Posted on 06/04/2015

By Lora Mays, Product Marketing Manager

Whether you manage facility locations around the world, around the country or within a region, there are a number of challenges established with operating a distributed portfolio of facilities. From creating a consistent customer experience to ensuring that everyone on the team is on the same page, all facilities deserve attention to ensure they contribute to your organization's overall mission.

Check out our five tips below on how you can simplify the facility management of a distributed portfolio:

Standardize operating procedures

Creating standard procedures for all locations to follow can increase efficiency, improve quality of work and create a consistent brand for your team across the portfolio. Standardized operating procedures can focus on streamlining facility operations, including:

  • Work request approval process
  • Preventive maintenance procedures
  • Facility inspections
  • Lighting use
  • Control of building temperatures

Establish service-level agreements

Organization-wide service-level agreements (SLAs) can help you benchmark your team’s performance, whether they are located in Tampa or Seattle. This helps in a number of ways, but in particular it can:

  • Identify where teams may face challenges
  • Set benchmarks for performance reviews
  • Support standardized procedures by operationalizing them within the organization

Facilitate team communication

One of the challenges with a distributed portfolio comes from a team working in silos at their various locations or regions. Technicians balance work from location to location, while facility managers may oversee a region without visibility into detailed issues within the organization.

Leveraging an integrated facility management solution can improve team communication, as it serves as the record for all facility and maintenance management requests. This single source of truth can ensure that everyone is on the same page – whether they’ve been in the office for five minutes or the entire day.

As an added benefit, it can improve internal satisfaction with the facility team while cutting time-to-completion in the process. Anyone working in the facility department will have access to the database, so if someone calls to follow up on a request they submitted, the latest information can be found quickly and easily.

Streamline vendor management

With a distributed portfolio, you likely have a large number of vendors that you rely on to support your maintenance team. However, this may mean that you don’t have the answers to some key questions, like:

  • How do you currently manage your vendors?
  • What is the selection criteria for working with vendors?
  • Do you track certificates of insurance (COIs)?
  • How do you know if they are up for renewal?

In gaining insight into each of these areas, you can simplify how you work with your vendors – ensuring that work gets done faster.

So, how do you find the answer to these questions? Leveraging insights from people on the ground can help you create a baseline database with the information. Sharing it via an automated facility and maintenance management solution can automate the vendor management process by automatically assigning work orders based on assignment rules, providing alerts when COIs expire and gaining feedback from customers to understand performance.

Gain visibility into performance

Collecting data about the number of work orders you complete or the amount of time the team spends on preventive maintenance serves as one aspect of reporting. But the key to transforming your business is to turn that data into information. In doing so, you can understand how your locations rank against each other, and help you determine where you may have areas for improvement.

Read this case study to learn how a financial institution improved the management of its distributed portfolio with an automated facility management solution.