Maximising Efficiency and Cost Savings through Integrated Facilities Management

Integrated Facilities Management (IFM), also known as Workplace Management, emerged as a critical element during the COVID-19 pandemic, playing a pivotal role in fostering safe, healthy, and compliant work environments. The adaptability, efficiency, and expertise of facilities management teams were crucial in navigating the challenges posed by the virus and ensuring the well-being of all occupants by managing and coordinating various services, including maintenance, cleaning, security, catering, health and safety, and more, under a single management system.

Enhanced Efficiency Through Technology Integration

Post-pandemic, one would think that Integrated Facilities Management (IFM) will be expensive to implement and maintain. However, IFM is not strictly a cost. It can be a benefit to your company, its bottom line, and strategic progress for years to come. IFM is more than just the usual maintenance of mechanical and electrical systems. It seeks to integrate various facility services and functions into a comprehensive and streamlined solution including the use of technology in workplace management. It aims to provide a more cohesive and efficient management strategy in the workplace. For example, leveraging technology such as cleaning robots and wireless sensors, enhances operational efficiencies and ensures a streamlined management approach. 

Developing a basic IFM programme may be nominally less expensive, but in the context of corporate health and future growth, an IFM programme is probably costing you more than you think if it is not well thought through and effectively executed. Neglecting a well-developed IFM programme in your workplace will not only increase your costs, but also result in sequential losses such as reduced productivity, lower employee morale and comfort, impact on safety and much more in extreme cases. One such example will be performing regular maintenance to a 20-year-old air conditioning system, which does not necessarily reduce costs if break downs of the unit are frequent. It will also result in sequential losses such as environmental comfort, thus causing productivity to be reduced.

Having an integrated work order management software - commonly referred to as computerised maintenance management system, with automated workflows such as Savills’ Property Cube is key. Deploying this platform which predominantly uses mobile devices saves time by decreasing manual processes and cutting down processing time which is often more expensive in the long and short run.

Strategic Planning and Flexibility

An effective and efficient IFM programme improves organisational capability to scale up or down faster and more efficiently than a standard FM programme can. When the pandemic forced immediate closures of retail sites across the country, for example, those companies with IFM programmes in place could adjust staffing, cleaning protocols and other components more quickly and easily than those without.

Other benefits include efficient capital expenditure (CAPEX) and operating expenses (OPEX) planning, utilities and maintenance analytics, efficient space planning and consulting to identify inefficiencies and opportunities across your workplace that translate to bottom-line savings and a more robust strategic footing going forward.

Long-term Cost Reduction and Asset Optimisation

A well-designed IFM programme emphasises preventive and proactive maintenance, optimising asset performance, extending their lifespans, and minimising future repair and replacement costs, including reducing utilities consumption. By focusing on efficient space planning and consulting, organisations identify inefficiencies and opportunities that translate into bottom-line savings and a more robust strategic footing.

IFM includes access to real estate solutions providers offering outsourced facilities management services with scaled pricing. In addition to saving money in procurement and compliance, a company also benefits from first-time fixed costs, regardless of the size of the company. The facilities management company can tailor FM solutions to your every need efficiently.

Outsourcing for Specialised Expertise and Risk Mitigation

Cost savings is an important consideration in an outsourcing model. Facilities management service providers often have specialised expertise and resources, allowing them to achieve economies of scale and cost efficiencies. This can lead to reduced operational expenses compared to managing facilities in-house.

Outsourcing non-core functions like facilities management allows organisations to concentrate on their core business activities while leveraging the specialised expertise and resources of service providers. By delegating facility-related tasks to experts, companies can enhance their focus on strategic initiatives and improve overall productivity. 

Facilities management service providers typically have specialised knowledge and skills in areas such as maintenance, security, energy management, and technology. These providers often adopt cutting-edge technologies and best practices, leading to improved service delivery, compliance, and risk management. Moreover, outsourcing transfers certain risks associated with facilities management to the service provider, ensuring enhanced operational resilience. 

A robust IFM programme, when implemented strategically and led by a professional facilities management company, offers a myriad of benefits beyond cost savings. By leveraging technology, strategic planning, and outsourcing, organisations can enhance overall productivity, operational efficiency, reduce costs, and mitigate risks. With fewer facilities equipment downtime in an office, the sequential losses that impact various aspects of an organisation can be reduced drastically. 

Savills Facilities Management offers customised solutions tailored to our clients’ unique needs, in alignment with market trends and requirements. We take pride in our service delivery, and we listen to our clients to provide a conducive and healthy workplace for our clients. 

Embark on your Integrated Facilities Management journey with Savills Facilities Management today.