What Is Integrated Facility Management Services (IFMS)?

An approach of unifying all facility-related procedures and solutions under a single management group with a single point of contact is known as integrated facilities management. This usually implies that one team oversees all contracts, vendor interactions, space management, and real estate planning utilizing a single software solution or a central software system that interfaces with others and is accessible to everyone.

The need for diverse facility management operations is much more extensive given the expanding pressure on companies to prevent disruptions. This can cause misaligned systems and also confusion among various teams resulting in reduced productivity and coordination. Implementing integrated facilities management promotes uniformity, ease of communication and timely operations.

 

What Are the Benefits of Using IFMS For Businesses?

Your company can benefit from a variety of advantages from switching to IFM, all of which can improve various operations and boost productivity. Here are a couple-

1. Improved Effectiveness

You may consolidate the complete framework of your facilities management approach with integrated facilities management. This frequently entails getting rid of redundant software, terminating pointless vendor agreements, and consolidating all duties under one team. You and your team will benefit from a more streamlined workflow and better resource management with fewer solutions and processes to juggle. You’ll be able to accomplish more without using up all of your time and energy by working smarter, not harder. You’ll be free to work proactively with IFM.

2. Greater Visibility

It is hard to know everything that is happening in your office or real estate portfolio at any one time without integrated facilities management. You have to bounce between teams and solutions while gathering data from numerous sources to conduct an analysis at the macro level.

With IFM, you’ll have simple, at-a-glance data visualization that gives you complete visibility into your properties and the most crucial facilities management metrics. Instead of taking days to produce reports, you can do so now. You can make better judgments that optimize your workspace if you have quick access to the information you require.

3. Decreased Operating Expenses

IFM is significantly more economical. Ad-hoc software and hardware purchases may first seem like a good idea, but over time, annual fees and maintenance costs can pile up quickly.

Trimming the fat becomes much simpler after you take the effort to find the overlap and redundancy in your systems and start integrating your technology. This could result in significant cost savings for your company. Additionally, your department will be able to operate more efficiently and reallocate the additional funds toward accelerating your business’ digital transformation.

4. A More Joyful and Healthy Workplace

The COVID-19 pandemic has left workers under more stress than ever. It’s crucial that you design a practical workspace that is secure as well as cozy and convenient. This will be simpler to accomplish with integrated facilities management, and staff members will have an easier time adjusting to the “new normal.”

For instance, you may make sure staff members have access to the tools and equipment they require while preserving a safe office density when you can combine your space management solution with your IoT sensors, room reservation software, and visitor control system. With complete insight into your workplace operations, you’ll be able to make more smart decisions.

 

What Are the Steps Involved in Implementing It?

It may seem dramatic to switch to an IFM strategy. To inspire confidence, streamline and combine FM operations. Four realistic, actionable measures are listed below:

• Find more about the existing procedures- Who is in charge of the more general facilities management duties? What suppliers are you collaborating with? How much will it cost? To determine an IFM starting point, describe the current facilities management situation.
• Engage stakeholders in conversation and explain your decision to switch to IFM- Describe the return on investment and how it supports modifications to procedures and roles. Stakeholders might not support change without effective communication.
• Setting benchmarks- Analyze preliminary study findings to compare IFM procedures to legacy techniques. Has ROI met your expectations? Are you cutting expenses and getting rid of waste?
• Integrate technology-Use IFM as a platform to increase the software and Internet of Things (IoT) capabilities in your office (read more on IoT for Facility Management).
• The transition to IFM requires patience and time, much like any significant change. Making modest modifications will help you avoid confusion and disturbances. Before eliminating subpar vendors, cutting back on repetitive duties, or using integrated data to continue tightening processes, determine the pain areas in facilities management.

How Much Does IFMS Cost?

One of the main reasons for an IFM switch is cost. Economies of scale are beautifully demonstrated by IFM. IFM ensures lower operating expenses through consolidation, just like you would when shopping at a bulk merchant for a cheaper cost per unit price.

IFM also emphasizes possibilities for operational cost reduction. It’s simple to identify areas where you’re overspending, being wasteful or inefficient, or not budgeting effectively.

 

How Is IFM Different From Traditional FM?

Individual instruments and services that support the sustainability, functioning, and safety of structures, grounds, infrastructure, and real estate are together referred to as Facility Management. One of these tasks is the upkeep of the building’s systems, grounds, assets, and interiors to guarantee its effective, dependable, and secure operation.

In short, the IFM strategy unifies all FM efforts under a single, integrated team that completes the work jointly. Instead of managing numerous vendors and contractors, you have a single, committed facility partner.

The objective of both FM and IFM services is the same—to maintain and improve built environments—but IFM approach has been shown to be more strategic and effective than the other. The management focus is shifted from hours and resources to performance, or outcome-based management, in a real IFM strategy. The facility owners may better comprehend total cost of ownership, risk management, and process optimization thanks to this strategic approach, which leads to enhanced performance and efficient management.

 

How To Track IFM Performance with These Key KPIS?

Technology for Integrated Facilities Management (IFM) is a useful weapon in the fight against data overload. Your FM team may be relieved of the tactical strain of chasing data, allowing them to act more strategically.

IFM offer complete program visibility in terms of operations and finances. Everyone, from the FM team to the C-suite, has easy access to data, which can lead to insights that have an organizational impact. Although many IFM solutions allow users to monitor unique KPIs, here are 10 top IFM performance indicators that every business should think about monitoring:

1. Fresh work requests.

These have been added to the work order technology platform, but a service team has not yet been assigned to them.

2. Tasks that were assigned.

These have been given to a service team to complete the task after going through the necessary administrative standards and approvals.

3. Open work requests.

These are active work orders. To further emphasize how long repairs are taking, they can be classified by the number of days open: one to 15 days, 16-30, 31-45, or 46 or more.

4. Work Orders Completed.

These work orders have been completed.

5. An accumulation of backlog work orders.

This statistic can signal potential issues before they arise. Are extensive repairs to the equipment required? Are essential parts frequently lacking in inventories? Is the fact that the majority of the backlog is in one category, like plumbing, a clue that the service provided there has to be strengthened?

6. Average time required to complete a work request.

This crucial KPI measures the effectiveness of service providers, the requirement for equipment, and more. Reduced downtime, lower service costs, and other operational efficiencies will all benefit from an emphasis on lowering this KPI.

8. Asset-specific reactive service requests.

Measure this KPI on a regular basis to spot trends and, if necessary, change your preventative maintenance strategy.

9. Reactive maintenance period.

This solely gauges time spent on reactive maintenance but is related to the typical time to complete a service order. A rising trend would indicate accelerated asset deterioration, which would have an effect on upcoming capital budgeting and spending.

10. The share of first trips.

The percentage of reactive service requests that are handled by a single service provider visit is measured by this. Here, an upward trend can drastically lower costs.

 

How To Choose an IFM Partner?

Here are the measures that the hiring organization should follow when selecting the integrated facilities management service provider to make sure that they can support the EHS program.

1. Consider the organization’s EHS requirements.

Evaluating the organization’s EHS needs and objectives is the first step in selecting the best IFM service provider. Because every facility is different, there are particular health and safety issues that need to be resolved. Benchmarking these objectives enables the business to choose and assess the IFM service provider effectively.

2. Examine the Portfolio of the IFM Service Provider.

The organization must then carefully assess the background of the facility management supplier. This would entail conducting independent research using the internet and partners in the business to compile pertinent testimonials. To ensure credibility, it would be advantageous if the business also assessed the facility manager’s clients. A lack of oversight on the part of the IFM service provider that might have led to any incidents in the past must be watched out for by the company.

3. Asses the Service Provider’s Procedures

The most important stage of all is evaluating the IFM service provider’s practices. The facility manager’s SOPs must be carefully reviewed and discussed by the organization in order to guarantee that both operational and safety procedures are followed.

In addition, the facility management must take a proactive approach rather than a reactionary one. This means incorporating risk assessment and anticipatory elements into their operations to enable them identify possible dangers and take appropriate action before they have an impact on the staff.

Last but not least, the facility management must provide routine health and safety training to prepare their staff to face the most recent safety concerns and put the newest market trends into reality.

4. The Goals and the IFM Service Provider’s Compatibility

The organization must now compare its preliminary findings with those of the facility manager and its EHS objectives as a last step. If all three are present, the business may proceed with engaging the Indian IFM service provider. If the IFM firm does not, however, fit the brand’s objectives, the business might search for other substitute firms or talk about customized possibilities.

 

Integrated Facility Management FAQs

Q1. What Are the Key Components of Integrated Facilities Management?

The main components of IFM includes-

• Quality Control Facility managers track and assess your company’s performance to determine the quality of your activities.
• Employee Support It’s important for your team to communicate efficiently, which can be difficult without the help of facility managers.
• Facility Upkeep
• Cost Management
• Technology Integration

Q2. What Is the Purpose Of IFMS?

IFM is all about integration, which includes using software to unite all the various facilities management parts on a single platform. The primary purpose of IFMS is to make integrated facilities management much simpler to adopt by creating a single location where all systems and processes are monitored.

Q3. How do you transition to integrated facilities management?

When switching to integrated facilities management, having a plan for internal communications and taking the required steps to ensure that everyone in the company is aware of the change may be extremely helpful. Encourage questions and recommendations by using surveys, focus groups, open meetings, and other tools common to change management.

Q4. What is the IFM approach to facility management?

In short, the IFM strategy unifies all FM efforts under a single, integrated team that completes the work jointly. Instead of managing numerous vendors and contractors, you have a single, committed facility partner.

Q5. What is the primary benefit of integrated facilities management?

A facility can have a complete view of the teams, maintenance, and work tasks that are available thanks to integrated facilities management processes. As all events become planned, known, and visible on a maintenance schedule, it provides structure and agility.

 

The Bottom Line

IFM may completely transform the way you manage your facilities by saving you time, money, and other priceless resources. However, switching to integrated facilities management is not as simple as turning a switch. It’ll take some time. Instead of simply swapping out one solution for another, you’ll need to gradually terminate contracts with superfluous vendors and provide staff with ample training. The top IFM, like Supreme Facility Management will support your success by managing implementation, training, and continuous education.

IFM can include planned maintenance and responsive repairs as needed, just like individual FM contracts, giving you a single phone number to call when you need assistance. You can rest easy knowing that any work, whether it’s planned or reactive, will be done to the same high standard at all times and will adhere to all of your service-level agreements and other contractual obligations.

At Supreme Facility Management, we take pride in working on long-term IFM contracts with many satisfied clients who rely on us to maintain the operations of their facilities and to quickly restore continuity in the event of an emergency. If you are looking for the right IFM partner, get in touch with SFM today!