The challenges of change for task and asset management
Facilities and workplace management has always been one of those professions where 50% of your time is spent dealing with issues that were never on the “to do” list. As well as being people and process focussed, problem solving, and pertinence are qualities that just go with the job.
Technology has been key to enabling more organisations to work more remotely, more successfully, over the last year. It has also helped those adopting it for their building and compliance management to recover more easily and integrate the needs of the future, “new normal” into “the business as usual”.
Any risk management software you have or are looking to introduce must therefore offer you a range of features and solutions, if it is going to deliver what you need it to. It also must be tailorable to your situation, to give you the information you actually want (not that it, or the developer for that matter, thinks you want).
Traditionally asset and task management has been broadly PPM - and occasionally RPM – based, with schedules provided by contractors or in-house for the various actions and activities needed. To match your future requirements though, it must be more visible, adaptable and intuitive, providing you with the information you require when you require it.
In FM, keeping on top of everything is just part of the day job. But with likely further changes in legislation, occupation, usage and organisational need, beyond the pandemic, investing in the right support, will pay dividends now and in the future.
Below are ten factors and influences to consider having in place as part of your remobilisation plan and ongoing management - what tools could you be using/have in place, to help you manage them, effectively, efficiently and proactively?
- We don’t know how long COVID-19 Secure procedures will remain in place for organisations and their properties - so how will you add and reflect these in your ongoing compliance management?
- The requirements for statutory inspections haven’t changed, but with change in use for our offices and workplaces, the frequency of use and runtimes for equipment have, for example consider your lifts and air handling units over the last twelve months - what is the consequential effect on asset life, maintenance and parts and how are you managing this?
- You are now as likely to see your historic provision of first aiders, fire wardens/marshals and health and safety reps out of “the office” rather than in it - what processes do you have in place to check availability and staffing levels are meeting you legal and delivery needs?
- If, due to lockdown, you have mothballed plant and equipment -what are your plans for returning these to service, if at all, and what needs to be done and by when? Equally you could have added new plant and equipment to support your remobilisation. In both instances recognising the changes, adding or removing them from your schedules and adjusting your compliance checks and inspections, etc. accordingly should be done.
- As a result of rescheduling and plant operation over the last year, have your PPM changed - if so, what do they need to look like now for their future management? Aspects such air and water quality in particular have been affected, but lifts, boilers, LEV and electrical checks may also need review.
- Does the future planned operation of the building mean you need to change the frequency of your on-site testing and inspection regimes to cater for the new normal – how are you managing the checks you can now do less frequently, or others that you need to increase (i.e. continued reduced occupation may require you to adopt additional water outlet flushing)?
- Have contractors and their activities been changed or amended - have you got a process to capture these?
- With the increased awareness of health and safety, is there a need for you to be producing more information on performance for stakeholders and how will you gather this?
- Have any planned changes to your premises, as a result of re-occupation or usage, materially affected your health and safety risk management (e.g. Legionella, asbestos, fire, etc.) - if so, what tools do you need to review your current provision, to maintain the right levels of activity, frequency of tasks etc. to maintain suitable and sufficient control/schemes of management?
- With remote working in place for the foreseeable future what risk management software is in place to allow you to continue to work collaboratively to manage your health and safety responsibilities?
For a demonstration of how our Assurity Plus 2.0 property risk management software could be supporting you to help keep your premises compliant, safe and under control contact us.