June 1, 2022

4.8 mins read

10 Key Performance Indicators for Facility Managers

Key performance indicators, or KPIs, extend from current business goals. Sets of data are used to provide facility managers with important information on the current state of the facilities they manage and give clear indications of their success or failures. They help facility managers identify problem areas before it’s too late to correct them. Facility Managers that use KPIs can considerably increase productivity and improve facility operations. Interested in how other facilities track KPIs? Here are some key indicators:

Facility Managers: Work Order Response Time

If a particular component at a workplace is not functioning correctly, a work order has been given to the technician along with an allotted time to fix the issue. If the issue is not fixed within that time, it will lead to delays in work and cause significant inconvenience to the staff and employees of the workplace. Similarly, if the work order and response time have an immense gap, it needs to be recorded. The KPIs have the data and cause of these gaps, leveraging which facility managers can take proactive measures to bridge those gaps and eliminate the delays and inconveniences.

Planned Maintenance Vs Reactive Maintenance

Planned maintenance can minimize damage and repair costs, helping companies save money. Reactive maintenance can be hard to budget for and result in having to cancel other budgeted projects. Scheduled maintenance is basically a timely check of every organization’s technical, plumbing, and housekeeping areas. Also, the exterior areas of the office, including the lawn, landscaping, parking lots, etc., need equal maintenance to minimize damage. This will substantially reduce the repair costs, which can be measured by the KPIs. If the model of planned maintenance has resulted in a positive output, it can be continued or modified as per the requirement. If your reactive maintenance gets over a certain threshold, you should look at your planned maintenance as it might not be adequately planned, or being done in a timely fashion.

Equipment Maintenance

If your offices have machines, tools and equipment being used regularly, they need to be checked and maintained timely. Plus, facility managers need to check whether machines and tools need to be replaced or not. Otherwise, a damaged machine can increase the chances of accidents and affect the quality of work as well. Using KPIs, facility managers can track the number of times the machines have broken down and required repairs in a month/year. This helps them schedule equipment maintenance and reduces the breakdown numbers while saving costs.

Energy-saving Plan

KPIs help facility managers significantly by measuring the expenses on energy usage. They provide energy data, including the units per production, and energy created on-site and purchased per month. This reveals to facility managers how much they have achieved their sustainable goals. If the results are good, you can reinforce the same plan. On the contrary, if you get excessive bills, you need to set a sustainable goal and measure its success through the KPIs.

Number of Complaints Per Year

Knowing and monitoring the number of complaints as well as the risk associated with each will identify unsafe work conditions and under-performed or under-budgeted maintenance. This KPI can be a big driver for budgeting maintenance as well as an indication of performance by your service partners.

Gross Facilities Management Costs Per Square Foot

This measure will vary by industry, but can be tracked over time to see trends for your facility. An upward trend may indicate the need for streamlining processes or increased budget.

Maintenance Costs Per Square Foot

As with facility management costs per square foot, maintenance costs per square foot will provide important information of where your budget should sit. Tracking these costs over time will also indicate if your processes are efficient or need improvement. An increase may warrant a look into the health of your assets. Is it time to replace or maintain? It’s also important to track these costs over time and consider maintenance or replacements that may occur every three, five or ten years.

Operations Costs Per Square Foot

Facility managers track operations per square foot to get an idea of how well their equipment is maintained, and how efficiently it is used. If operating costs are increasing over time, there may be issues with the maintenance, or it may warrant a look at investing into a more efficient version of the equipment. A consistent KPI will indicate an efficient maintenance program.

Utility Costs Per Square Foot

Utility costs per square foot are an indication of the efficiency of equipment needed to keep your facility running. An increased utility cost could indicate failing or inefficient equipment. A cost analysis may prove that it’s time to invest in more efficient equipment, from high-efficiency bulbs to heating and cooling systems or automation.

Cleaning Costs Per Square Foot

A clean facility is critical to facility longevity and client/customer satisfaction and in some cases, safety. An increase in cleaning costs per square foot can indicate a bigger issue at hand. Broken, leaky or worn facilities can require more cleaning. Workplace culture may also affect this KPI, especially if people are wasteful or have poor daily habits. A decrease in costs could mean there are less frequent or severe messes, but be aware, as it could also indicate a slip in quality. A change in KPI, either way, should warrant an investigation.

KPIs make work easier for facility managers as their data reveals whether the plan for the facility is in the right direction and beneficial for the company. Based on this data, facility managers can level up their services. For top-level property maintenance, contact GRM Inc. We provide efficient facility maintenance service by leveraging the best technologies and innovation. Let’s connect now.

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