Blog, Facilities Management

What is TFM – Total Facilities Management?

Total Facilities Management (FM) is an important field that many people in management positions rely on every day. It helps keep facilities in shape and running smoothly, ensuring that everyone involved - from employees to customers - has a positive experience.

In this blog post, we’ll explore what Total Facilities Management is, why it’s important, and the various services that are available. It is also often known as Integrated FM. We’ll also highlight the key considerations that must be taken into account when contracting for FM services, and how people are key to a successful TFM contract. So whether you’re new to the field or an experienced facility manager, read on to learn more!

Total Facilities Management (TFM) Definition

Total Facilities Management (TFM) is a comprehensive approach to managing the maintenance, operation, and repair of facilities and infrastructure. TFM typically involves the coordination and management of a wide range of services, including cleaning, security, landscaping, utilities, and building maintenance. The goal of TFM is to ensure that facilities and infrastructure are well-maintained, safe, and functional, while also maximizing efficiency and minimizing costs.

TFM is often provided by a third-party service provider that specializes in facilities management. These providers typically offer a range of services that can be customized to meet the specific needs of a client. Some common services provided as part of a TFM program include:

TFM is often used in commercial, industrial, and institutional settings, such as office buildings, factories, hospitals, and universities. It can also be used in residential settings, such as apartment buildings or housing associations. TFM is typically implemented to help organizations manage their facilities more efficiently and effectively, while also reducing the burden of maintenance and repair on in-house staff.

Why TFM is important

Facilities management is a process that facilities managers use to assess and manage their buildings, spaces, and resources. It helps them identify problems early on, make changes before they become costly or difficult to fix and keep their building safe and efficient. Knowing what TFM is can help you better understand your facility’s needs – from maintenance to vacancies.

team of office workers managing a facility

People are key to a TFM contract

People are the lifeblood of any organization, and that’s why it’s so important to have a contract that focuses on their well-being. A good TFM contract should ensure that they’re treated with respect, that their safety is a top priority, and that their needs are met in specific areas. It’s also important to make sure that the agreement meets the specific needs of your employees and facility. By doing this, you’ll be able to create a positive working environment that is conducive to productivity and growth.

Single point of contact

Keeping everyone up-to-date and in the loop when it comes to your project or event is vital. Having a single point of contact becomes much easier than trying to communicate with multiple people individually. This also helps to reduce the chances of any miscommunications or missed deadlines. With dedicated professionals on board, you can focus on what’s really important: making your business a success!

The Pros and Cons of a Single-Service Approach

Facilities management can be a challenging field, with a variety of tasks and responsibilities that need to be carried out in a coordinated and effective way. A single-service approach is often used in facilities management because it’s cost-effective and easy to manage. The pros of this approach include simplification of services and decreased maintenance costs. However, there are some cons – such as increased security risks due to less frequent repairs and changes. It’s important to weigh the pros and cons before making a decision on whether or not to use a single-service approach in facilities management.


Given that facilities management services can be quite expensive, it is important to consider various cost-effective options before making a decision. Single-service approaches are usually the most affordable, but they can be difficult to maintain over time. It’s also important to keep in mind that not all facilities management services are created equal – some may work better for your specific needs than others. When looking at facilities management as a whole, it’s often best to go with an integrated approach where different departments work together harmoniously. This way you get the benefits of multiple service providers working towards one common goal – improving and managing your business’ facility(s). On the other hand, outsourcing can also be beneficial in certain cases due to its flexibility and scalability.


A single-service approach can be a great way to streamline your business. It is flexible and allows you to provide a range of services that are convenient for your customers. However, this also means that you may have a limited number of services available and it can be difficult to keep up with customer demand.

security monitors

Performance tracking

When it comes to performance tracking, a single-service approach can be helpful in the short term. However, it can lead to a limited understanding of the total picture and a lack of awareness about what is happening across various departments. It’s also difficult to measure how well an individual service is performing when utilized this way. A team-based approach offers several advantages over a single service provider: better management of resources, enhanced communication and synergy between teams/departments etcetera. However, there are also some disadvantages – for example, if one team member leaves or encounters any other difficulties then all measurements pertaining to that department will suffer as well (as data flows freely). In order not to lose sight of overall goals or results an effective management system must account for both types of approaches together.

Improves business efficiency

There are numerous benefits of using a single-service approach when it comes to business efficiency. This helps reduce the need for multiple contacts with different departments, as well as eliminates the need for duplicate work by staff members. In addition to this, it allows you to track and manage your resources in an organized way, making communication between different departments much easier. Consequently, this leads to overall improved management of your company’s affairs and greater efficiency in operations.


There are a few disadvantages associated with the single-service provider (SSP) approach to facility management.

First of all, this approach can be limiting in terms of what you can achieve because it’s difficult to coordinate and integrate various services into one cohesive plan.

Second, measuring the success of an SSP model is often challenging as it’s hard to track key performance indicators (KPIs). In addition, collaboration with other facilities management professionals may be difficult as team members might not share information or expect full access to one another’s data. As such, effective communication and coordination are essential for the successful implementation of an SSP strategy.

Facilities budgeting

The Pros and Cons of Bundled Services

Facilities management services can be expensive, so it’s important to find a good deal. Bundled services are a great way to do just that. However, there are several pros and cons to using bundled services. The main pro is that it can be easy to compare rates and find the best deal for your needs. The con is that you may not have full control over the service delivery process or who performs the work. In the end, it’s important to weigh the pros and cons of bundled services before making a decision.

Taking back control?

Facilities management can be a daunting task. Too often, facilities managers feel like they’re playing catch-up instead of taking back control. TFM is the key to unlocking that control and leading the charge in creating a successful facility. By understanding TFM principles, you can take your organization to new heights.

Fixed price good for budgeting

When it comes to budgeting, sometimes it can be tough to stick to a set limit. This is especially true if your facility keeps on growing and changing at an alarming rate. With a TFM in place, you can get total control over your finances – no more guessing or second-guessing yourself! Moreover, this system minimizes the chances of disputes and misunderstandings between parties involved in the contract. So not only do you save time but also money – making TFM highly recommendable for facilities looking for cost-effective solutions.

Security of business operations

Businesses today face an increasing number of security threats, some of which are quite complex and difficult to prevent. One such threat is burglary – criminals target businesses for their valuable assets, often with little regard for the consequences. To protect your business from burglaries and other security threats, it’s important to have a facilities management plan in place. A TFM plan can help safeguard your premises against potential attacks and burglaries – by taking back control of the facilities you run, you can make sure that they’re managed securely and efficiently. Getting started on a TFM plan isn’t easy – but it’s well worth the effort in terms of protecting your business against potential risks.

All your management info is in one place

Computer-Aided Facilities Management (CAFM) is the perfect tool for facilities management. The system is provided by leading facilities management companies such as RFM Group as part of a TFM contract. It gives you total control of your facilities, from managing events to personnel management. By automating and streamlining processes, CAFM software saves you time and money while ensuring a safe and secure environment for your staff. With all this information in one place, you can have peace of mind – knowing that everything is under control.


Creating consistency in your facility is one of the fundamental steps to achieving better performance. There are a number of ways to achieve this, some of which are outlined below. Policy and procedure can help establish clear guidelines for team members, while training programmes or communication tools can be used to ensure that everyone on your team is aware of what’s expected from them. Ensuring all actions align with company values and goals ensures that everyone works cooperatively towards common objectives. In the long run, implementing consistent practices will result in improved customer satisfaction as well as increased profits.

Risk Management

Facilities management is all about taking control of facilities and managing the risks associated with them. It involves identifying, assessing and managing risks in a way that prevents accidents from happening. By following a risk management plan, you can reduce the chances of any disasters affecting your facility – both large-scale (fire, floods) and smaller-scale (mismanagement of resources).

The importance of good service delivery in Facilities Management

Facilities management is all about ensuring that the workplace is in good condition and safe. It’s important to have a system in place so that complaints can be dealt with quickly and efficiently, leading to a clean, organized environment for your employees. When you understand how good service delivery works, you’ll be on your way to achieving success as a Facilities Manager.

Conditioned-Based Maintenance (CBM)

Conditioned-Based Maintenance (CBM) is a maintenance method that uses historical data to make predictions about when and what needs to be done. This allows facilities managers to reduce waste and improve the quality of their work life by handling maintenance tasks in a more efficient way. Some benefits of using CBM include increased safety, efficiency, and reduced costs. In addition, facilities managers can use CBM to increase the quality of their work life as it helps them avoid repeating similar mistakes multiple times.

team of cleaners

In-house FM Team (Advantages & Disadvantages)

There are many advantages to having an in-house FM team. Changes can be made more quickly and smoothly, leading to a better overall experience for tenants/customers. Reduced need for resources from outside means that you have more control over budget and schedule, while increased communication with tenants/customers leads to improved relationships and management of client expectations. However, there are several disadvantages that should also be taken into account when considering whether or not to establish an in-house FM team. For instance, the profession of FM is highly regulated which may mean lower pay than comparable positions in the market – though this does come with benefits such as stringent standards of professional ethics and conduct being maintained within the team itself. Furthermore, working hours can become tedious if they’re not structured properly – leading some employees to feel bored or stuck in a rut.


TFM in Facilities Management is all about making sure your facility is managed in an efficient and effective manner. To do this, it is essential to have a team of professionals who are able to work together harmoniously.

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