A company's facilities and property management function enables the rest of the business to conduct operations in a safe, productive workplace. This usually involves maintaining buildings, grounds and infrastructure. It also includes managing operating capital to improve, renovate and plan for expansion. In order to provide proper facilities services and property management, the department needs to document its policies and procedures. By establishing guiding principles, such as honesty, integrity and loyalty, you can ensure the care and efficiency of all your buildings.
To manage properties effectively, you need to establish roles, responsibilities and primary contacts. Depending on the size of your company, you can create a manual to document this, or, for larger businesses, creating an online repository or website might be more appropriate. Your policies and procedures should also indicate or provide access to standard forms to get services as diverse as heat and air conditioning adjustments, office space alterations, or permission to entertain on the premises after regular business hours.
Advertisement Article continues below this adPublished standards for facility design usually cover specifications for constructing new buildings, including minimum and maximum measurements for rooms, doors and ceilings. Other typical standards mandate adherence to electrical standards, including policies and procedures for handling the interruption of power and temporary power supply considerations. Clear, concise policies and procedures ensure that employees can maintain facilities that comply with general specifications for fire, security and access. Documents usually define what's legally required and what ensures proper maintenance to enable the safety of all workers, customers and suppliers. Some businesses establish standards for purchase order terms and conditions related to facilities and property.
Policies and procedures related to facilities and property management also specify service agreements with third-party vendors, such as cleaning personnel. The documents should define cleaning requirements, waste removal, carpet maintenance, graffiti removal, emergency procedures, and types of cleaning materials allowed. For example, cleaning supplies may need to be biodegradable to be considered suitable for use. Additionally, policies and procedures dictate the identification and storage of toxic or volatile products.
Advertisement Article continues below this adFacility and property managers establish specific policies and procedures related to surrounding grounds, including landscaping and parking lot rules. This may involve setting up security cameras. It might also specify schedules for tree maintenance, pest control and watering. Policies and procedures need to establish rules for holding special events, setting up temporary structures, and handling trash removal, recycling and disposal. By establishing these standards, companies with multiple locations can maintain a consistent branding. It also ensures that third-party vendors know what they can expect when bidding on a contract.