Blog, Cleaning, Facilities Management, Mechanical & Electrical (M&E)

Hard and Soft Facilities Management – What’s the Difference?

Commercial and business premises have a number of requirements to keep them running and operational. These will vary depending on the nature, size and location of a property or building, but as a minimum will need to ensure they comply with any legal requirements around facilities.

The role of facilities management ensures that a building continues to run efficiently by maintaining legal compliance and good building maintenance, but how is that remit defined?  The Workplace (Health, Safety and Welfare) Regulations 1992 Act is in place to ensure that the health, safety and welfare of employees is covered on a daily basis.  The Act states that provisions must be made for:

  • Humidity
  • Lighting
  • Cleanliness
  • Toilet and washing facilities
  • Rest and eating facilities
  • Temperature
  • Ventilation
  • Workspace dimensions

Hard and Soft Facilities

These facilities are often further divided into two categories: soft and hard.  Both sets of services are crucial in ensuring that buildings are managed effectively; in turn, they help to maximise business productivity and deliver employee and occupant satisfaction.

Hard facilities

Hard facilities relate to the physical building and cannot be removed.  These services ensure the health, safety and welfare of employees is adhered to and most are required by law.  This typically includes:

green plants on white concrete floor

Soft Facilities

Soft services are the facilities and services that tend to make the workplace a better place to be in, whether making it safer and more secure, a more pleasant working environment or of growing importance, more efficient.  Examples of soft facilities management include:

Facilities Needs Assessments

The extent to which these provisions set out in the Act must be met is not defined and so many organisations will undertake regular Facilities Needs Assessments to highlight what is needed in a particular scenario.  The Act recognises that not all buildings need the same facilities support and so these assessments are a key enabler to defining the requirements and as a result, setting the facilities management remit.

Facilities Needs Assessments are a simple process to complete requiring only minimal resources.  A simple template can be used to capture the output of the assessment, which should consider all aspects of the business and review which facilities already exist.  The Assessment should look to question:

  • Are the existing facilities sufficient and efficient?
  • Are further facilities required?
  • Do any existing facilities need maintenance or are there any duplications that need removing?

It’s important to consider the nature of the business as certain spaces will need different services. 

woman placing sticky notes on wall

Sharpening the role of facilities management

There are many different factors that can influence the needs of a building and so regular building assessments are key.  They are a helpful resource to look at broader building requirements, such as security and even building efficiency.  Advances in technology mean there are increasingly innovative ways to deliver, and manage, facilities and the assessment process can help identify areas that would benefit from a new or different approach.

It’s also critical that buildings are assessed in light of the Covid-19 health pandemic to ensure adherence to government requirements for health and safety.  Changes and enhancements may be needed to both hard and soft services and facilities to help minimise the spread of harmful germs, from air conditioning filters through to deep cleaning and even simple things like the availability of cleaning and sanitising products.

There is no one size fits all approach to managing a building but following the provisions legally set out and ensuring regular facilities needs assessments are carried out will ensure that premises stay well maintained and run efficiently, creating a healthy and safe environment for those who occupy it.

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.
Lightbulbs energy measure

Energy – If You Can’t Measure it, You Can’t Manage it!

Before you embark on a major project to reduce energy consumption, do you know where you currently use energy? That is the vital starting point, as RFM’s Client Services Director Mark Flanagan explains.

Frequently Asked Questions about Soft and Hard Services

Have you got questions about hard and soft services that you’ve been too scared to ask?

Facilities Management Services

Facilities management is all about making sure that buildings and their surroundings are safe, clean, and running smoothly. It’s a big job that includes many different tasks. Below, we’ve covered everything you need to know about two types of facilities management services: soft services and hard services.

What are facilities management services?

Facilities management services are the tasks that keep a building running smoothly. This includes things like cleaning, security, and maintenance of heating, ventilation and air conditioning systems.

What services come under facility management?

Services that come under facility management include:

    • Cleaning
    • Security
    • Maintenance of heating, ventilation and air conditioning systems
    • Maintenance of electrical systems
    • Maintenance of plumbing systems
    • Reception
    • Landscaping
    • Car parking

What are examples of service companies?

Examples of service companies include:

  • Cleaning companies
  • Security companies
  • Landscaping companies
  • Facility management companies

What are the 2 major types of facilities management?

The 2 major types of facilities management are:

    • Hard services
    • Soft services

What are soft services? / What is meant by soft services?

Soft services are the non-technical tasks that keep a building running smoothly. Examples include cleaning, security, and reception.

These services often involve dealing with people and making sure they are happy and comfortable.

What is the difference between soft and hard services?

Hard services are the technical tasks that keep a building running smoothly, such as maintaining heating, ventilation and air conditioning systems.

Soft services are the non-technical tasks that keep a building running smoothly, such as cleaning, security, and reception.

What are soft service companies?

Soft service companies provide soft services to buildings, like cleaning, security, and reception.

Does facilities management include cleaning?

Yes, cleaning is one of the tasks that come under facilities management.

What are hard and soft services facilities management?

Hard services are the technical tasks that keep a building running smoothly, such as maintaining heating, ventilation and air conditioning systems.

Soft services are the non-technical tasks that keep a building running smoothly, such as cleaning, security, and reception.

What are examples of hard services?

Examples of hard services include:

    • Maintaining heating, ventilation and air conditioning systems
    • Maintaining electrical systems
    • Maintaining plumbing systems

What is FM maintenance?

FM maintenance refers to the regular upkeep and repair of a building’s systems and equipment. This includes tasks such as changing light bulbs, fixing leaks, and cleaning ducts.

What are FM support services?

FM support services refer to non-core services that are provided to assist the primary FM services. This can include things like catering, printing, and mail services.

What are the 3 main tasks of facilities management?

The 3 main tasks of facilities management are:

    • Maintenance
    • Operations
    • Management

What are the four types of facilities?

The four types of facilities are:

    • Administrative facilities
    • Industrial facilities
    • Residential facilities
    • Public facilities

What is total FM?

Total FM refers to a comprehensive approach to facilities management that includes both hard and soft services.

What are the major trends in facilities management?

Some of the major trends in facilities management include:

    • Increased use of technology and automation
    • Greater focus on sustainability and energy efficiency
    • More emphasis on employee well-being and productivity

What is facilities management UK?

Facilities management UK refers to the management and maintenance of buildings and their surroundings in the United Kingdom.

What are the effects of bad facility planning on a company’s business?

Effects of bad facility planning can include:

    • Increased costs
    • Reduced productivity
    • Employee dissatisfaction
    • Safety hazards
    •  

What are the five major areas of responsibility for facility managers?

The five major areas of responsibility for facility managers are:

    • Maintenance
    • Operations
    • Management
    • Safety
    • Sustainability

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.

Soft Services Facilities Managers

What is a soft service executive?

A soft service executive is a person who is in charge of making sure that the soft services in a building are running well.

What does a soft services manager do?

A soft services manager is in charge of making sure that the soft services in a building are running well. This includes things like:

    • Managing the cleaning staff
    • Making sure security is good
    • Making sure the reception desk is working well

What is the main role of a facilities manager?

The main role of a facilities manager is to make sure that a building and its surroundings are safe, clean, and running smoothly.

become a soft manager?

To become a soft manager, you will likely need:

    • A degree in facilities management or a related field
    • Or experience in a facilities management role
    • Strong people management skills
  •  

What makes a good facilities manager?

A good facilities manager is organized, has strong communication skills, and is able to think ahead and plan for potential problems.

Is a facility manager a good job?

Facility management can be a challenging but rewarding career. It offers opportunities for growth and the ability to make a positive impact on the environment and the people who use the building.

Soft Services

In conclusion, facilities management is a crucial aspect of maintaining and running a building efficiently. It includes both hard services, such as maintenance and repair of building systems, and soft services, such as cleaning and security. A good facilities manager must have strong organizational, communication and problem-solving skills. The job can be challenging but rewarding as it plays a vital role in maintaining the safety, comfort and productivity of the building’s occupants. In addition, with the shift towards sustainability and employee well-being, facilities management is becoming more important than ever. It’s a career that offers opportunities for growth and the ability to make a positive impact on the environment and the people who use the building.

Insight

Sign Up to our newsletter for all our latest news, views and insights.

  • This field is for validation purposes and should be left unchanged.