Role of Facilities Manager (FM) in Workplace Projects

The Role of Facilities Manager (FM) in Workplace Projects

Facilities Managers (FM) play a crucial role in the success of workplace accommodation projects. Their responsibilities extend far beyond the daily management of office spaces. They are integral to the planning, execution, and adoption of new workplace environments, ensuring that these spaces meet the needs of the business and its employees. Below, we delve into the multifaceted role of FMs in such projects.

Key Responsibilities and Contributions

Responsibility	Description
Input on Schematics	FMs provide valuable insights into the design and functionality of new workspaces, contributing to schematic designs that support new ways of working.
Understanding Team Collaborations	They have a deep understanding of inter-team collaborations and can offer guidance on who should be working together and how.
Asset Management	FMs maintain records of all business assets and can provide these artefacts to inform project planning.
Process Integration	They are knowledgeable about the integrated processes within the business and can point out key process owners.
Team Dynamics	With strong relationships across the organization, FMs are aware of team sizes, structures, and how each team operates, which is crucial for space planning and allocation.

 

During the Project Initiation Phase

Activity	Description
Enhancing Employee Experience	FMs manage team spaces, client-facing areas, and support workspace capabilities through effective procurement, housekeeping, and maintenance.
Driving Workplace Experience and Adoption	In the context of a project, FMs focus on introducing or enhancing services in the new workplace environment. They ensure high adoption rates through clear communication, education, coaching, and implementation programs.

 

Project Responsibilities

Responsibility	Description
Formulating Workplace Readiness Plan	Review project objectives and constraints to create comprehensive plans for workplace readiness and relocations.
Engagement and Coordination	Engage with internal teams and vendors, manage relationships, and coordinate efforts to gather necessary information and support.
Supporting Change Management	Work closely with the Change & Communications workstream to support the implementation of new working principles and environments.
Managing Relocation Activities	Oversee the relocation stream, including block and stack endorsements, business engagement, establishing Change Champions, and coordinating relocation vendors and IT services.
Monitoring and Reporting	Participate in project reporting and coordination activities, such as Project Working Group meetings and monthly progress updates. Develop the baseline budget, identify risks, monitor dependencies, and track budget concerns.

 

Embracing and Executing Workplace Strategy

Strategy	Description
Embracing the Strategy	Committing to key targets and initiating cultural change towards new working methods. Developing new workplace measures to increase transparency and efficiency.
Executing the Strategy	Partnering with workstream leads and breaking down divisional silos to ensure smooth project execution. Focusing on both economic and technical outcomes to maximize project value.

 

Return on Investment (ROI) Factors

ROI Factor	Description
People-Side ROI	Enhancing employee adoption of new spaces and technologies to improve speed of adoption and utilization.
Cost Avoidance	Avoiding costs associated with poorly managed change, especially post-relocation adjustments.
Organizational Risks	Addressing risks such as poor ergonomics, unprotected assets, and compliance issues.
Technology Uplift	Measuring technology adoption and collaboration effectiveness in the new workspace.
Meeting Project Objectives	Ensuring that the project objectives, such as the reduction of vendor contracts and improved service efficiencies, are met.

 

Communication and Engagement

Activity	Description
Project Announcements	FMs help communicate project intentions and updates through public media releases, internal broadcasts, and project announcements.
Change Agent Nominations	Identify and nominate change agents who can represent their teams and help drive the change process.
Staff Engagement	Participate in workshops and engagement exercises to gather insights into current working methods and identify areas for improvement.
Intranet Management	Manage the project’s intranet page, ensuring that content is updated and accessible to employees.

 

Facilities Managers are pivotal in ensuring the smooth transition to new workplace environments. Their comprehensive understanding of the business and its operations, combined with their ability to manage change, makes them invaluable to any accommodation project. By leveraging their expertise, businesses can achieve their project goals, enhance employee experience, and maximize return on investment.