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.