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Chapter Essential Questions:
- What are the fundamentals of public works management?
- What services are public works related?
- What functions as an operation of public works?
- Can and should sustainability be a priority for public works management?
Lesson 1: Managing Facilities and Grounds
- Explain how to manage facilities and grounds (admin offices, workshops, yard etc.)
- Discuss best practices in management of facilities and grounds
Introduction
In this lesson, we’ll delve into the intricacies of managing administrative offices, workshops, and the premises surrounding them. Our objective is to equip you with the insights and tools required for effective oversight of these spaces. Ready to unlock the best practices for success? Let’s get started!
Facilities and Grounds Management
The term “public work” has been specifically defined by the Government of Saskatchewan as:
Any land, building, or complex of buildings (or any part thereof) that the Government of Saskatchewan has acquired, developed, constructed, or provided, which is intended, either wholly or in part, for use by a public agency. Any land, building, or complex of buildings (or any part thereof) that the Lieutenant Governor in Council designates as a public work.
Key Competencies for Facility Managers
Facility management (FM) is a multifaceted field. A facility manager’s responsibilities can be diverse, ranging from budgeting maintenance to supervising HVAC system repairs, and even to making pivotal real estate decisions. Given this broad spectrum of duties, it’s essential for facility managers to master a set of core competencies.
The International Facility Management Association (IFMA) outlines 11 Core Competencies that every facility manager should be proficient in. These competencies serve as a roadmap to ensure comprehensive facility management.
🔗 Click Here to View the 11 Core Competencies Here!
Facility Management: Embracing Automation & Enhancing Productivity
1. The Power of Automation in Facility Management
- Efficiency & Time Saving: Automation helps eradicate repetitive manual tasks, thus accomplishing tasks at a faster pace and with heightened accuracy. This efficiency not only shortens task duration and review time but also liberates employees to concentrate on more pressing duties.
- Digital Visitor Logs: Shifting from traditional pen-and-paper logbooks to digitalized visitor logs is a transformative move. With these logs stored in the cloud, collecting essential information becomes quicker, and generating reports for audits, investigations, and other needs becomes a breeze through an online dashboard.
- Visitor Badge Automation: Automation can extend to tasks like visitor badge printing. Custom badges, created using information gathered during the sign-in, act as immediate identifiers and visually indicate that a visitor has been fully checked in.
- Streamlined Staffing & Increased Profitability: Automated facility management can often operate with fewer staff, refining functions like security and reception. This streamlined approach results in efficient processes, cutting down on overhead costs and boosting profitability.
Watch the video below to learn more about facility management:
2. Harnessing Technological Advancements
- The Universal Benefits of Automation: Organizations, irrespective of their size and complexity, can benefit immensely from automation. Introducing a tailored workflow with automation fosters consistency, amplifies visibility, and magnifies facility efficiency.
- Automated Facility Management: Many facility managers attest to the efficiency gained by automating processes such as facilities maintenance management. These automated systems predominantly function through triggers; each action automatically prompts an ideal subsequent action, drastically minimizing manual intervention.
- Centralized Dashboard: Cloud-based and automated visitor management systems offer a centralized control dashboard for all facility management chores, thereby negating the need for manual paperwork and favoring digital visitor logs.
3. Crafting a Productivity-Boosting Action Plan
- Visualize the Changes: Initiate by listing all the enhancements you aim to implement with your team.
- Embrace Technology: Opt for technological solutions that align with your objectives.
- Prioritize Solutions: Direct your attention to solutions based on their urgency and importance.
- Discover Your Strategy: Delve into a facility management approach that resonates with you and your team’s needs.
- Scheduling: Draft a robust timetable to ensure timely completion of all tasks.
Journal Question:
Using the forum labelled “Course 4: Chapter 1” make a journal entry responding to the prompt below. Ensure that you title the entry “Lesson 1”. After writing a journal entry, go and make a comment on two other posts from your classmates. It can be about anything you noticed, liked, agreed with etc. The idea is to continue the dialogue about the topic.
Prompt: Reflect on your own experiences with facilities and grounds management, either as a professional in the field or as someone who has interacted with such management in various settings. Discuss any insights you have gained from this lesson and how you plan to apply the principles and best practices to improve facility management in your own context. Consider the importance of automation and technological solutions in the overall management process.
*View the journal entry and journal comment rubric to see how they will be marked
Criteria |
Exemplary (4)
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Accomplished (3)
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Developing (2)
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Beginning (1)
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Purpose |
Strong voice and tone that clearly addresses the purpose for writing.
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Appropriate voice and tone. The purpose is largely clear.
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Attempts to use personal voice and tone. Somewhat addresses the intended purpose.
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Demonstrates limited awareness of use of voice and tone. Limited evidence of intended purpose.
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Understanding |
Many interesting, specific facts and ideas are included.
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Many facts and ideas are included.
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Some facts and ideas are included.
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Few facts and ideas are included.
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Conventions |
All grammar and spelling is correct.
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Only one or two grammar and spelling errors.
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A few grammar and spelling errors.
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Many grammar and spelling errors.
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Reply |
Made two significant contributions to the online forum. Highly supportive of others.
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Made one contribution to the online forum. Supported group members.
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Attempted to contribute to online forum but was vague and unclear in the writing.
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Minimally involved. Offered limited support to online group members.
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Works Cited:
Don SappPlexus ScientificUpdated by the Facilities O&M Committee. (2017, May 12). Facilities Operations & Maintenance – an overview . WBDG. https://www.wbdg.org/facilities-operations-maintenance
Gladwish, J. (2023, March 14). Best practices for facility management. Facility & Visitor Management. https://www.ilobby.com/blog/facility-management-best-practices
The Public Works and Services Act, the Statutes of Saskatchewan 2004, c. P-46.1.