As a facilities manager, there are a lot of day-to-day tasks that you and your team have to undertake to keep operations running smoothly. Alongside these daily practices, you also need to undertake checks and reviews to ensure the ongoing safety and maintenance of the property.
That means undertaking checks and producing reports that can be provided to the building owner and service users.
Here are some of the most important reports that facilities managers, no matter what type of property they care for, need to undertake.
Electrical Installation Condition Reports
An Electrical Installation Condition Report, or EICR, is crucial for ensuring that any new major wiring or electrical installation is safe and ready to use in your building. As such, you should ensure that any significant electrical installation gets an EICR after being set up. These reports need to be carried out every few years, as wires can deteriorate over time. These tests need to be carried out by qualified electricians too, which will help to ensure everything is done to the correct standard.
Spend Reports
As a facilities manager, you will have control over the budget for any property’s that you manage. However, you need to make sure that you offer complete transparency when it comes to the cost of maintaining, cleaning and caring for the property that you manage. A spend report covers the costs that your company incurs every month, and what you spent and where. This report can then allow you to show your clients what costs you are incurring and allow you to justify replacements for specific appliances. It can also help with longer-term challenges such as justifying hiring more staff or raising your charges for services. Spend reports should be sent every month, with a yearly review also undertaken to ensure that your clients have a complete overview of how their money is being spent and what they are getting for their money.
Planned Preventative Maintenance Reports
Preventative maintenance is a vital part of facilities management, as it ensures that the property you care for is always in a good state. It also reduces the chances of emergency issues causing problems for you and anyone who uses the property. Getting the funding and approval for significant preventative maintenance requires a planned preventative maintenance report. You’ll need to outline what work needs to be undertaken and how it could help to save money in the long term. Learn how to draft a planned preventative maintenance report so that you can ensure the ongoing safety of the property you manage.
Every managed property is unique, so this list of reports isn’t complete, and you need to make sure that you file reports that meet the needs of your clients and service users. However, this list should offer some insight for fledgling facilities managers looking to understand what is required for the long-term success of your facilities management project.