What is Integrated Facilities Management (IFM)?

Managing a facility can often feel like juggling too many things at once. From keeping the lights on to making sure everything runs smoothly; it can get overwhelming. That’s where Integrated Facility Management (IFM) comes in. It brings all the essential services and systems under one roof, creating a more streamlined and efficient way to handle daily operations. But what exactly does it involve, and why should businesses consider it? In this guide, we’ll explore the ins and outs of IFM and how it can make a big difference in how facilities are run. Keep reading to find out more about how this approach might be the solution you never knew you needed.

What is Integrated Facilities Management (IFM)?

Integrated facilities management (IFM) is about bringing all the moving parts of managing a building or workspace into one organized system. Rather than juggling multiple contracts and vendors for different services like cleaning, security, or maintenance, everything is streamlined under one management team. This approach not only makes everyday operations smoother but also improves communication and coordination between different services, saving time and resources.

In the early stages, a company might have different teams or external providers handling various tasks. But as the business grows, it becomes clear that combining these services into a single department or system can make things easier to manage. IFM allows organizations to take charge of their facilities by bringing everything together in one place, leading to smoother operations and better use of resources. It’s about making things simpler and more organized, ensuring all the parts work well together.

Integrated Facilities Management vs Traditional Facilities Management

Integrated Facilities Management (IFM) is different from traditional Facilities Management (FM) in how it streamlines processes and brings everything under one roof. Facilities Management covers all the things that keep a physical workspace running smoothly, like maintaining buildings, fixing systems, and even things like office chairs and air fresheners, all of which affect how employees work and how customers experience the business.

Over the last few years, traditional FM programs have become more expensive as the job grew more complex. For businesses with multiple locations, FM often turns into one of the top costs, and companies frequently look for ways to cut back on these expenses. Outsourcing has become a common solution, but it can create a mess, with different service providers working at different standards across various locations. This often means missed opportunities for better use of resources, cost savings, and efficiency improvements.

IFM helps avoid these problems by bringing everything together in one system. It improves transparency and efficiency by automating tasks, simplifying workflows, using clear performance metrics, and providing better data for decision-making. Studies, like one from McKinsey & Company, show that businesses using IFM can cut their FM costs by as much as 15%. This approach helps companies save money while also improving the way their facilities are managed.

What are the Benefits of Integrated Facilities Management

1. Smarter Planning and Decision Making

   Integrated Facilities Management brings all building-related tasks and costs under one roof, making it easier to understand how everything works together. This clarity helps businesses plan better, identify ways to save money, and ensure that resources are being used wisely.

2. Cost Savings through Better Resource Management

   When services like maintenance, cleaning, and security are managed together, it’s easier to negotiate better deals and cut down on unnecessary expenses. This streamlined approach ensures high-quality services while keeping costs in check.

3. A Healthier and More Comfortable Workspace

   IFM ensures that workplaces are clean, safe, and well-maintained. Regular maintenance, attention to sanitation, and thoughtful design contribute to a better working environment, improving employee morale and keeping teams more engaged and productive.

4. Advanced Technology for Better Management

   With IFM, technology plays a big role in optimizing facilities. Tools like smart sensors can track energy usage, monitor equipment performance, and gather data on how spaces are used. This information helps managers schedule timely maintenance, reduce energy waste, and create a smoother, more sustainable operation.

5. Energy Efficiency and Sustainability

   By adopting energy-efficient practices and keeping a close eye on usage, IFM helps reduce costs while promoting environmental responsibility. This approach benefits both the organization’s budget and its commitment to sustainability.

6. More Time to Focus on Business Goals

   When facilities are managed efficiently, businesses can shift their focus to what they do best. IFM takes care of the day-to-day upkeep, allowing teams to invest their time and energy in driving growth and achieving their core objectives.

Who is Integrated Facility Management Right For?

Integrated Facility Management (IFM) is ideal for anyone managing multiple locations or struggling with outdated tools. It helps simplify operations by bringing everything together in one system, making it easier to handle modern-day challenges.

1. Facility Managers Stuck with Disconnected Systems

   Older systems often don’t work well together, leaving data scattered across different tools. This makes it hard to get a clear view of everything, especially when managing several locations.
   How IFM Helps:

   • IFM combines all parts of facility management into one system, where tools like preventive maintenance schedules and asset data work together.
   • A single dashboard gives a complete view of operations, so managers don’t have to switch between systems.
   • Centralized data storage makes it easy to access information when needed, improving teamwork and decision-making.

2. Organizations Growing Beyond Their Tools

   As businesses expand, older systems can’t keep up with the extra workload. Managing multiple locations becomes messy, leading to delays and higher costs.
   How IFM Helps:

   • Cloud-based IFM platforms grow with your needs, without requiring constant adjustments.
   • Each feature works on its own, so adding new tools or locations doesn’t disrupt the system.
   • IFM processes data quickly on-site for sites in different areas while staying connected to the central system.

3. Teams Struggling with Inefficient Tools

   Many older tools are hard to use, slowing down work and creating frustration. Finding the right information or completing simple tasks can take longer than it should.
   How IFM Helps:

   • Simple designs focus on what’s important, making it easy to find and use the tools you need.
   • Interactive visuals let users explore data and spot trends without any hassle.
   • Custom dashboards ensure that each team member sees what matters most to their role, like maintenance tasks or energy usage.

Important Metrics and KPIs for IFMs

Tracking important metrics and KPIs helps you understand how well facilities management (IFM) is working. Some useful areas to look at include:

1. How Often the Facility is Available: This tells you how much time the facility is actually in use without any issues. It gives you an idea of how reliable the overall system is for keeping things running smoothly.
2. Maintenance and Fixes: Keeping track of repairs that still need to be done and how quickly they’re completed helps improve how fast maintenance problems are solved.
3. Energy Use: Watching how much energy the facility uses can help you find ways to save on electricity bills and reduce waste, which also benefits the environment.
4. Staying Compliant: ollowing the rules and regulations helps avoid any fines or risks. It also makes sure that the workplace is safe for everyone.
5. Feedback from Users: Listening to what employees and people who use the facilities think helps you understand how well things are working and where changes might be needed.
6. Cost and Savings: Keeping an eye on how much money is saved and whether the money spent on managing the facilities is worth it shows the value of investing in good facilities management.
7. Employee Productivity and Well-Being: Tracking how happy and productive employees are can show if the work environment is helping them perform well and feel comfortable.
8. Safety and Emergencies: Monitoring safety incidents and how fast emergencies are dealt with ensures that everyone stays safe and that the workplace is prepared for unexpected situations.

By regularly reviewing these areas and comparing them with industry standards, organizations can see where improvements are needed, measure progress, and demonstrate the real value that well-managed facilities can bring to the workplace.

How do You Successfully Implement Integrated Facilities Management?

Implementing integrated facilities management (IFM) successfully requires careful preparation, teamwork, and clear communication. Here’s how you can approach it step by step:

1. Start with Research

   Before moving forward, it’s important to understand the current needs and challenges of the facilities. This means analyzing the existing management processes, identifying problem areas, and looking into potential IFM providers. A clear understanding of what’s working and what isn’t sets a solid foundation.

2. Set Clear Goals

   Once you’ve done your research, define what you want to achieve with IFM. These goals should align with the larger objectives of the organization, ensuring that the management approach supports overall business priorities.

3. Communicate Throughout

   Keeping everyone informed is crucial. Share why IFM is being introduced, how it will help, and what outcomes are expected. Open communication helps ensure that employees, vendors, and partners are on the same page and committed to the process.

4. Consider Outsourcing

   Many organizations choose to outsource IFM services to experienced providers. This can bring access to specialized knowledge and resources. When selecting a partner, consider their experience, offerings, reputation, and how well they fit with your company’s way of working. Outsourcing can also free up internal teams to focus on core business activities.

5. Realizing the Benefits of IFM

   IFM brings a more strategic way of managing facilities by combining different functions, using advanced technology, and encouraging teamwork. It can lead to smoother operations, cost savings, and an improved workplace environment when done right.

NEXGEN for Integrated Facilities Management

NEXGEN is a cloud-based software designed to simplify integrated facilities management. It offers a range of tools to help facilities management providers improve operations and manage large portfolios more smoothly.

With NEXGEN CMMS’s advanced features, you can streamline processes, organize assets, and make day-to-day management easier. Want to see how it works?