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.
A facility manager plays a crucial role in ensuring the efficient operation, maintenance, and management of a building and its infrastructure. The following are the main functions that highlight the diverse responsibilities and facility manager skills essential for successful facilities management:
Facility operations and maintenance activities are core functions of facilities management. Facility managers oversee the daily operations of a building, ensuring that all systems, including HVAC, plumbing, electrical, and mechanical, are functioning efficiently. They implement proactive maintenance strategies to prevent equipment failures and manage building projects such as renovations and upgrades.
Project management is a critical function, involving the planning, execution, and completion of various projects within the facility. This includes coordinating with contractors, managing multiple projects simultaneously, and ensuring that projects are completed on time and within budget. Successful facilities managers use their project management skills to oversee construction, refurbishments, and other significant building projects.
Managing budgets is a key responsibility of a facility manager. This involves planning and allocating resources, monitoring expenses, and implementing cost control measures to ensure financial efficiency. Facility managers must have strong financial acumen to manage budgets effectively, negotiate contracts, and ensure that all operations and projects are financially viable.
Ensuring compliance with government regulations, safety regulations, and industry standards is essential. Facility managers must keep up-to-date with legal requirements and ensure that the facility adheres to all relevant laws and standards. They are responsible for implementing safety measures, conducting regular safety audits, and preparing for emergencies to ensure the safety and well-being of building occupants.
Energy management and environmental stewardship are increasingly important in facilities management. Facility managers focus on improving energy efficiency, reducing energy consumption, and promoting sustainable practices. They implement innovative solutions to minimize the environmental impact of the facility, such as using renewable energy sources and adhering to environmental standards.
Effective team management and leadership skills are essential for supervising facilities staff and ensuring that all team members are working towards common goals. A good facility manager demonstrates strong leadership by motivating the team, fostering a positive workplace environment, and setting a positive example. Interpersonal skills are crucial for managing relationships with team members, contractors, and other stakeholders.
Strategic planning involves developing long-term plans for the facility’s operations and growth. Facility managers engage in strategic planning to align the facility's goals with the organization's objectives. This includes planning for future upgrades, expansions, and improvements to ensure the facility continues to meet the needs of the entire organization.
Strong communication skills are vital for coordinating with various stakeholders, including staff, contractors, and executives. Facility managers must communicate effectively to ensure that all parties are informed and aligned. Effective communication helps in resolving issues, coordinating activities, and ensuring smooth operations.
Emergency preparedness is critical for ensuring the facility can respond effectively to emergencies. Facility managers develop and implement emergency response plans, conduct regular drills, and ensure that all staff are trained to handle potential hazards. Business continuity planning ensures that operations can continue with minimal disruption in the event of an emergency.
Staying updated with the latest technology trends in facilities management is essential for implementing innovative solutions. Facility managers must be aware of new technologies that can improve efficiency, reduce costs, and enhance the overall management of the facility. This includes the use of building automation systems, energy management software, and other technological tools.
Successful facility managers are consistently growing their skills to adapt to the dynamic industry. We recently asked our LinkedIn following, "What is the most unexpected skill a facility manager needs?" Here's what they shared:
"Change management expertise: a critical skill for facilities managers. The ability to navigate and lead through organizational changes, whether in processes, technologies, or structure is paramount. This skill involves understanding the human side of change, including anticipating resistance, communicating effectively to all stakeholders and fostering a positive and adaptable culture within the facility. Successful change management ensures a smooth transition, minimizes disruptions, and maximizes the chances of long-term success in implementing new initiatives or adapting to evolving needs."
—Cale Burch, Director of Engineering at Holladay Properties
"Time Management: Your day can go from 0 to 100 very fast as a facilities manager, and without this critical skill you will get overwhelmed with duties. You will need to prioritize tasks beforehand and consideration must be made for which tasks are critical and which ones can be delayed if other urgent tasks pop up suddenly. This is one of the most underrated skills one should have in this field as some tasks you may forget to complete if you don't plan your day in advance. You may find yourself starting tasks and not being to complete them due to taking on other duties or even focusing on tasks that actually do not require you to be involved in. Trust me, at the end of each day you will not feel like you are making progress or feel a sense of accomplishment if your time is not managed correctly."
—Damien Phillips, Facilities & Villa Manager
"Relationship management. 80% of an FM's job is engaging with people: suppliers, technicians, subordinates, management, contractors, office space users, tenants etc. Being able to manage these relationships through good communication skills, negotiation skills, problem-solving skills and other skills will make up well over 80% of your job."
—Muchiri Nkari, Facilities Supervisor at Janus Continental Group
"Negotiation: I mean not only with vendors & contractors but an FM should be able to negotiate with third parties in terms of service expectations. Negotiate with your team on who’s covering what shifts and why we need to stay back most of the time etc. Negotiation skills are also required during budgeting time and monthly reporting of CAPEX and OPEX re-calibration and provisions. This skill is also required during performance assessment time."
—Elsie Marie D-Lim Lee, Facilities Manager at TaskUs
"Innovative creativity.... how else can we cultivate truly exceptional workplace experiences for everyone?"
—Kimberly Whyman, Senior Project Manager - Fit Out at BGIS
"Communication and constructive criticism. Getting feedback from trustworthy supervisors and colleagues about your job performance can help you identify your areas of strength and the areas you can improve."
—Majid Mubarak Hussain, Property Maintenance
"Expecting the unexpected, orchestrating without any rehearsal as you are always thinking on your feet and hoping that the best outcome is achieved. Vendor management is a top priority as we wouldn't be able to exceed client expectations without building positive relationships with our suppliers!"
—Kelly Wallace, FM at Macquarie for CBRE
"Humility: If you are in this job for widespread acclaim and recognition from others you are in the wrong occupation. No matter how well you do EVERYTHING, your best, and sometimes the only reward will be the personal satisfaction you get from doing well what so many others have no idea is even being done at all."
—John Palo, Facility Manager at University of Utah
In summary, a good facility manager combines a wide range of key skills and characteristics to ensure the efficient running of the facility, enhance productivity, and achieve organizational goals. From strong communication skills and technical expertise to leadership and financial acumen, these traits enable facility managers to effectively manage their responsibilities, drive sustainable practices, and ensure the safety and satisfaction of building occupants. By mastering these skills, facilities managers can play a critical role in supporting the entire organization and ensuring its success.