For people to be productive and engaged in their work, it is critical that we invest in the development and operations of facilities in workplaces. The importance of workplace facility management becomes even more critical as we understand more about ensuring health and wellness in commercial spaces.

However, running well-run facilities can be challenging, especially since it typically involves a large proportion of operational costs. Currently, these facilities are largely managed in an ad hoc style through fragmented systems. ANACITY Business offers facility managers a single platform to consolidate all their requirements, thus ensuring both efficiency and cost-effectiveness.

What is workplace facility management? 

The International Organisation for Standardisation defines facilities management as the “organisational function which integrates people, places and process within the built environment with the purpose of improving the quality of life of people and the productivity of the core business.”

Facility management can impact critical areas in a workplace including, health and safety, procurement, space planning, sustainability, energy, property and asset management. Well-run facilities help us realise the full potential of the built environment.

Challenges & solutions in workplace facility management

Facility management in commercial workplaces can be a complex and challenging task due to various factors. Here are some of the key challenges faced in this field:

Cost Management

Facility management, including the maintenance and servicing of assets, can often be the most expensive part of running any commercial space. Balancing budgets and minimising operational costs while maintaining a high standard of facility services is a constant challenge. 

ANACITY Business offers the tools to improve financial management through multiple means. For instance, the Expense Tracker can be leveraged to identify wastage or over-consumption. Similarly, an Inventory Tracker can help pinpoint missing or misused inventory. 

Building sustainability

The optimal way to build sustainability in a commercial space is during the construction stage through the addition of energy-efficient fixtures and designs. The challenge lies in older buildings which do not have the means to track energy usage. 

ANACITY Business can promote sustainability by helping facility managers track energy usage and waste management. It can also facilitate the adoption of eco-friendly practices by connecting building managers with suitable vendors such as specialists in rainwater harvesting or wastewater management. 

Regulating access to facilities

Facilities like meeting rooms are necessary for any commercial space. However, regulating access is a common issue in workplace facility management. Common problems include double bookings or completely barring entry during maintenance or an emergency.

The solution lies in regulating access through prior booking. One can book meeting rooms or recreational facilities on the ANACITY Business app. Pre-set time slots remove any possibility of double booking. Entry can also be completely restricted in special cases through Smart Access tools.

Complaint management

Swift complaint management is essential to ensure that facilities are maintained at the optimum level. Timely resolution ensures that small issues are addressed before they become unmanageable or too expensive to fix. 

Despite its importance, this is often a neglected area with facility managers still relying on call-ins or paper registers for listing and tracking complaints. Often complaints are not registered correctly or followed up on time, leading to dissatisfaction. There is also no mechanism to analyse the problems or to leave feedback.

ANACITY Business resolves these issues through an app-based system. One can register complaints on the app and mark it as ‘Urgent’ if required. Unaddressed complaints are escalated to the next level. The complainant can check the resolution progress and leave feedback. Most importantly, it empowers facility managers to carry out a root cause analysis to identify the underlying reason for a recurring complaint. 

Facility & asset management

With expensive equipment and furnishings, facility and asset management is a key task for facility managers. This includes timely maintenance and quick servicing in case of a breakdown. The challenge lies in accessing information and ensuring that all maintenance activities are carried out on time.

ANACITY Business has a highly evolved facility and asset management module that is specially developed to meet these challenges. Under an easy data access system, managers can view important asset information such as service history by simply scanning the asset’s QR code. They can set up a maintenance schedule with timely reminders. 

Access to compliance data

Adhering to local, state, and central regulations, including building codes, health and safety standards, and environmental regulations, can be complex and time-consuming.

ANACITY Business acts as an information repository where all documents can be stored. These can be easily retrieved to ensure compliance with regulations. Paperless access to information has more efficient and manageable compliance procedures, minimising the risk of loss of information.

Emergency Preparedness

Developing and maintaining effective emergency response plans for natural disasters, accidents, or other unexpected events is critical but can be challenging to implement. The biggest hurdle lies in getting people to follow emergency procedures. Lack of information and timely notice adds to the challenge. 

Anyone can access emergency services through the SOS button on ANACITY Business. The app acts as an information repository where people can be informed about disaster preparedness. It also acts as an excellent communication platform where facility admins can post notices in dealing with any exigency. 

In addition, ANACITY Business helps admins restrict entry to specific areas during an emergency through smart access control. Read our article How ANACITY Business Makes your Workplace Safe & Secure to know more.

User Expectations

Meeting the evolving expectations of employees and tenants in terms of comfort, convenience, and modern amenities can be demanding. ANACITY Business offers facility managers multiple means to gather feedback and opinions. This includes surveys and polls which admins can leverage to assess people’s expectations.

ANACITY Business empowers managers to address challenges in
workplace facility management while staying updated with industry best practices and embracing innovation to ensure that commercial spaces are safe, efficient, and conducive to productivity.

Find out more about How ANACITY Business by ApnaComplex is Revolutionising Workplace Management to know more.

Ever wondered what that sinking fund entry is on your housing society maintenance invoice? Generally speaking, a sinking fund is an account where you set aside money to pay off a debt or for a planned expense. In the context of a gated community, a sinking fund has a similar purpose. There are specific rules for its calculation and usage.

What is a sinking fund in a housing society?

A sinking fund for a gated community has a similar purpose as in the case of personal finances. The main intention is to ensure that there are enough funds for necessary structural repairs or to plan for a contingency. A sinking fund ensures that the community is not overwhelmed by debt or an urgent expense. 

Many of the facilities and infrastructure in gated communities are depreciating assets. A sinking fund ensures that necessary repairs can be undertaken without worrying about the cost. It offers financial protection for any urgent expense. 

What is a sinking fund utilised for?

A sinking fund is meant for major undertakings like structural repairs. Unlike regular maintenance, these include heavy repairs or reconstruction. However, any resolution to deploy the fund must be passed by the general body of the society. In addition, it must be as per the guidance and opinion of the society architect. 

How is the sinking fund calculated in a housing society?

As per the Bye Law No. 13 (C), “The General Body can decide the Sinking Fund contribution, subject to the minimum of 0.25% per annum of the construction cost of each flat incurred during the construction of the building of the Society and certified by the Architect, excluding the proportionate cost of the land”.

In practice, these provisions can be less than straightforward. The construction cost can be different for each flat, depending on its size and even the date of construction. The cost may be difficult to estimate where the builder has marked up the costs. Hence, housing societies often have to explore alternative means to calculate sinking funds. 

One of the common alternatives is to take the reconstruction cost as the base for all calculations. This ensures that the calculations are based on current rates and there are no discrepancies. However, this rate must be decided in consultation with the society architect.

Know more

ApnaComplex offers a data repository where you can find all critical information. You can check your maintenance invoice for sinking fund charges. 
Want to know more about maintenance charges? Read our article to Know all about Society Maintenance Charges. Find out how ApnaComplex facilitates society maintenance here. Worried about escalating maintenance charges. Discover the secret to reducing your society’s maintenance fee!

Energy consumption in the residential sector accounts for very high usage, second only to the industrial sector. Consequently, bringing down this high energy consumption is often one of the biggest priorities for gated communities. However, short of switching off the power supply, bringing down usage can be nearly impossible. The solution, therefore, lies in switching to sustainable energy solutions. 

What is sustainable energy? 

Sustainable energy refers to those power sources that can be replenished within a human lifetime and cause no carbon emissions. Thus, it does not harm the atmosphere or contribute to global warming. The four main types of sustainable energy sources are solar power, wind power, bioenergy, and hydroelectric power. 

For gated communities, solar panels have emerged as one of the most effective sustainable energy solutions. You can read more about its benefits in our article Solar Energy: A Sustainable Solution for Housing Societies.

How to transition to sustainable energy system 

Switching to sustainable energy systems can require modifications in both infrastructure and resident consumption habits. This can cause disruptions and resistance from residents affected by the change. Hence, it is critical to follow a phased and planned transition to sustainable energy systems: 

Conduct an energy audit

Start by understanding the current energy consumption patterns within the community. Identify which areas consume the most energy, such as lighting, heating, cooling, and common facilities. ApnaComplex Metered Utility Billing helps keep track of all metered utilities including electricity. 

Set clear sustainability goals

Setting goals is important to check progress. It sets the purpose and forms a driving factor for all sustainability initiatives. Achieving these targets can also be a powerful motivator in continuing with sustainability initiatives. Establish clear goals and objectives for transitioning to sustainable energy. Define targets for reducing carbon emissions, energy consumption, and cost savings.

Community Engagement

Gathering member consensus is critical since transitioning to sustainable solutions can involve sizeable investments. Everyone must be on the same page when it comes to adopting sustainable consumption habits and investment in infrastructure modifications. 

Conduct meetings or surveys to educate them about the benefits of sustainable energy and gather their input and support. You can also invite sustainability experts for workshops and help answer resident questions. Sustainability goals should be seen as a common community objective rather than an arbitrary decision by Management Communities or Resident Welfare Associations. 

Assess renewable energy sources

Evaluate the renewable energy resources available in the community’s vicinity. This could include solar, wind, geothermal, or even micro-hydro power, depending on the location and resources. Small-scale wind turbines may work if the community is in a windy area. In most cases, rooftop solar panels are the most applicable solution. 

Invest in smart energy-efficient appliances

Sustainable technology is our biggest friend when it comes to retrofitting buildings.

• Upgrade common area lighting and appliances to energy-efficient LED lights and energy star-rated appliances. 
• Implement motion sensors and timers to reduce unnecessary energy consumption.
• Invest in energy storage systems like lithium-ion batteries to store excess energy generated by renewable sources for use during non-peak hours or emergencies.
• Implement a smart grid system to optimize energy distribution, monitor usage, and reduce wastage. 

Energy-efficient landscaping

Use landscaping techniques to provide shade, reduce heat absorption, and improve insulation around buildings, reducing the need for air conditioning.

Installing EV charging stations

Install EV (electric vehicle) charging stations within the community to encourage residents to switch to electric vehicles. If your community is yet to make the switch, read our article Gated Communities Must Move Towards eMobility. Here’s How.

Financial incentives

Look for subsidies, tax breaks, incentives and rebates at the state, or central level to offset the initial costs of renewable energy installations. For instance, housing societies can apply for a 30% subsidy from the Ministry of New and Renewable Energy for rooftop solar panel installation. 

Maintenance and monitoring

Establish a routine maintenance schedule to ensure all equipment continues to operate effectively. Implement monitoring systems to detect and address issues promptly. This can include additional training for the maintenance staff. 

Educate and encourage residents

Conduct workshops and educational programs to teach residents about energy conservation and how to use the new sustainable energy systems effectively. Repeated messaging is important to ensure that residents stay aware. 

Long-term planning

Develop a long-term sustainability plan that includes periodic evaluations and updates to incorporate new technologies and practices as they become available.

Partnerships and community resources

Collaborate with local energy providers, environmental organisations, and sustainability experts to gain knowledge, resources, and support for the transition.

Transitioning to sustainable energy solutions in gated communities requires careful planning, investment, and collaboration. It can lead to reduced energy costs, lower carbon emissions, and a more environmentally responsible and resilient community. Learn about more such initiatives in our article 5 Sustainable Living Practices Every Gated Community should Adopt.