Productivity Tips for Facility Managers (from Facility Managers)
From maintenance, security, and cleaning to renovations, equipment, and budgeting, the duties of today’s facility and property managers are more broad and far-reaching than ever. Which is why productivity and efficiency are key words for FMs. With so many responsibilities across so many different areas, effective methods of organization and prioritization are not just essential—they’re critical.
In facility management, productivity is typically learned by doing. By being in the trenches and juggling different priorities, successful facility managers develop strategies for getting the job done in the most effective way possible. So what are some of those strategies? To find out we decided to ask leading FMs to share their top tips, tools, and techniques for maximizing productivity.
7 Productivity Practices of Successful Facility Managers
We polled the great FMs we work with to find out how they stay productive. Here are some key insights they provided:
1. Set Daily Goals
Multiple FMs suggested having a list of clearly defined goals to the start of the day provides a blueprint for productivity.
“Take 5 minutes, no more, andwrite down the 5 most important things to do that day. Not 6 or 60, just 5. If you happen to get them done early, make tomorrow’s list.”
– Jim Stoddard, Vice President of Global Facilities & Data Centers, Elavon
“Stay focused on the task at hand. Try to have a plan for the day when I get work… Make a To Do List so nothing falls through the cracks.”
Lynn Sugg, Managing Director, Cushman & Wakefield
“Make lists.”
–Beth Goforth, Property Manager, Cushman & Wakefield
2. Structure Your Time
Several managers note intentionally creating space and time in their schedules to accomplish important tasks.
“Time management. I schedule meetings with vendors on Tuesdays and Thursdays only, giving myself three days of uninterrupted productivity time.”
–Crystal Waller, Sr. Property Manager, Highwoods Properties
“Organize and prioritize! Make use of Outlook Calendar and Outlook Task applications or any other form of structuring your day for success. There are always unexpected issues that arise; yet, with a general structure established, you can maintain a high level of productivity on most days.”
–Donna Wheeler, Senior Property Manager, Cushman & Wakefield
“FOCUS. Turn off email when working on projects and time sensitive matters.”
–Susan Ogburn, Property Manager, Eakin Partners, LLC
3. Get the Team on Board
For many managers, productivity starts with making sure every member of the team is on the same page.
“Good communication with staff is key. Meet weekly with maintenance staff to keep everyone up to date and discuss ways to work better and more efficiently.”
–Holly Sparks, Senior Operations Manager, Realty Trust Group
“Get team buy-in early so everyone has a common goal from the start (versus debate).”
–Scott Boling, Corporate Facility Manager, Bush Brothers & Company
“I do, I explain, I watch, and follow up. I let everyone know that I do not request them to do things that I will not or can’t do. The buy-in must be an understanding that there is an ‘us’ not ‘an us and a them’. We are one and all on the same page.”
–Ken Perry, VP of Hotels Operations, Hulsing Hotels
4. Organize with Outlook
Outlook came up frequently as the organization and productivity tool of choice among facility managers.
“Everything is scheduled in Outlook with auto reminders for appointments and follow ups.”
–Crystal Waller, Sr. Property Manager, Highwoods Properties
“I live my entire life off of MS Outlook—Calendar, Contacts, Notes, Email, and have everything sync’d to mobile iPhone & iPad.”
–Jim Stoddard, Vice President of Global Facilities & Data Centers, Elavon
“Outlook Calendar for time management and blocking.”
–Susan Ogburn, Property Manager, Eakin Partners, LLC
“Outlook and SharePoint.”
–Scott Boling, Corporate Facility Manager, Bush Brothers & Company
5. Invest in Technology
Technology matters. And FMs suggested that finding and installing the right tools can save a lot of “busy work” hours and increase efficiency on a daily basis.
“Use of computerized platforms for handling everything from invoice and accounting procedures to tenant requests and preventative maintenance have provided tremendous success and accountability with regard to the teams’ productivity.”
–Donna Wheeler, Senior Property Manager, Cushman & Wakefield
“Use Yardi Work Order Software to track work orders and run productivity reports, i.e. how quickly work orders are completed, number of work orders completed in a month, etc.”
–Holly Sparks, Senior Operations Manager, Realty Trust Group
“Tools should be discussed with the powers-that-be and the line staff for an outcome that fits the overall or big picture. The operation is and always will be bigger than just one person or one idea in order to move forward.”
–Ken Perry, VP of Hotels Operations, Hulsing Hotels
6. Hold Smarter Meetings
While noting frequent communication is key, managers also say having highly focused meetings is a difference maker.
“Weekly meetings with focused groups. Keep your meetings small for your immediate team to stay on track and keep everyone informed. This creates collaboration and communication, without off topic discussion not pertinent to the matter at hand.”
–Susan Ogburn, Property Manager, Eakin Partners, LLC
“Succinct weekly team meetings with brief sidebar meetings afterward if needed.”
–Crystal Waller, Sr. Property Manager, Highwoods Properties
“Regular one-on-one and team meetings.”
–Scott Boling, Corporate Facility Manager, Bush Brothers & Company
“Regular meetings or communication.”
–Beth Goforth, Property Manager, Cushman & Wakefield
7. Keep Your Team Engaged
Achieving peak team productivity involves managing workloads, providing positive feedback, and not micromanaging.
“Not to give them so much they get overwhelmed. When you are overwhelmed, you can’t see the forests for the trees.”
–Lynn Sugg, Managing Director, Cushman & Wakefield
“Positive comments from property managers and tenants are always good for improving productivity. I also make sure to do something for the staff once a month, i.e. order lunch for everyone.”
–Holly Sparks, Senior Operations Manager, Realty Trust Group
“You hired them for their 3 lbs. of grey matter. Give them a direction and let them use it. You waste your time and theirs by hovering over them.”
–Jim Stoddard, Vice President of Global Facilities & Data Centers, Elavon
One Final Takeaway…
The most successful facility managers continually look for new ways to streamline operations and be more productive. The search for improvement and learning are a key part of the job. The fact that you’re reading this post and seeking out ways to make your daily routine more productive is a good indicator you’re on the right track!
Do you have any facility manager productivity tips you would add to this list? We’d love to hear from you. Add your comments below!