Managing a commercial building can be complex. From heating and ventilation to cleaning, compliance, security, and sustainability, the demands on property owners and developers are broad and constantly evolving. That’s where facilities management comes in. This service ensures that a building operates efficiently, safely, and reliably for the people who use it.
While some developers outsource FM to third-party providers, others, like Presence & Co., keep it entirely in-house. Regardless of approach, understanding what makes for effective facilities management is essential, especially if you’re trying to determine what kind of arrangement will work best for your property.
What Is Facilities Management?
Facilities management is the coordination of services that support the functionality, safety, and sustainability of buildings. For commercial properties, this typically includes:
- Mechanical and electrical maintenance
- Fire safety systems
- Security and access control
- Cleaning and janitorial services
- Grounds maintenance
- Waste management
- Compliance with health and safety regulations
- Energy efficiency initiatives
Facilities management can either be handled internally (by the owner or developer) or outsourced to a specialist provider.
Why Facilities Management Matters
Commercial buildings often serve multiple tenants, welcome large numbers of visitors, and operate around the clock. Without a strong FM framework, it’s easy for issues to slip through the cracks and escalate, leading to increased operational costs, tenant dissatisfaction, or non-compliance with regulations.
Some key benefits of well-structured facilities management include:
- Prolonged asset lifespan: Routine maintenance ensures building systems last longer and function more efficiently.
- Cost control: Preventive care is usually cheaper than reactive repair.
- Compliance assurance: Proper documentation and proactive servicing help keep your building within legal and safety guidelines.
- Enhanced tenant experience: Clean, well-functioning spaces help with tenant retention and satisfaction.
- Sustainability and energy savings: Energy monitoring, smart systems, and thoughtful upgrades can reduce environmental impact.
What to Look for in a Facilities Management Approach
Whether you’re weighing the benefits of outsourcing or evaluating internal FM processes, it’s important to understand what makes facilities management effective.
- Technical Expertise
Commercial buildings are often equipped with complex systems, such as HVAC, lighting controls, and fire detection. Your FM team should have access to the technical knowledge required to service these systems promptly and efficiently. This might involve in-house technicians or trusted specialist contractors, depending on your model.
- Proactive Maintenance Philosophy
An effective FM strategy should focus on prevention, not just response. This includes regular inspections, scheduled servicing, and asset lifecycle planning to help avoid costly breakdowns and emergency repairs.
Some questions to consider include:
- Are regular maintenance schedules in place?
- Is there a clear record of equipment inspections and repairs?
- Are future capital works being planned in advance?
- Compliance and Risk Management
Compliance is non-negotiable in commercial property management. Your FM approach should include processes for staying up to date with:
- Fire and building safety regulations
- Health and safety legislation
- Accessibility standards
- Environmental policies
Proper documentation, clear auditing processes, and continuous training are all part of a compliant facilities management framework.
- Scalability and Flexibility
A commercial building’s needs can change over time. Whether that’s due to tenant turnover, expansion, or updated legislation, your FM solution should be able to adapt.
- Communication and Responsiveness
One of the most common complaints from tenants in commercial buildings is a lack of communication when something goes wrong. A facilities management strategy should include clear, responsive channels for reporting issues and tracking their resolution.
Whether you’re relying on a team you manage or an outsourced partner, the aim should be the same: fast, efficient, and transparent handling of tenant concerns and maintenance issues.
- Focus on Sustainability
As environmental targets become more urgent and widespread, facilities management has a key role to play in improving the sustainability performance of commercial buildings. This could involve:
- Energy monitoring and reduction plans
- Installation of LED lighting or smart controls
- Water-saving measures
- Recycling and waste reduction schemes
Buildings that prioritise sustainable FM are often more appealing to tenants, investors, and regulatory bodies alike.
Should You Outsource or Keep FM In-House?
There’s no one-size-fits-all answer. Outsourcing can offer access to a broad range of services and expertise without the overheads of maintaining an in-house team. However, some developers, such as Presence & Co., choose to retain full responsibility for facilities management within their organisation. This allows for a high degree of control, direct accountability, and consistent service quality across their developments.
For commercial building owners and developers deciding which route to take, it’s worth asking:
- How complex are the facilities I need to manage?
- Do I require highly specialist knowledge?
- How important is consistency across sites?
- Can I ensure high standards without outsourcing?
Conclusion
Facilities management is a cornerstone of commercial property performance. Whether it’s ensuring that building systems run smoothly, complying with ever-changing regulations, or supporting long-term sustainability goals, a strong FM approach is essential.
The key is to find a model that works for the specific needs of your property, which could mean investing in a dedicated team. Understanding what good facilities management looks like is the first step toward creating better spaces for tenants and a more resilient future for your property.
