11 Facility Management Challenges

Editor’s Note: Some comments from this post have been edited for clarity or brevity. Thank you to our amazing online community for their contributions and their commitment to knowledge sharing.  

Facility management is constantly evolving, presenting numerous facilities management challenges that professionals must navigate. Between increased sustainability demands, cybersecurity challenges and succession planning in the field, there’s always a new puzzle to keep facility management an interesting, dynamic career.

We recently asked our LinkedIn following, “What are the biggest challenges you’re facing as a facility manager currently?” Here are some of their top responses:

1. . "I believe the key challenge we face is striking a delicate balance between sustainability goals and the need to control costs. Facilities Managers are tasked with finding ways to make buildings and facilities more energy-efficient, reduce waste, and minimize the environmental impact of their operations. This may involve implementing renewable energy sources, improving insulation and HVAC systems, and adopting sustainable practices such as waste reduction and recycling. Maintaining a comfortable and functional environment for occupants while also managing limited budgets can be a complex and demanding task, especially in today's increasingly eco-conscious world."

—Cale Burch, Director of Engineering at Holladay Properties

2. “The organization is striving to attain sustainability and secure green certification to attract additional investments. Despite the intent, financial constraints limit the ability to allocate sufficient capital expenditure (CAPEX) towards crucial projects that facilitate the reduction of carbon footprints and contribute significantly to sustainable practices. This presents a challenging scenario to FMs where the aspirations for eco-friendly initiatives intersect with budgetary limitations, making it difficult to undertake the desired sustainability journey.”

—Vikas Phulpagar, Chief Manager Administration at ICICI Lombard

3. “One of my current challenges is prioritizing which projects to invest in when occupancy rates are still relatively low compared to pre-pandemic numbers.”

—Marissa Baccam, Building Manager for Federal Reserve Board

4. “One of the biggest challenges in FM in my 14 years of work is getting upper management to understand the value of CMMS-CAFM. No organization is ready to spend money on any computerized maintenance management system, all they want is an analog set of job.”

—Engr. Stanley Okeroghene, Head of Facilities Management for American Christian Academy

5. “While there is a global push for ESG initiatives, once the low-hanging fruit is completed, companies are having a hard time budgeting or getting approval for big dollar projects despite good ROI due to low occupancy still compared to pre-pandemic numbers, especially in the leased vs owned buildings. HEPA filters, HVAC/BMS systems, CMMS systems are all beneficial but selling them to the decision-makers is no easy task.”

—Robert Pettit, Real Estate Associate Manager at Arrow Electronics

6. “Most stakeholders always want to do your job for you. The trust is not there even when they already know FM is an important sector of their business, they also want to be the professional FM without having the skill sets and experience to be one. This has seriously affected the growth of most business in my environment.”

—Okeowo Ayodeji, Facilities Manager at Trocadero Management Consultancy Limited

7. “One of the biggest challenges I’ve been dealing with since recently is making commercial/brokerage staff consider facility issues when signing leases. I’d name this as reasonable balancing of occupancy KPI vs impact to facility and costs.”

—Timur Khazratkulov, Director of PM & FM at Uzbek-Oman Investment Company

8. “One of the significant challenges that Facility Managers often face is the shortage of qualified employees, especially because of the diverse skill set which is needed.”

—Bartlomiej Dzięgelewski, Senior Partner & Co-owner at LOREDO Real Estate Solutions

9. “Getting key expert suppliers, carrying out necessary repairs & servicing. Resources are scarce & the load is huge! Business continuity & resilience are essential to operate.”

—Ivan Scicluna, Facilities Management Consultant

10. “Getting everyone to love the facilities that we gave most of our effort to care about.”

—Elsie Marie D-Lim Lee, Facilitiies Management at TaskUs

11. “The number 1 challenge is getting the budget approved without deductions and omissions.”

—Georges Fares, MSc, ICIOB, AEE, MEP Operations & Facilities Manager

Operational Challenges

Facilities management is a multifaceted discipline that involves juggling numerous operational challenges, each of which can significantly impact an organization’s efficiency and productivity. One of the primary hurdles facility managers face is managing multiple facilities, often spread across different locations. This requires meticulous coordination with various stakeholders, from maintenance staff to upper management, to ensure smooth operations.

To navigate these complexities, facilities managers can leverage facility management software. These tools are invaluable for streamlining operations, automating workflows, and enhancing communication with stakeholders. For instance, robust facility management software can help in scheduling and tracking maintenance tasks, ensuring that nothing falls through the cracks.

A proactive approach to maintenance is crucial. Implementing a preventive maintenance plan can help facilities managers identify potential issues before they escalate into major problems. Regular inspections and a reliable system for tracking and managing maintenance requests are essential components of this strategy.

Data Management Challenges

In the realm of facilities management, data is king. Facilities managers are tasked with handling a vast array of data, from information about facilities and equipment to detailed records of maintenance activities. However, managing this data can be a daunting challenge, especially if it is not well organized or easily accessible.

Facilities management software offers a solution by centralizing data, automating reporting, and enhancing data analysis capabilities. With all relevant information in one place, facilities managers can quickly access the data they need to make informed decisions. This centralized approach not only improves efficiency but also ensures that data is accurate and up-to-date.

Effective data management is critical for tracking key performance indicators (KPIs) such as maintenance costs, energy consumption, and occupancy rates. By analyzing this data, facilities managers can identify trends and patterns, allowing them to adjust their strategies accordingly. This data-driven approach helps in optimizing operations and making more informed decisions that align with the organization’s goals.

Compliance and Risk Management

Ensuring compliance with laws, regulations, and industry standards is a fundamental responsibility for facilities managers. This includes making sure that facilities are safe and accessible for all occupants and that all necessary permits and licenses are up to date. Non-compliance can lead to significant legal and financial repercussions, making it a critical area of focus.

Facilities management software can be a powerful ally in managing compliance and risk. These tools can track and manage regulatory requirements, helping facilities managers stay on top of compliance issues. They can also identify potential risks and develop strategies to mitigate them, ensuring that the organization remains compliant and operates smoothly.

A proactive approach is essential for effective compliance and risk management. Regular audits and assessments can help identify areas of non-compliance, allowing facilities managers to address these issues promptly. Effective communication with stakeholders, including regulatory agencies and occupants, is also crucial. By keeping all parties informed and engaged, facilities managers can foster a culture of compliance and safety.

Communication and Stakeholder Management

Effective communication and stakeholder management are cornerstones of successful facility management. Facilities managers must interact with a diverse range of stakeholders, including occupants, maintenance staff, and regulatory agencies. Clear and consistent communication is vital to ensure that everyone is on the same page and that facilities management activities run smoothly.

Facilities management software can greatly enhance communication and stakeholder management. These tools can automate communication processes, track interactions, and improve stakeholder engagement. For example, automated notifications can keep stakeholders informed about maintenance schedules, upcoming inspections, and other important updates.

Understanding the needs and expectations of stakeholders is key to effective communication. Facilities managers must listen actively, respond promptly, and provide regular updates on facilities management activities. Managing conflicts and issues that arise is also part of the job, and developing strategies to prevent them in the future is essential for maintaining positive stakeholder relationships.

Staffing and Training Challenges

Having the right staff and ensuring they are well-trained is crucial for effective facility management. This includes hiring skilled maintenance staff and providing ongoing training and development opportunities to keep their skills sharp. However, finding and retaining qualified employees can be a significant challenge.

Facilities management software can assist in managing staffing and training challenges. These tools can track staff training and development, helping facilities managers identify areas where additional training may be needed. By keeping a close eye on staff competencies, facilities managers can ensure that their team is well-equipped to handle the demands of the job.

A proactive approach to staffing and training is essential. Facilities managers must regularly assess the skills and knowledge of their staff and develop plans to address any gaps or deficiencies. Effective communication with staff, along with regular feedback and coaching, can help improve performance and ensure that the team is always operating at its best.

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