Facility Management KPIs Every Team Should Track

With regards to facility information, the proof is usually in the pudding. Displaying the true worth of one’s team begins with gathering and examining the amounts – because if you can’t gauge it, it may’t end up being managed by you.

Did you know tracking, every year measuring and reviewing your targets can help prove the fantastic work your team accomplishes? Key functionality indicators (KPIs) might help your facilities group accomplish the next:

  • Prove efficiencies and efficiency
  • Identify regions of enhancement
  • Justify methods and costs
  • Argue for additional headcount
  • and funding
    a lot more appreciation from leadership

  • Gain

Since you can find a wide variety of metrics and KPIs it is possible to track, you may be wondering the place to start. We’ve written this short article to help your group brainstorm, this season and beyond initiate and accomplish your most significant goals.

Common KPIs to Monitor in Facility Administration

A key overall performance indicator (KPI) is really a kind of measurement that groups can use to monitor their improvement toward strategic goals. They’re specifically designed to provide important insights into day-to-day functions and help teams know how they are executing with regards to their targets. 

Probably the most successful companies make data-driven choices that drive outcomes that impact the achievement of the complete organization. Have a look at our curated set of best KPIs we suggest monitoring this season and beyond:

1.) “Planned” vs. “Reactive” Upkeep 

Objective: To comprehend how to enhance your team’s proactivity with servicing tasks.

In case you are like most groups, you’re probably still fairly reactive with regards to maintenance. Confidence us, there’s zero judgement here – you alone aren’t! Our recent Condition of Facility Management record proved that just 18% of respondents sensed strongly that their groups were even more proactive than reactive. Once you discover your ratio, it’s good to after that drill down to find where those reactive function orders are via.

Is really a particular building inside your portfolio that’s having issues there? This could be an indicator of poor circumstances that require funding. Is there a secured asset (or set of resources) that causes plenty of function orders? Try establishing new or more regular preventive upkeep schedules .

2.) Work Order Resolution Time

Goal: To find out how long it requires your team to perform a work order from creation to close.

Can be your team slow to react to work orders? When problems arise, your company and occupants depend on one to fix issues and effectively quickly. When service requests take weeks or days to handle, you might find yourself needing to slay the “angry occupant” dragon 🐉. Not forgetting, slow work order response times could hurt your current revenue increase and goals operating expenses.

So, how will you enhance your work order response time? Begin by setting clear benchmarks and prioritizing work orders. This type of KPI needs to maintain the context of just how many work orders each technician or manager must manage. forget to track self-identified work orders vs Don’t. service requests. This may be your ticket to requesting yet another headcount if needed.

3.) Occupant Satisfaction Rates

Goal: To recognize where improvements could be made regarding occupant comfort, health and safety.

The spaces in your building have an excellent effect on occupant mood and satisfaction . Buildings which are clean, functional and comfortable could keep people more engaged and focused. Your facilities team might help you enhance the occupant experience in your building should they have the proper KPI data.

Begin by taking surveys after work orders are completed. Ask the next: Was the work done right? Was it completed regularly? Was the technician helpful and friendly? How could the knowledge be improved in the foreseeable future? The answers might provide you with a fresh perspective on team expectations and performance. 

Be sure to conduct a yearly survey aswell. This will assist you to keep a pulse on your own occupants’ needs and expectations. For instance, ask: Is there building improvements you want to see? How do our facilities team serve your preferences better? That is important in age COVID-19 especially, occupant and sanitation safety! Note any improvements manufactured in your goal-tracking process.

4.) Deferred Maintenance Backlog

Goal: To audit maintenance tasks which are on hold because of budget restrictions, insufficient time or inaccessibility to parts.

Facilities are costly to keep and operate. While this shouldn’t come as a shock, the dirty little secret of maintaining facilities is that always there is not enough budget to cover every one of the maintenance and repairs which come up in confirmed year. These maintenance tasks that can not be completed are what we call “deferred maintenance.”

While there may be a “healthy” degree of deferred maintenance , most organizations are well past this known level. Because of this KPI, we suggest considering methods to better spend M&Capital and o budgets. Occupant surveys can point you in the proper direction also. Track deferred maintenance tasks, asset conditions, and severity of failure to assist you prioritize.

5.) Maintenance Cost vs. Budget

Goal: To comprehend if your team is on the right track going to or exceed budgeting goals.

During budgeting season, funds are distributed predicated on immediate needs rather than departmental results often. If facility leaders don’t learn how to communicate data with their organization, it is possible to become overlooked with regards to funds for projected needs quickly.

this year

To obtain the dollars you will need in your budget, you’ll need the info to back up your request. That’s where KPIs might help. Your findings might help you communicate your department’s data-backed results and the long-term impact the required funds will bring your company. If you discover you’re not on the right track to meet your targets, it’s important to find out why. Find methods to be flexible and proactive with budget planning of scrambling around at the final minute instead.

Prepared to choose your KPIs? Follow these suggestions. 

When picking which KPIs to track inside your facilities department, consider what you want to escape your experience. Every organization and facility differs, which explains why it’s smart to consider what information points you or senior leadership would like to know.

Feeling overwhelmed? Don’t be; start small. tracking a couple of KPIs is preferable to nothing Even. You’ll already be prior to the 24% of respondents to your State of Facility Management report who say they don’t track some thing. We suggest following SMARTER approach to assist you break down your targets into smaller, more achievable steps.

Tracking YOUR TARGETS is a lot Easier with the proper Software Tools

Can be your facility management software letting you track your KPIs? Or even, you’re passing up on important data that will help you achieve your most significant goals. AkitaBox has helped a large number of people gain deeper insight to their teams performance with real-time maintenance data and track their KPIs across their entire building portfolio. It doesn’t get easier than that!

We’re for you personally here. This season and we’ll use you to make it work tell us how you’d prefer to improve. Begin by downloading our KPI Planning Worksheet, or leave a comment below with any questions we are able to answer. You’ve got this! 

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