Business cannot run properly when its facilities and physical assets are not in working order. Beyond that, however, a well-run FM programme can be a key factor in facilitating productivity for individual employees on a daily basis in the workplace. In order to ensure improved productivity within the company, the facility management professional should be responsible for these operations by using maintenance information and daily operations reports to identify the best solution to any problems that may ultimately have a negative impact on productivity in the workplace.
From broken computers to burst pipes, there are plenty of facility-related issues, errors and accidents that can bring productivity to a grinding halt for any number of employees in an office. When there isn’t a proper reporting system or chain of command for dealing with facilities-related issues, productivity is derailed not only for the employees directly affected by the issues but also for many of their colleagues, subordinates, counterparts and managers. Even simple problems like a broken desk chair that won’t be replaced for two weeks due to bureaucratic slowdowns can have a ripple effect throughout the office.
One of the most important things for employees to effectively do their work is to have the right technology – if employees are struggling with slow programmes, or ineffective systems they won’t be productive. This is not only due to technical barriers slowing them down but also because they will become bored, frustrated and impatient. Good facilities management means you will have employed the right technologies for your business – from the most up to date computers to the latest systems and programmes for your industry. Effective, state of the art technology is well worth the investment and ensuring you use the most up to date systems will help excite employees and encourage them to continue doing their best work.
Keeping a clean and hygienic workplace is also essential to employee productivity, motivation and health. Employees don’t want to work in an unclean workplace – not only is it distracting but it is also damaging to their motivation – if their workplace can’t be kept clean they aren’t going to perform their best for their employer. From things as simple as emptying the bins – hygiene is key. Good facilities management will help to ensure scheduled cleans go ahead as well as options to add sanitising stations and signs to remind other employees to make their hygiene a priority also – especially in the current climate hygiene is incredibly important so reminders to wash and/or sanitise hands regularly is key.
Here are some other productivity blockers that can easily be avoided…
Review the positioning and numbers of printers, copiers and faxes. Most equipment is now intelligent enough to allow scrutiny of usage data. Are some machines attracting heavier traffic leading to queuing?
If user data is accessible try plotting the machines footprint on your CAD layout. Could the footprint be reduced by relocation thus optimising the users time?
How many productive hours are being lost due to workplace related accidents? Can you increase your safety training and awareness activities?
Are your DSE workstation assessments thorough enough? The most likely area of productivity impact is discomfort through poor light or glare, excessive heat or cold, too much air movement, distracting noise, uncomfortable or unsuitable furniture etc.
Is your maintenance regime bringing work to a standstill? The additional cost of rescheduling work out of hours may be outweighed by the productivity impact. Consider shifting to reactive or condition-based maintenance instead of a planned prevention programme
Are you losing productive time because of power failures or loss of building services? The overall cost of failure to the business may far exceed the cost of generators, batteries or new equipment.
Examine the mean time between failure (MTBF) statistics for office equipment and lifts. Is your maintenance regime being effective? Can you improve service reliability?
Are your support service processes efficient from the user’s perspective? How long do they have to wait for a response from your help desk? Can they log faults online and monitor progress in real time? How many forms are required to carry out normal everyday functions?
The perception of insecurity can be highly distracting. Nobody wants to work behind bars but a well-planned and efficient security regime integrating electronic and physical measures can be enormously reassuring.
Are human needs like privacy and social interaction catered for in your workplace design? Everyone needs an element of both. Your office plan should cater for different kinds of work activity and individual variances. Lack of privacy is frequently quoted as a negative factor in poorly designed open plan offices.
What about sick absence? Are your building services spreading infection? Do you have any hygiene problems in your catering set up or facilities?
How much time is wasted travelling between sites? Could video or audio conferencing reduce this, or should you be considering physical relocation of some functions?
On the flipside strategies that can be used to enhance productivity are…
The general aesthetics of the office environment can have a dramatic impact upon the perception of the occupants. Good use of colour, internal planting and the positioning of artwork has been a key feature of award winning projects in recent years. Research by IAC Ltd reports “an increasing recognition of art as an integral part of a motivating and productive working environment, and that more organisations are actively seeking to maximise the benefits of art within the context of their broader business philosophy.”
Improved communication between colleagues, suppliers and customers is one of the most important issues to be considered. The office is the centre of social interaction and the design and provision of better meeting rooms, open spaces and telecommunication facilities demands serious attention.
The stacking plans for the building are equally important. An efficient office layout will take careful note of operational adjacencies to optimise the use of assets and functions in use.
There is now considerable evidence concerning the benefits to be gained from fresh air and natural ventilation. Absenteeism rates have been shown to be reduced by as much as 6% in naturally-ventilated buildings. Productivity gains have also been shown in buildings where there is a greater access to natural daylight (and those, such as in Norway where artificial daylight has been incorporated).
All people respond very positively to recognition of their individuality and self-worth. The facility manager can do much to support such an approach developing bespoke and intelligent service solutions that treat people as individuals and with due respect.
The trend towards greater personal control over an individual’s environment takes this approach one step further and is increasingly being incorporated into “green” building design with significant impact upon the perceived morale of building occupants
The creation of a social community within the workplace can be greatly enhanced by the design and provision of catering, welfare and sporting facilities.
A focus away from “sickness management” and towards “wellness support” must have a positive impact on productivity. Massage services, dietary advice and dental care in the workplace are not just valued benefits but will reduce sick absence and increase staff retention while improving the performance of the human asset itself.
Therefore, the right facilities manager can have a marked direct effect on productivity, and you won’t always find these individuals on LinkedIn or via a conventional recruiter.
Moorcroft have worked with some of the biggest companies in the FM sector. We don’t just want to work with you, we want to understand your culture, your ambition and what kind of people fit your company. How do we do this? Well, we talk to real people and build real relationships. Technology is vital to all our work. However, it is no substitute for picking up the phone. This is what we do and our skill lies in identifying the right people – we pride ourselves on it! We have a proven track record and we strive to work with the best people for each project.
If you have a recruitment requirement, please contact Simon Moorcroft in the first instance.
Email: simon@moorcroftconsulting.com
Website: www.moorcroftconsulting.com
Twitter: @MoorcroftRec
Article references: https://www.fmguru.co.uk/
