Starting new projects at work might seem like starting a diet – there is never a good time.  For facilities management, there always seems to be new issues to address – that is why it’s so important to set goals, be organized and get started.

The beginning of the last quarter of the year is a good time to assess what we’ve accomplished so far in 2019.  It is also a good time to start something new.  With 95 days left, we have plenty of time to update our goals and refocus our efforts.   

Now might not be the time to dwell on the year’s missed opportunities, but new goals might help end the year on an upswing.  If you are already using PropertyTRAK computerized maintenance management system, your goals might be:

• Update recurring maintenance checklists to assure work performed extends the life of valuable equipment.
• Use PropertyTRAK analytics capabilities to pinpoint asset replacement needs for next year.
• Create a site-specific ERP (emergency response plan) using the tools and templates provided in PropertyTRAK.

Or look back at the beginning of the year and choose a resolution to implement in the last few months of the year.   A little reflection and goals for focus, can help  make a difference – there is never a better time to start. 

• Start with solid templates from a reputable source.  It may provide a pretty complete plan, but review and amend it heavily to fit your organization.
• Spend time training your associates.  Make adjustments to your plans based on their feedback and issues that arose during training.
• Laws vary, so be sure to include items required in your municipality.  Common sense probably tells you to include evacuation maps and a head count system, anyway.

Recurring work orders save you time and help you stay organized. They are tickets for work that repeats according to a set schedule, such aspreventive maintenance. 

• Create a work order as normal.
• Pick the Frequency you want it to Repeat.
• Assign it to staff or vendor and it’s scheduled in PropertyTRAK.
• A work order notification email is sent out as the date approaches   

Here is a more expansive explanation – feel free to call us with any questions. 

•  Create the work order as you normally would. 
  • A checklist can be embedded in the work order to guide the process.
•  In the Repeats field, select the frequency option and complete theadditional options provided. a.
  • Never: default setting for one-time work ordersb.
  • Daily: schedules the work order every dayc.
  • Weekly: schedules the work order on one or more days of every weekor so many weeks (i.e., every Wednesday or every 2 weeks on Tuesday andSaturday)d.
  • Monthly: schedules the work order every month or every so manymonths based on the original order’s Due Date, either 
    • on the same Date each month (i.e., the 5th day of each month) or
    • on the same Day of each month (i.e., the 2nd Wednesday)
  • Yearly: regenerates the work order on the same month and day everyyear. 
• The Create Workorders field sets the number of days prior to the DueDate that the notification email will be sent. Scheduled tasks appear asPending on the Calendar until this date.
• Now, finish up by assigning to staff or vendor as you would astandard work order. 

Manage and monitor them through the Recurring Work menu under Work Orders onthe Navigation Bar. Modifying a recurring work order will modify it andfuture work orders but prior work orders are not modified. 

By John Alexander, COO  PropertyTRAK  8/14/19

I recently re-read “Who Moved My Cheese” written by Spencer Johnson, MD. Whether you agree with it or not, change happens. PropertyTRAK is helping one of our clients reorganize and move headquarters while another client is about to start down that same path.

Facilities Management is a significant player in supporting initiatives by Executives, Human Resources, IT, Marketing, and other departments. Periods of change are often ideal times to review your current organization and processes.  

Your current insurance documentation will almost certainly need to be updated and possibly provided to a new landlord or lender. It’s a good time to determine which of your current Vendor Services need to be updated before transferring to the new location. If not transferring, set termination dates and line up new vendors.

Since IFMA is featuring Emergency Preparedness for the month of August, I am reminded of other plans that need to be in place before employees are relocated. You will need to review, update and share plans for Evacuation, Business Continuity, Emergency Preparedness, Security and much more at the new location.  

The PropertyTRAK system provides profiles of properties, vendors and assets as well as storage for all types of documents that may need reviewed. Our advanced modules like Project Management and Emergency Preparedness can help prepare your organization to move into the new environment. A scheduled, recurring review of your records and processes is a prudent policy, even is no one is about to Move your Cheese.

Most articles on Facility Budget Management advocate implementing a modern CMMS.  They point out that readily available CMMS data helps identify and justify needs and plans for the future.  Without it, many Facility Managers are overwhelmed when gathering support data for their Capital and Operating Budget.

Historical data provides important benchmarks upon which to build upcoming plans:

• What was spent in the previous 8 months, plus what is projected through year end? 
• Can you explain to management any significant variations between budget and actual?   
• Were any variances caused by previous funding denials due to lack of supporting data?  Example: A costly asset replacement proposed because of expected failure but cut from the budget so it had to operate on a “run-to-fail” basis.

A modern CMMS system provides: 

• Reports to help you identify possible savings, as well as looming large expenses
• Statistics to reflect the efficiency of your current staffing levels
• Information about maintenance contracts, equipment leases, and other long-term obligations for use when management makes operational expansion or reduction business decisions

Whether or not you have an existing system, PropertyTRAK can offer you budget information to implement a web-based, mobile-friendly CMMS.  Then next year, PropertyTRAK can keep you from being overwhelmed as you access CMMS data to support your budgeting process.  Now is the time to evaluate your operations, and plan for an organized future with PropertyTRAK.