FM Fundamentals

Session # 01
FM Definition and Roles
Persona Canvas
After Completing this session, you
will be able to:
• Define FM

• Identify FM Roles
FM Definition
Activity Think-Pair-Share

In groups of three discuss:

1- Facility
2- Facility Management
Facility
The term “F a c i l i t y” traditionally
means
“Something physical that is built,
installed or established to serve a
purpose and combine to help
organizations complete their stated
goals”

In general, it is
“Every tangible asset that supports an
organization”
Management
The term “Management” means
the act or art of managing : the conducting or
supervising of something (such as a business).

Management is the coordination and

administration of tasks to achieve a goal.
Facility Management
A discipline to ensure the smooth functioning of the built
environment which includes comfort, safety & efficiency
by integrating process, people, place & technology.
Facility Management

The process by which an

organization delivers and
sustains support services in
a quality environment to
meet strategic needs

KEITH ALEXANDER
What is Facilities Management?
https://www.youtube.com/watch?v=WZEg5cz2BeI
Mentimeter Activity

• Grab your phone

• Go to www.menti.com
• Join a presentation
• Enter Code 4878 238
Facility or Facilities
The terms “Facility Management” and
“Facilities Management” can be used
interchangeably for FM.
Definition of Facility Management
Facilities Management, also known as FM, is a combination of many disciplines which
maintain a balance between the supply and demand of services, supplies, and
equipment for organizations.

FM is a strategic, professional discipline that provides optimum performance of support

services to any and all types and sizes of organizations that it serves. The impact of a
properly implemented strategic FM program goes beyond operations and maintenance.
It can influence employee engagement and retention, support the demand
organization's mission-critical assets, and minimize organizational risks.

FM standards provide specific guidance for individual teams and organizations to demonstrate a
commitment to quality and continuous improvement through a robust, systems approach to
managing the support services needs and working environment of the demand organization. It
is incumbent on facility managers worldwide to utilize the ISO 41000 family of standards in their
organizations and promote a common language and approach for FM strategy and practices.
Definition of Facility Management
ISO 41001:2018

“Organizational function which integrates people,

place and process within the built environment
with the purpose of improving the quality of life of
people and the productivity of the core business”

ISO 41001:2018 – The World’s First International Facilities Management System (FMS) Standard
 ISO 41001
The international
(FMS) standard, was
• FM Vocabulary
released in April
• FM Guidance on
2018. This is the first
strategic sourcing
FMS standard to be
and the development
published by the ISO
of agreements
ISO
BSI 41013
2006 2017

ISO 41011-41012 ISO

2017 41001
Previous FM
standards were 2018
European FM Scope, key
Standards, concepts and
published by the benefits
BSI in 2006.
Evolution of Maintenance
Management
Level 1
Little awareness of maintenance as a management activity
(firefighting, little advance planning, OT accepted as norm, budgets arbitrary, lack of
history records, etc. )

Level 2
Awareness of maintenance as a potential improvement area
(reactive work, plan shutdowns, recognition of need of change, lack of support)

Level 3
Acceptance that reactive maintenance is wrong - commit to improve
(routine maintenance well established, link maintenance to budget, more reports,
records)
Evolution of Maintenance
Management
Level 4
Senior Management commitment, continuous improvement, best practice
(predictive maintenance preferred, RCM performed, continuous improvement is
formal, non conformance costs monitored, maintenance recognized as an
important investment

Level 5
Best Practice maintenance established, fully integrated information system, use of
skills for equipment performance improvement
(assets users accountable for asset performance, audit procedures are performed,
asset management agenda item on board meetings)
FM History
FM History (1970)
• Herman Miller, realizing that the market was being supply led, concluded
that it needed to interact with knowledgeable clients who understood the
importance of space planning and value of space, and who could
consequently understand the relevance of the permutations which could be
contrived from the new furniture systems.
• Herman Miller brought together a group of would-be knowledgeable
property users and various property advisers in 1979.
• It was only at this point that the importance of FM in the process of
strategic organizational planning was recognized, and discussed openly at
senior management level.
• Very quickly this group established itself as the Facility Management
Institute (FMI) and it is the FMI that is generally credited with the coining of
the term “Facilities Management
• One member, Dave Armstrong, a leading proponent of the FMI, is
recognized by many as the unofficial father of FM.
FM History (1970)
• The FMI was founded in Ann Arbor, Michigan, in 1979 as
an offshoot of parent company Herman Miller Inc.
• The aim was to establish and advance FM as a new
management science and professional activity.
• FMI laid the groundwork for organizational recognition of
the importance of facilities in corporate strategic planning
(although there was much emphasis on utilization of
space).
FM History (1980)
• A year later, in 1980, the National Facility Management Association
(NFMA) came into existence, born of the need to create independence
from a furniture/space planning commercial parent in order to allow FM’s
full potential to develop.
• NFMA very quickly evolved into the IFMA.
• The year 1980 is therefore a key date in the development of FM generally.
FM History (1990)
• This era is a period of great change, with more organizations outsourcing to
specialist providers.
• Many new laws were introduced in the UK, affecting employees, working
practices and contracts.
• Large scale infrastructure projects linked with the operational services in
“Private Finance Initiative” scheme raised the awareness of FM across a
wider population of users and customers.
FM History (2000)
• In this era, the FM profession has raised its profile in many organizations.
• Issues such as business continuity, security threats, risk management,
corporate social responsibility and financial instability have put increasing
pressure on FMs to deliver efficiencies in the workplace.
• Pan European and Global FM contracts have become a reality, supported
with an increasing use of technologies in all facets of FM.
FM History (2010)
• As the FM profession reaches a more mature status, career pathways and
qualifications for practitioners working in or others entering the profession
have developed.
• FM contractors are getting larger, mostly through acquisition of smaller FM
providers, and are now able to offer more services to the clients.
• The debate on benefits of outsourcing continues, as the drive for more
accurate performance metrics and evidence of the impact of FM on
productivity from client organizations continues.
• Integration of FM with property (real estate), technology, HR and other
support service departments is still an aspiration for many.
• Some FM providers are extending their range of services into scientific
support in both the healthcare and pharmaceutical sectors, showing the
potential of FM is limitless.
• Another example of the broadening of FM is the expansion of FM service
providers into the care home sector.
 Think-Pair-Share
In groups discuss:

“The Importance of
Facilities Management”
Importance of FM
Common practices that can be applied across a wide variety of market
sectors, organizational types, process activities and geographies, and
their implementation will help to:

• Improve quality, productivity and financial performance

• Enhance sustainability and reduce negative environmental
impact
• Develop functional and motivating work environments
• Maintain regulatory compliance and provide safe workplaces
• Optimize life cycle performance and costs
• Improve resilience and relevance
• Project an organization’s identity and image more successfully
• Increase an organization’s efficiency and support its vital activities
• Necessary for both public organizations like schools and
governments, and private organizations like businesses and
nonprofits.
The Facilities Manager
https://www.youtube.com/watch?v=VBydiZfRG5A
FM Core Competencies
Having a resume that displays one of the following IFMA’s core competencies
is a great way to bolster your chances at obtaining a role, or make up for a lack
of educational background Operations &
Maintenance
Leadership &
Strategy
Communication

Project
Management
Human
Emergency Factors
Preparedness and
Business Quality
Continuity

Finance & Technology

Business
Environmental Real Estate and
Stewardship & Property
Sustainability Management
 People
Management
Asset
Management
Operations &
………………
Maintenance
………………

………………

Complia Finance Perform

a
nce Managem
ent Manag nce
ement

………… ………… …………

…… …… ……
FM Core Competencies
● Communication:
Facilities managers need to clearly report above, delegate below, and
communicate needs and process across to other staff at their locations.

● Emergency Preparedness and Business Continuity:

Responding in emergency situations is half of your job, and allowing the
facility to keep running no matter what is the other half.

● Environmental Stewardship and Sustainability:

As regulations increase along with fines, and tax breaks increase for good
actors, facility managers must keep their practices as green as possible.

● Finance and Business:

The job demands increasing efficiency - finding ways to cut costs without
reducing safety is essential.
FM Core Competencies
● Human Factors:
To be a facility manager, you must delegate tasks to staff, coordinate
efforts with peers, and genuinely care about the health and safety of
users of your facility.

● Leadership and Strategy:

Regardless of your level, you must approach the job with a strategic eye,
and be able to identify micro-details that could cause problems when
spread through your team (or in inter team situations).

● Operations and Maintenance:

The ability to fix things and follow procedures is never a miss in facilities
management.

● Project Management:
Knowing how one task impacts another, and how to allow teams to work
simultaneously separates high performers from the rest.
FM Core Competencies
● Quality:
Quality is the process of confirming of customer expectations, establishing
performance standards and metrics based on those expectations

● Real Estate and Property Management:

Facilities management is at least half about the physical property, and knowing
the ins and outs of it will take you a long way.

● Technology:
From the hardware you interact with on a daily basis to the emerging CAFM
software that is revolutionizing the industry, an aptitude for learning new
technical systems is the mark of a leader in FM.
In Egypt, we can add some extra Competences:
Customer Services:
Strategic and tactical management level require more than skills which be mandatory for
that level like customer services and daily financial skills.
Back office: Support services for FM staff.
FM Roles
FM as a career of choice
https://www.youtube.com/watch?v=6pVgHtuQy60
Activity
Think - Pair-Share

In groups discuss:
Facility Management Roles
FM Roles
Facilities managers (FMs) operate across business functions.

The number one priority of an FM is keeping people alive and safe.

Facility managers have to operate in Three levels:

● Strategic: helping clients, customers and end-users understand
the potential impact of their decisions on the provision of space,
services, cost, and business risk.

● Business: Facility Master plan

● Operation: ensuring corporate and cost effective environment for

the occupants to function
Duties of a FM
● The typical functions of this job position can vary depending on the
company.
● However, the duties would typically include managing any
refurbishments, renovations and office moves to make sure they all
run smoothly and according to plan.
● Facilities managers are responsible for the general upkeep and
maintenance of buildings to ensure that they meet health and safety
standards and also the legal requirements.
● They need to manage the cleaning, waste disposal, catering, security
and parking of each site, while managing the budgets and keeping
records of all payments.
● Facilities managers are also responsible for managing the office
systems, which can often include the IT and office equipment.
● In some cases, individuals working as facilities managers will work for
an external company, contracted in to manage a number of different
organizations.
Duties of a FM
● The job title may also differ: It could be anything from business
services manager to support services manager or contracts
manager.
● Develop and implement a facilities management program including
preventative maintenance and life-cycle requirements, as well as
conducting and documenting regular facilities inspections.
● Develop and implement systems and procedures to ensure that all
statutory compliance systems and occupational health and safety
requirements are managed and fulfilled.
● Manage the site operations such as cleaning, contract maintenance
and waste management, and ensure they are operating efficiently
and effectively.
● Assist in the development and implementation of long-term
maintenance plans and replacement of facilities across the site.
● Ensure all maintenance and trade work activities comply with
statutory regulations and requirements.
Duties of a FM
● Manage the annual Maintenance and Contract Services budget and
identify and prioritize any needs that require additional funds.

● Ensure that works are carried out within agreed timelines and
according to organizational priorities, to ensure the smooth daily
operations

Other Duties
● Provide leadership to the Facilities Coordinator and overall
management of the Site coordinator function, and implement best
practice processes to increase efficiency.

● Develop an operational plan for the Building and Facilities team that
aligns with the Strategic and Business Plans.
Common FM Employers
The most common employers are owners of large buildings with
many moving parts and lots of staff, like those used for offices
and government work, and broad campuses with a lot of area
to care for, such as schools and universities.

Other popular sites are parks and arenas.

Onsite staff employed by a facility itself has been reduced in

some areas, especially those with tight budgets.

Instead, these organizations now hire facilities management

agencies and consultancies to handle the work in
concentrated bursts when it’s most needed.
FM Careers
● FM covers a wide range of service types. Within each option,
there are “in-the-field” roles that can be entered with relatively
low educational requirements, but a good degree of technical
training.

● There are also “bird’s eye” roles that oversee and coordinate
efforts, which usually require a college degree and extra
certifications, or extensive prior experience in the field.

● You can expect to work 48 hours a week at least, with a strong

possibility of more time for salaried positions, occasionally staying
late to complete a job.

● Overnight work is not unheard of, especially in cleaning services,

and maintenance or migration that would otherwise disrupt
daytime work activities.

● Depending on the facility, around-the-clock work could be

required - broken out in shifts, of course.
Entry Level Requirements
● Operational roles can range from janitorial to mechanical
maintenance and IT.

● For most unskilled roles, a high school diploma will suffice, as

well as a can-do spirit and a demonstrated aptitude in teamwork
and attention to detail.

● For entry level technician and management roles, requirements

will vary, but having some kind of degree or certification does
help.

● Appropriate areas of study include building management,

construction, hospitality, engineering, property management,
and generalized business studies.

● Apprenticeships are also available in some job listing sites,

providing on-the- job training to promising candidates.
Salaries of FM
Working as a facility manager, you can expect a wide range of possible wages.

Ability to develop

Experience Willingness to grow

Level of Budget under

education your control

Role Size of facility

Salaries of FM
Education Vs. Experience
Does industry experience or formal education matter more?

The answer is both.

⚫ Graduating from programs will often get your foot in the
door for higher level positions, and certainly helps expand
your network.
Education Experience
FM Degrees and Certifications
● A specialized and physical industry respects equity, and a candidate with
more years of experience and similar or less education will get special
consideration over a fresh graduate with no experience.

● The industry trends towards more technologically-advanced, advanced

training and certification is becoming a requirement for advancement

● Director and executive-level roles absolutely require a relevant bachelor’s

degree as a minimum, with a master’s strongly preferred

● In Egypt we don't have a local certification or well prepared course to

provide a basic knowledge of FM but AUC has now!!

● Internationally, IFMA and IWFM have an international degree and

certification but you have to fine tune the international knowledge and
learned skills with local market needs (Egypt).
Networking with FM Organizations

● Becoming involved with the FM organizations is another great

way to enhance your career and rise through the ranks.

● The phrase “it’s not just what you know, but who you know”
also applies to facilities management.

● The organizations are international, so joining this circle gives

you access to a whole world of possibilities.
How does networking with an organization
like EGYFMA help you?

● It helps you learn about the latest innovations and ideas in the
industry from leaders in your community and beyond, which you
can apply to your own position or to advance to the next one.

● It instills leadership by putting you into contact with mentors who

can help you rise up while avoiding local pitfalls they’ve experienced

● It also puts you in touch with people who may have jobs at the next
level, and if they get to know you and like you personally by the time
a job comes around, that can make up for a gap in experience.

● People take a chance on those they like and trust.

How to Start Finding a Facilities
Management Job
If you’re just looking to get started in facilities management right now without
many resources, here’s a quick checklist to get you started:
● Construct a resume highlighting your experiences that relate to teamwork,
attention to detail, ability to quickly pick up new skills, and positive
attitude.
● Join your local FM organization, and participate in everything that interests
you.
● Get your business cards and your handshakes ready, and don’t be shy.
● Inquire about apprenticeships and workshops.
● Take advantage of organizations and companies online job boards and the
people you meet as connections.
How to Start Finding a Facilities
Management Job
● Find the facilities/property/building management departments
of any major local facilities in your area: try schools,
universities, government buildings, and the largest
corporations.

● Get in touch with the highest ranking person you can and
request an informational interview even if they say there are
no positions available or you are told to “apply on the website”

“You’ll always have a better chance with a person than an

automated system”

Finally, take your newly-minted resume to standard job boards like

LinkedIn
FM Job Description

1. A facilities manager is a job role that is responsible for

making sure that buildings and their services meet the
needs of the people that work in them.

2. Facilities managers are accountable for services such as

cleaning, security and parking, to make sure the
surrounding environment is in a suitable condition to
work.

3. They also manage any building maintenance with things

like heating and air conditioning, to maintain the working
environment.
Organizational Relationship
1- Reporting:
The FM position reports to the Chief Operating Officer (COO)
and is responsible for managing the Facilities Coordinator.

2- Internal Relationships:
This role liaises with all functions of the organization with a
focus on Public Programs.

3- External Relationships:
The role manages and liaises with a complex group of
stakeholders, including contractors, subcontractors,
external service providers and tenants.
Airport Core Business
and Non-Core
Business

Group Discussion

Choose one of the

general business
activities and point out
the core businesses
and non- core
businesses
Quote of the day
Facilities that are properly
maintained by credentialed
facility managers will perform
more efficiently, protect
occupant health and safety,
support robust productivity,
maintain greater value at their
time of disposition and save on
cost
Assignment 1

Write a paragraph on
What’s:
An Asset
An End-user
Mobilization
Outsource (verb)
Commissioning
Greenwashing
What is the muddiest point ??
Thank you
LIST OF Terminology/ ABBREVIATIONS
Persona Canvas
FM Facilities Management
O&M: Operations and maintenance
Built environment
ISO 41001
Best Practice
Core Competencies
Asset Management
Business Continuity
Networking: EGYFMA, IFMA, IWFM
Core Business