FACILITIES MANAGEMENT (FM FUNCTIONS)
1. Introduction
Facilities Management (FM) is the coordination and management of the physical
workplace and support services to ensure an effective operational environment. Unlike
property management which oversees the entire building or property, FM focuses on
internal services and functions such as maintenance, space planning, and support systems
that directly support people and the core business processes.
2. Definitions of Facilities Management
● “FM is the process by which an organisation delivers and sustains support services in
a quality environment to meet strategic needs.” – Centre for Facilities Management
● “FM is the application of total quality techniques to improve quality, add value, and
reduce the risk involved in occupying buildings and delivering reliable support
services.” – Keith Alexander
● “The practice of coordinating the physical workplace with people and the work of the
organisation. It integrates the principles of business administration, architecture,
behavioural and engineering sciences.” – U.S. Library of Congress (1992)
● “Facilities Management is the organizational function which integrates people, place
and process within the built environment with the purpose of improving the quality of
life of people and the productivity of the core business.” – ISO 41011:2017
3. Facilities Management as a Profession
Facilities Management is recognized globally as a distinct professional discipline. Several
professional bodies regulate and promote FM practices, including:
- IFMA (International Facility Management Association)
- BIFM (British Institute of Facilities Management)
- NIFMS (Nigerian Institute of Facilities Management Services)
4. Core Areas and Functions of Facilities Management
Facilities Management functions are cyclical and dynamic. They aim to align space,
infrastructure, people, and the organization’s strategic objectives. The five major functional
areas include:
A. Premises Operation – This function focuses on ensuring that the physical building
and its systems run smoothly on a day-to-day basis. The goal is to ensure that the
workplace is safe, functional, and efficient for everyday operations. It covers
building maintenance, adaptation, energy and cable management,
telecommunications, security, and budget control.
1. Building Maintenance; Regular servicing of HVAC (heating, ventilation, air
conditioning), plumbing, electrical systems, and elevators to prevent breakdowns.
2. Energy Management; Monitoring and controlling electricity and fuel usage to
reduce waste and operating costs (e.g., using LED lighting or solar panels).
3. Cable Management; Organizing and protecting electrical and communication cables in
offices to reduce hazards and improve system reliability.
4. Security; Implementing CCTV systems, access control, and physical guards to protect
people and property.
B. Space Management – This area ensures that every inch of the building is being
used effectively and can adapt to organizational changes. The goal is to optimize
how space is allocated and used, improving comfort and efficiency. It involves
space planning, usage monitoring, inventory, interior design, and ensuring space
efficiency.
1. Space Planning; Designing office layouts to maximize productivity and comfort
(e.g., open office vs. private office designs).
2. Space Utilization Monitoring; Using tools or sensors to track how frequently rooms or
areas are used to identify underused spaces.
3. Interior Design & Reconfiguration; Updating the office appearance or rearranging
furniture to match changing needs (e.g., converting a room into a hybrid work area).
4. Inventory of Space Assets; Keeping a record of all desks, rooms, and furniture to
manage occupancy and plan for expansion or downsizing.
C. Project Management –FM professionals often manage physical change projects
that affect the workplace and facilities. This helps to manage the physical changes
efficiently, on time, and within budget. It includes construction, refurbishment, and
relocation projects, cost control, and quality assurance.
1. Office Relocation; Coordinating the safe and timely move of office equipment,
staff, and documents to a new site.
2. Renovation Projects; Managing upgrades such as repainting, new flooring, or
adding new facilities like a staff lounge or meeting rooms.
3. New Construction Projects; Overseeing the development of a new facility from land
preparation to completion and occupancy.
4. Cost Estimation & Control; Preparing and managing budgets for projects to prevent
overspending and ensure resource efficiency.
D. Office/Support Services – These are day-to-day services that support the
operations and comfort of staff and visitors. It ensures that non-core but essential
services run efficiently and improve the user experience. It covers logistics like
cleaning, mail, waste, catering, and IT services that support staff and operations.
1. Cleaning Services; Ensuring hygiene through daily cleaning of restrooms, offices,
and public spaces.
2. Mail and Courier Handling; Managing internal and external mail delivery systems
to support communication flow.
3. Catering Services; Providing food and drink services in cafeterias or during
corporate events.
4. Waste Management; Coordinating proper collection, recycling, and disposal of
office and building waste.
E. Real Estate Management – This function covers strategic decisions involving
leasing, investment, and property transactions. Supports the organization’s long-
term goals by managing property assets strategically. It involves leasing,
acquisition, disposal, and liaising with property consultants for investment-related
decisions.
1. Property Acquisition; Identifying and purchasing property that supports the
company’s expansion or operational needs.
2. Lease Negotiation & Management; Handling lease terms with landlords or tenants
and ensuring compliance with contracts.
3. Property Disposal; Selling or transferring unused or unproductive assets to release
capital or reduce costs.
4. Portfolio Optimization; Analyzing the performance of owned/leased properties and
making decisions to maximize return on investment.
