Blog, Facilities Management

Creating Efficiencies in Facilities Management – What to Look Out For

There are few businesses at the moment that aren’t looking to create efficiencies and do more with less. 

What to look out for when creating efficiencies.

Creating efficiencies with Facilities Management is challenging. When it comes to facilities management, there are some areas of the role that simply cannot change as it would be unsafe or illegal but that shouldn’t stop businesses from looking for ways to be more efficient in the way they provide services, as well as the way in which those services are delivered.

outsource facilities management

Organisations across the UK have found outsourcing to be a tried and tested way to support facilities management services.  Outsourcing means you can continue to keep your business open and running knowing that your building maintenance and service requirements and well organised and completed when scheduled.

Facilities management companies all offer specialist services to support your business operations, from cleaning to planned maintenance.  The main difference is whether a single company can offer everything you’re looking for or whether it makes sense to manage multiple suppliers.

Efficiencies in Facilities Management

Facilities Management – Single Service Model

Single service model: you appoint and manage a range of specialist FM service providers to match the services you need.  Outsourcing is likely done to known and approved suppliers and who directly handle the procurement, contracts and day-to-day management.


·       You can build direct relationships with contractors, which can help drive better performance and prices

·       Access specialist expertise

·       Issues or concerns can be directly targeted and resolved

·       More visibility of spend and opportunity for cost control


·       More intensive daily management across a portfolio of suppliers

·       Logistical challenges of managing multiple suppliers across multiple sites

·       Lack of oversight of overall strategy and data to help see trends, pain points, performance and benchmarking

Step by Step Guide to Switching Facilities Providers

We speak to businesses every day who feel they ‘don’t want the hassle’ of switching suppliers or are unsure about the terms of their current contract. That’s why we’ve created a Step by Step Guide to Switching Facilities Providers. See our three simple steps to switching your supplier and how easy it can be to make a significant positive impact on your business.

Facilities Management – Bundled Service Model

Bundled services: you bundle together similar services, typically three to four, and outsource each bundle to different outsourcing partners.  These would typically be split between hard and soft FM services.


·       Spreading the risk across a small number of specialist partners

·       Opportunity to create cost savings through efficiencies of scale

·       Allows a more flexible approach to overall service delivery


·       Your contractors may be sub-subcontracting – and you may not be aware of it

·       Contractors may insist on using their own work request portals and reporting systems

·       You may have to log on to more than one system to track progress or access data

Efficiencies in Facilities Management

Facilities Management – Total Facilities Management Model

Total Facilities Management: you place all responsibility, and risk, with a single integrated FM service provider with an account management approach to oversee the contract.


·       A single partner and point of contact reduces daily management time and improves focus and efficiency

·       Economies of scale mean more competitive rates

·       Access to a comprehensive range of services with defined geographical coverage

·       Access to a single management portal for data and KPIs such as Computer-Aided Facilities Management (CAFM)


·       Contracts can be complex across long periods of time, making them harder to terminate if things aren’t working out

·       Potential for more generalist expertise across a number of service areas

·       Possible that sub-contractors will be used in some areas which may impact the expected level of service delivery

Whichever solution is the right fit for your business, there are some additional factors that you might also want to consider, such as a company’s environmental credentials, staff turnover and how they engage and train their workforce.  Think about what is important in a relationship and make sure you ask the right questions to get you the insight and answers you need.

Embarking on a facilities management outsourcing partnership is a big decision but the right partner (or partners) can make a real difference to your bottom line AND the quality of services being delivered, which is a win-win situation for all.

Talk to RFM today about how we can help you drive even greater efficiencies across your building portfolio with a range of stand-alone and integrated facilities management solutions.

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