Important / Top 5 Facility Management KPIs you need to start tracking

Facility management is a complicated discipline that demands proper monitoring and evaluation to ensure efficiency and cost-effectiveness. The most important part of the key performance indicators (KPIs) is to evaluate the performance of facility management services and to find out the weak points which should be improved. Let’s discuss the best 5 Facility Management KPIs that you should start tracking, indicating the significance and main tips.

1. Planned Maintenance vs. Reactive Maintenance Ratio

• This KPI represents the ratio of proactive or scheduled maintenance tasks to those that are urgent or unexpected.

• It is an ideal figure of merit where a higher figure shows that more attention is being given to maintenance and consequently, better equipment durability, less breakdowns, and predictable maintenance costs.

• Planned maintenance is a proactive approach to maintenance that is usually planned and scheduled to fit a certain time frame while on the other hand, reactive maintenance is an unplanned kind of maintenance that may end up costing an organization a lot in terms of time and resources.

2. Work Order Resolution Time

• This KPI measures the average time that is taken for work orders to be accomplished from the time they were opened to the time they were closed.

• Short turnaround times are a clear sign of proper maintenance practices and a competent facility management staff.

• Reduced work order resolution times also indicate that maintenance teams are attentive to the needs of the organization, and they are able to attend to those needs swiftly, thus preventing lengthy downtimes and ensuring high operational performance.

3. Preventive Maintenance Compliance

• This KPI quantifies the level of compliance with preventive maintenance schedules by highlighting the share of tasks that were performed as planned.

• High compliance level further shows that the facility management team is implementing its maintenance strategies diligently, which aids in avoiding equipment breakdowns and enhancing the durability of the assets.

• Regular maintenance can help to reduce the incidences of breakdowns and to ensure that equipment works at their best. The failure to adhere to the preventive maintenance schedules is a sign of good planning and utilization of the available resources.

4. Total Facilities Management Costs

• This KPI cumulates all costs which are involved in running a facility, such as maintenance, energy, security and other charges.

• By tracking total facility management costs, one is in a position to look for cost-saving measures and also be in a position to know whether the facility is over budget or not.

• This KPI can help facility managers look at cost drivers and the overall cost structure in order to improve resource utilization and bring in efficient strategies to manage the facility.

5. Cost of Utilities per Square Meter

• This particular KPI indicates the cost of utilities such as electricity, water, gas etc per square footage of the facility.

• Overhead expenses are another element of the total expenses necessary to maintain the operations of a company. It is important to monitor these costs and their per square footage to be able to see where there is wastage and where there is room for improvement.

• Lowering the per square footage of utility expenses demonstrates effective energy stewardship and could result in significant savings. It also shows that the facility is conscious of the need to preserve and conserve the natural resources available.

Why These KPIs Matter

Performance Monitoring

These KPIs provide a comprehensive view of the performance of facility management operations and maintenance enabling managers to assess and enhance service quality and operational efficiency.

Cost Control

By tracking KPIs related to maintenance, utility costs, and overall management expenses, facility managers can identify and implement cost-saving measures, leading to better budget management.

Resource Allocation

KPIs help in making informed decisions about resource allocation, ensuring that manpower and assets are utilized efficiently and effectively.

Service Quality

Customer satisfaction rates and work order resolution times are direct indicators of service quality, ensuring that standards are maintained and users are satisfied with the facility management services.

Strategic Planning

These KPIs are vital for strategic planning, highlighting strengths and areas for improvement, aiding in proactive decision-making and goal-setting for continuous improvement.

Monitoring these key Facility Management KPIs enables organizations to optimize operational performance, reduce costs, and deliver superior services to stakeholders. Regular analysis of KPI data supports data-driven decision-making and fosters ongoing improvement in facility management services.

Facility management services are of vital importance in the maintenance of the normal functioning of commercial and institutional facilities. UPSFM is a service company that focuses on giving all-around facility management services, which are customized to the requirements of our clients. The main point of our work on the indicators of the performance of the chosen ones is the management of the facility in a way that the services are delivered efficiently and cost-effectively. To get to know more about our services and how we can help you in managing your facility, visit our website at www.upsfm.com