OptiMAS - When You Might Need Us

Effective facilities management is vital as, without a comprehensive scheme, significant costs, losses and disruption will be incurred.  A professional approach to managing facilities is essential for any organisation managing a property portfolio, but this comes with challenges.

At TriVantage OptiMAS we know the importance of ensuring the compliance, functionality, sustainability and efficiency of the built environment.   

TriVantage OptiMAS can help if you are facing any of these typical challenges:

  • Rising costs and budgetary constraints
  • A lack of clarity as to why one premise costs more than another to maintain
  • The level of reactive workload is preventing an effective planning and replacement strategy
  • Contractor performance is not at desired levels or not monitored
  • The data being produced is of questionable quality
  • Management information is not targeted at performance improvement
  • There are conflicting priorities across your estate.

Below are key issues and potential solutions, accepting that each client will have a unique blend of issues and opportunities to address.

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Budgetary

The FM world is seeing a perfect storm of rising costs – energy, staffing, taxes – and spending constraints.  In turn, this leads to the difficult task of managing tight budgets whilst ensuring that essential systems remain operational.   As estates grow, the ability to view asset status for all sites and to understand cost drivers becomes harder.  To make things worse, there is often the challenge of balancing long-term investment with short-term cost control.

Potential solutions to address these issues, whilst also delivering value and risk reduction, include:

  • Developing data based, focused maintenance strategies and/or investment programmes to maximise performance and minimise costs.
  • Introducing a preventative maintenance schedule that reduces the risk of costly breakdowns, potentially extending the lifespan of assets and increasing compliance.
  • Conducting energy audits and investing in energy-saving equipment.
  • Creating a robust Asset Management Strategy to address refurbishment and replacement programmes.

Regulatory Compliance

Running a property estate means you are subject to an ever-growing list of health, safety, environmental and building regulations.    As estates become more complex – mixed retail and residential, clinical, hospitality venues with accommodation, etc. – legislation becomes even harder to comply with.  But any non-compliance can lead to hefty fines, legal issues and reputational damage.

Potential solutions to address these issues, whilst also delivering value and risk reduction, include:

  • Ensuring key people stay up-to-date with legislation, supported by clearly defined responsibilities across multi-use facilities.
  • Using systems to schedule and monitor compliance works.
  • Investing in compliance software to keep track of regulations, with automated reminders and the maintenance of compliance evidence.
  • Comprehensive reporting to demonstrate compliance and prepare for any audits.
  • Controls to ensure the selection of appropriately qualified and competent contractors for each requirement.

People

Any building within a property estate is used by people – employees, customers, guests, contractors, etc.  As a result, any building issues that have a detrimental  impact on these users will ultimately negatively impact the business that operates them.

Users will likely be impacted by equipment not working – lifts, automatic doors, lighting, etc.  Disruptions can also arise with air conditioning issues, maintenance – planned and reactive, refurbishment, etc.

At best, these are an inconvenience, but at worst they could impact health, wellbeing and even safety.  Whilst the primary focus will be on direct users of buildings, there is also the potential of indirect users being impacted.  Examples include noise, odours, litter, light pollution, parking, etc.

Potential solutions to address these issues, whilst also delivering value and risk reduction, include:

  • Introducing robust maintenance and asset management programmes leading to improved performance and reduced disturbance.
  • Providing clear and simple ways for users to report issues, with strong, timely communication as to what’s being done.
  • Defining ways of ensuring stakeholder engagement on planned building works.
  • Reflecting the different types of user across complex estates in all building strategy.

Sustainability

Sustainability in the built environment means designing, constructing and operating buildings in ways that minimise environmental impact, support wellbeing and preserve resources.

Striving to reduce carbon usage, manage waste effectively and meet sustainability goals, can require significant investment and a radical shift in operational practices.  However, failure to change can lead to negative publicity and poor stakeholder perceptions, including those in the communities in which premises are based.

Potential solutions to address these issues, whilst also delivering value and risk reduction, include:

  • Conducting energy audits and investing in energy-saving equipment.
  • Engaging with stakeholders in sustainability initiatives.
  • Focusing on meaningful and measurable targets for both energy reduction and recycling rates.
  • Improving processes to streamline and automate data collection and verification.
  • Clear, simple ways of documenting and promoting CSR/ESG activity. 

Built Environment Systems

Within Facilities Management the systems used provide the data, information and control necessary to assist in operational activities and strategic development.  It is vital for any business to have the right software configured to the needs of the business, supported by robust processes and accurate data.  In addition, innovations like building automation systems, Internet of Things (IoT) sensors or data-driven decision-making tools, including AI, can transform the FM sector. 

Systems decisions can be challenging and costly if done badly – in terms of finance, resources and reputation.  Even the best systems can provide misleading information if based on poor data and sub-standard processes.  This will leave your team focused on fire-fighting rather than proactive planned activities. 

Potential solutions to address these issues, whilst also delivering value and risk reduction, include:

  • Ensuring that the systems in place are fit-for-purpose, with complete clarity of data and process flows.
  • Focusing on technology designed to improve efficiency, reduce cost, enhance user experience and ensure compliance.
  • Defining requirements for any new systems accurately, whilst working with potential vendors to ensure complete clarity of expectations.
  • Ensuring staff are fully trained on how to effectively use both existing and new technology.

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