This article is intended for facility managers and property managers.
What is Facility Management?
Facility Management (FM) involves managing and maintaining all support services related to the use of properties. Whether it's production areas, office buildings, manufacturing plants, shopping centers, or residential spaces, facility management ensures everything runs smoothly and efficiently.
What Does Facility Management Include?
- Technical Management: Includes all tasks related to the maintenance of buildings and technical equipment. This means regular inspections, repairs, maintenance of systems (heating, ventilation, and air conditioning), electrical installations, plumbing and sewage systems, and more.
- Security: Ensures the safety of people and property. This includes, for example, access control, fire protection, camera systems, and security patrols.
- Cleaning: Regular cleaning of all areas, including landscaping.
- Energy Management: Optimizing energy consumption, implementing energy-saving measures.
- Facility Services: Facility management also includes other services such as waste management, catering, land management, vehicle management, and the like.
Facility management is crucial for the successful operation of any organization that owns or uses properties. Through professional property management, significant cost savings can be achieved, efficiency increased, and a safe and pleasant working environment ensured.
Detailed Information About Each Building and Property
Keep all the information you need to see at a glance in the details. It is good to include information in the details that you will use to search for buildings. This could be a specification using tags, where you can enter whether the building is air-conditioned, has disabled access, and so on. Then there is nothing easier than using our filters when a request comes in to rent space with certain requirements, and you immediately have what you need.
What is Included in the Technical Management of Buildings and Properties?
As a building or property manager, you also take care of your properties. In Aptien, we recommend using the following records and their features for this purpose: Records of buildings, rooms, doors and keys or access cards. You will certainly appreciate that you have everything linked.
If you need to classify your assets differently or in more detail, no problem. You can take advantage of the huge advantage of our system and customize everything yourself exactly to your needs and habits. You can make changes completely on your own without having to contact developers. This could be, for example, a floor register.
The operation of buildings and properties requires regular care, inspection and quality information. The technical management of real estate includes preventive, planned regular maintenance of premises, daily operation of the building and equipment, taking into account the required parameters, or also checking the safety of the building.
- Maintaining information and documentation about individual objects (buildings, rooms, etc.)
- Support for technical management of real estate and buildings, their maintenance and facility
- Maintaining an operational log - information about performed tasks, maintenance and other activities
- Revision tracking
- Reporting defects in buildings, rooms and building equipment
- Easy inventory of building equipment
- Simple handover of buildings, rooms or their equipment
Property Operations Log
- Here you record all maintenance activities and tasks performed on the property or part of it.
- Serves as a comprehensive record of the property's maintenance history, including repairs, inspections, and routine maintenance tasks.
When managing buildings and properties, it is also important to have information about what has happened over time, what maintenance, repairs or negotiations have taken place. This is where the operations log comes in. In it, you can easily record any activities that you have carried out in the building or part of it, or in a specific room.
- Maintenance
- Repairs
- Renovations
- And more
Operational Documentation and Inspection Reports for Buildings and Properties
For each inspection or audit, the technician will issue a report, which you can save in the documents tab. You will always have it at hand. You can also save other necessary documentation for each building, such as various construction plans, handover protocols, commissioning documents, etc.
Tracking Inspections Associated with the Building
Building maintenance also includes meeting safety and legislative requirements. These are mainly reports and inspections of equipment. You will create an activity plan in the building records, which will monitor all periodic inspections and reports for you. We recommend keeping these plans for equipment that is permanently fitted to the building. For those that can be moved, we recommend using a separate "Other assets" Organizer.
For each item, the inspection technician will draw up a report for you after the inspection, which you can save in the attachments tab, where you will always have it to hand. You can also save other necessary documentation for each building, such as various building plans.
Tracking Building-Related Inspections
Part of building maintenance includes meeting safety and legal requirements. These primarily involve inspections and checks of equipment. In the building records, you can create an inspection plan that monitors all periodic inspections and revisions for you. We recommend keeping these plans for equipment that is permanently connected to the building. For equipment that can be moved, we recommend using a separate "Equipment for Inspection" record.
Contracts
Various contracts are inextricably linked to the care and operation of buildings and other real estate. These may include, for example, contracts for carrying out inspections, lease agreements if you rent out the property or part of it. Here you can use the option of linking to the contract register. It is incredibly convenient to simply select a property and have all the contractual information with one click of the mouse.