to figure out where to put your bins, but it helps to think about waste management from the user's perspective. Waste management isn't glamorous, but it's crucial. Without a thorough waste audit, you have no way of knowing your facility's needs. Once you can see what kind of waste you're creating, and how much, you can double-check your disposal contract, set up strategies for recycling and composting, and begin meeting sustainability goals.

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Portable air conditioners are usually regarded as a residential need or something to be used only in emergencies. In truth, there are plenty of situations where facility managers might want to use a portable cooling solution. These air conditioning units are just like regular ones, in that they release cool air and exhaust heat. Most of them employ an evaporator and a condenser and have a duct to release heat into an unused area, drop ceiling, or outdoors through a window. Some models are air-cooled, while others are water-cooled. Water-cooled units require a source of water and a place to drain it away after use. While setting up and figuring out how to vent heat from a portable AC may sound challenging, there are several situations where these cooling solutions can be extremely useful:

For Emergencies

Just to get this one out of the way -- emergencies often mean no HVAC. This could be because a facility management program has chosen to divert electricity to more crucial functions, because of a blackout, or simply because of a breakdown that necessitates emergency repairs. Either way, having a portable air conditioning unit can be a literal lifesaver for facilities like hospitals or schools, and vitally important for data centers. Anywhere where climate control is a priority should have a portable AC unit to cover emergencies.

For Specialty Equipment

Some equipment, like servers, computer labs, or diagnostic imaging machines, can generate a lot of heat. Unfortunately, this kind of technology will also malfunction if things get too hot. HVAC alone often isn't enough to keep everything at the optimal temperature, but portable AC can be a very helpful way to offer some supplemental cooling that's targeted to the rooms that need it. This will keep equipment safe and running well, and make sure you aren't wasting energy on cooling other rooms more than necessary.

For Special Inventory

Say your facility is involved in manufacturing, and your inventory needs to be kept below a certain temperature. Goods like soaps, candles, and some raw materials, for example, don't require refrigeration -- but their quality does suffer if they get too hot. Portable AC can help keep stock rooms cool, protecting inventory. They also cost far less than refrigeration or cooling the entirety of the facility.

For Regular Maintenance

If you're engaging in predictive or preventative maintenance, you're already ahead of the game by only taking down your HVAC system when demand is likely to be low. Low demand doesn't mean zero, however -- you're still likely to have at least a few areas that need to be kept cool. Rolling in a portable air conditioner can cover these until the primary HVAC unit is back online.

For Special Events

If your facility is holding an event or meeting in an outdoor tent, or any area not typically covered by the HVAC system, then a portable AC unit can keep the attendees safe and comfortable. Roll it in for the duration of the event, then maintain it and pack it away again afterward.

For Worker Safety

Some industries require workers to be around hot machinery, or in confined spaces that are difficult to ventilate well. These conditions likely don't extend to the rest of the facility, so it doesn't make sense to use the regular HVAC in order to cool these areas sufficiently. Instead, a portable air conditioner can provide supplemental cooling to keep workers safe while they do their jobs. This is also a great solution for machinery or rooms that aren't used consistently. A portable HVAC unit can cool them as needed while having no impact on the safety or comfort of the rest of the occupants of the building.

For Temporary Areas

During the height of the pandemic, a lot of industrial facilities re-worked themselves to produce masks, other protective equipment, and ventilator parts. This often meant moving machinery and personnel around, or even using temporary structures or re-purposing rooms. While these measures weren't intended to be permanent, they were going to last long enough for cooling to be an issue. Portable air conditioning is the perfect solution for situations like these, where you need some form of climate control but it doesn't make sense to build in ductwork and set up an HVAC unit. Portable air conditioners are just what they say they are -- they're portable, and they cool. As long as you have power and a way to vent excess heat from the unit, you can use them. Even if your facility doesn't need one on a daily basis, it's a good idea to have at least one in your inventory. They can protect your workers and valuable equipment during emergencies, and help you out during any other contingencies that arise.

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Have you been tossing around the idea of investing in a building management system (BMS)? If you'd like to reduce energy waste, cut costs, and help things run more smoothly and efficiently, it may seem like the perfect solution. Strangely, the overwhelming majority of facilities haven't yet gotten on board with this technology. What can a BMS do for you, and is it the right option for your facility?

What is a building management system?

The term "building management system" is often used synonymously with "building automation system," and for good reason. At its heart, this is a computer program that handles systems like HVAC, security, and lighting. This can be as simple as setting a schedule for turning lights and climate control on at the beginning of the day, or as complex as monitoring the systems' performance, anticipating occupant needs, and adjusting accordingly.

Why should a facility invest in a BMS?

Though these automated management systems can be expensive to deploy, they can also be a wise investment if:

1. You're concerned about fire safety.

Some building management systems can take care of fire suppression by using a Very Early Smoke Detection Apparatus. Once it detects a potential fire, it sounds alarms and alerts employees. This can keep small fires from turning into bigger conflagrations and ensure that all occupants are able to get out safely. For facilities that hold very flammable or potentially explosive material, like the oxygen tanks in hospitals or solvents in factories, this technology could be invaluable.

2. You're suffering from "data overload."

A good BMS linked with analytic software can give you a useful collection of data with actionable suggestions for making things more efficient. It helps prevent information overload and choice fatigue and can make it much easier to appropriately and effectively prioritize maintenance tasks. You may also be able to customize the reports you receive, so you focus on the highest priority needs first. These can help uncover trends in power usage and asset maintenance, and provide valuable information to stakeholders and lessees.

3. You want to maximize your facility's uptime.

Facilities live and die by their uptime. If yours isn't operational, it isn't earning money and covering its expenses. If a crucial system goes down, it can take the entire facility down with it. A BMS provides data that can help you perform predictive maintenance, scheduling needed downtime for when it's least disruptive to building operations. It can also shift power needs to backup generators in an emergency, minimizing disruptions.

4. You want to get the most out of your assets.

When machinery experiences a breakdown, this shortens its lifespan. Preventative or predictive maintenance, which involves deliberately taking assets offline in order to correct problems before they start, helps keep them running better and longer. This is another way that a BMS can help save you money: In addition to saving electricity and improving uptime, it also helps critical assets last longer before they need to be replaced.

5. You're having a hard time managing your Internet of Things ecosystem.

A lot of devices with internet connectivity can generate their own reports and provide limited automation and analytics. With a BMS, it becomes easier to get these devices to communicate and cooperate with each other. This means that you can potentially use a BMS to allow your electrical system to trigger power-saving settings in other critical assets in the event of an emergency, or even let your fire detection system automatically unlock exterior doors and switch elevators and escalators to evacuation mode. A BMS can streamline the often difficult process of getting independent systems to work together.

6. You have a broad portfolio and need to be able to manage things remotely.

Since building management systems can collect data and compile it into easy-to-understand reports, managers can keep an eye on things from anywhere. If there's a critical system failure, they'll receive an alert to return to the site to fix it. Otherwise, most adjustments can be made remotely through the interface or handled entirely by automation.

7. You want to save money.

In addition to helping your facility reduce the cost of maintenance, downtime, and asset replacement, building management systems are often lauded for their ability to trim utility bills. By turning on HVAC and lighting systems only when they're needed, for example, a BMS can cut down on wasted power. Since it can also provide analytics that help managers anticipate trends in building operations, it makes it easier to avoid being surprised by unexpected costs. If you want to cut costs and improve your facility's efficiency, a building management system can help you find safe, effective, helpful ways to do it. A building management system can be an expensive investment, but it may also be a smart one. If your facility currently has uptime, analytics, interoperability, or even safety issues that would benefit from automation, then a BMS may be worth considering. After the initial expense to deploy it, you may find that it more than pays for itself.

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Water is the enemy of any building. The entire purpose of a building is to protect the contents and occupants from rain, heat, and cold. When heavy spring rains hit, they can create a long list of problems -- including flooding, infestations, mold, and more. Here are seven tips to help you keep your property safe and dry, no matter how much rain comes down this spring.

1. Schedule a roof inspection.

No matter what kind of roof your facility has, it can be damaged by high winds, extreme temperatures, heavy Long Island snows, and debris. An inspection can help you pinpoint areas where roofing materials have broken, shrunk, loosened, or otherwise degraded. Even if you haven't developed a leak yet, small, damaged spots can allow water to infiltrate over time. This will result in more damage later on, which will be increasingly complicated and expensive to fix. All of this is especially important if your building has a flat roof. Flat roofs are more subject to leaks. Pay particular attention to any areas where pipes or wiring pass through, as these are naturally more vulnerable.

2. Check gutters and downspouts.

Gutters and downspouts are what catch runoff and direct it away from your building. Everyone knows that they can't do this if they're clogged, but clogs aren't the only thing that can make a gutter not do its job. Gutters that are at the wrong angle won't work effectively, and downspouts that are too short or positioned incorrectly can end up sending rainwater right into your foundation. Keep an eye out not only for clogs, but for loose and badly-positioned gutters and downspouts. If your building has weep holes, include these in your inspection. Many facilities perform landscaping duties in early spring, including refreshing mulch. It's very easy for mulch to get tossed in front of weep holes, blocking them and keeping them from letting the building drain and breathe as it needs to. Know where they are and make sure they stay clear.

3. Trim any overhanging trees.

As part of your spring landscaping, make sure to trim any overhanging trees or other foliage that's in danger of blowing onto your roof or gutter system. Branches can damage roofs, and leaves and twigs can block gutters. Heavy runoff from large trees can also direct water where you don't want it to go. Keep them neatly trimmed, for their own health and the health of your building.

4. Clear your drains.

After roofs, gutters, and downspouts, storm drains are your next defense against rainwater. Your roof lets rain run into the gutter, which moves it to the downspout, which carries it away from your building's foundation. Ideally, the rainwater would then drain away into a nearby storm drain. If that drain is blocked by leaves, debris, or trash, that water is going to sit there and potentially cause a flood. Make sure that these drains are kept clear and able to do their jobs effectively.

5. Inspect your parking lot.

Cold New York winters often alternate with sunny days, which means that snow and ice get ample opportunity to freeze, melt, and refreeze. This wreaks havoc on parking lots as snowmelt works its way down into tiny cracks and chips in the pavement, then freezes and expands as ice causing some real damage. Tiny cracks widen and lengthen, and chunks of pavement can even work loose and create potholes. While it might not seem like it at first, this is a major problem when heavy spring rains hit. If a parking lot or other paved surface is damaged, it can divert rain away from storm drains and let it collect elsewhere. Potholes and cracks don't just make parking lots uncomfortable and unsafe; they can increase the risk of water damage to other parts of your property.

6. Keep an eye out for any holes or other areas of ingress.

As water rises, rats, insects, and other vermin start seeking dry areas. That means that heavy rains can increase the risk of an infestation of vermin. Don't wait for them to show up in order to take care of the problem -- be proactive by looking for and sealing up any gaps or holes that could let them in.

7. Be ready for an emergency.

If heavy rains hit, you need to be prepared. Have a list of qualified repair crews who can take care of any damage to roofs, windows, or other parts of your building. Have wet-dry vacs, fans, and other supplies for handling floods. Sandbags are another helpful tool for directing water away from your buildings. Water infiltration and damage worsen over time, so having these things ready to go will help minimize the cost and disruption to your facility. Rain is a pain to deal with. Once it's found its way into your building, the problem tends to just get worse instead of better. Stay on top of maintenance tasks for your roof, gutters, landscaping, storm drains, and any other areas that help keep your buildings safe and dry.

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