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RICS Strategic Facilities Management Guidance Note 2013

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RICS Strategic Facilities Management Guidanance Note

Text of RICS Strategic Facilities Management Guidance Note 2013

  • RICS Professional Guidance, Global

    Strategic facilities management1st edition

    rics.org/guidance

    RICS guidance note

  • 1Strategic facilities management rics.org

    RICS guidance note

    This guidance has been produced collaboratively, recognising that the facilities management sector is populated by a wide range of professionals from a variety of different backgrounds, many of whom have come to the profession with experience in the construction and servicing of buildings. It is hoped that this publication will assist in drawing together the facilities management community, which is already benefitting from a more holistic approach to many issues affecting the sector. In particular, the more integrated and collaborative approach to education and training is a considerable benefit to the sector in helping aspiring facilities managers to pick the most appropriate training route.

    The Steering Committee provided valuable advice and oversight to the author and particular thanks are due to:

    Kath Fontana, Managing Director, BAM FMMarc Selby, Property Director, MITIE Shared Services LtdStan Mitchell, KEY Facilities Management International Stephen Shallcroft, Director Corporate Real Estate, ARCADIS NVRory Murphy, Divisional Commercial Director, Vinci Facilities

    Thanks are also extended to David Emmanuel, Managing Director of the facilities management dedicated i-fm.net website1 to which access was granted to the author to assist with the production of the guidance (see www.i-fm.net).

    The author, Alan D White, is a member of the RICS Corporate Occupier Group and the Public Sector Executive Group as well as being involved with commercial property and consultancy businesses and a number of academic institutions.

    Published by the Royal Institution of Chartered Surveyors (RICS)Surveyor Court, Westwood Business Park, Coventry CV4 8JE, UK

    www.ricsbooks.com

    No responsibility for loss or damage caused to any person acting or refraining from action as a result of the material included in this publication can be accepted by the authors or RICS.

    Produced by the Facilities Management Group of the Royal Institution of Chartered Surveyors. ISBN 978 1 78321 031 2

    Royal Institution of Chartered Surveyors (RICS) October 2013. Copyright in all or part of this publication rests with RICS. No part of this work may be reproduced or used in any form or by any means including graphic, electronic, or mechanical, including photocopying, recording, taping or Web distribution, without the written permission of the Royal Institution of Chartered Surveyors or in line with the rules of an existing license.

    Strategic facilities managementRICS guidance note, global1st edition

    Acknowledgments

  • 2Strategic facilities management rics.org

    RICS guidance note

    Contents

    Acknowledgments ................................................................................ 1

    Foreword .................................................................................................. 5

    RICS guidance notes........................................................................... 6

    The arrangement of this publication ............................................. 7

    Part 1 RICS guidance note1 Introduction ...................................................................................... 8

    1.1 The client side facilities manager .............................................. 9

    1.2 The supply side facilities manager ............................................ 9

    1.3 Strategic business focus .............................................................. 9

    1.4 Strategy, plan, delivery and review sequence ............................ 9

    1.5 The route-map ............................................................................ 10

    2 Strategy ..............................................................................................11

    2.1 Preparatory action the existing portfolio ................................11

    2.2 Corporate vision, mission and business plans ..........................11

    2.3 Space and services policies and plans ......................................11

    3 Planning ............................................................................................ 13

    3.1 User needs evaluation ................................................................ 13

    3.2 Briefing for office accommodation ............................................ 14

    3.3 Plan testing .................................................................................. 15

    3.4 Communication ........................................................................... 15

    3.5 Accommodation and facilities plan content ............................. 15

    3.6 Benefits of accommodation planning ....................................... 15

    3.7 Real estate options ..................................................................... 15

    4 The delivery of services .............................................................. 18

    4.1 Outlining a plan for delivery ....................................................... 18

    4.2 Sourcing services ....................................................................... 19

    4.3 Outsourcing procedures ............................................................ 19

    4.4 Managing in-house service provision ....................................... 20

    4.5 Contract management ................................................................ 20

    4.6 Legislative and regulatory framework ....................................... 20

    5 Review ............................................................................................... 21

    5.1 Measuring performance and review .......................................... 21

    5.2 Commonly used performance measures .................................. 21

    5.3 Scorecard approach to performance measurement ............... 21

  • 3Strategic facilities management rics.org

    RICS guidance note

    5.4 Benchmarking ............................................................................. 23

    5.5 Workplace productivity .............................................................. 23

    5.6 Process review ............................................................................ 24

    5.7 Conclusion................................................................................... 24

    Part 2 Managing facilities1 Operational management ......................................................... 25

    1.1 Introduction ................................................................................. 25

    1.2 Organisation ................................................................................ 25

    1.3 Managing delivery....................................................................... 25

    1.4 Improving performance .............................................................. 25

    1.5 Customer care and service ........................................................ 26

    1.6 Procuring services ...................................................................... 27

    1.7 Service levels Specifications and SLAs ................................. 27

    1.8 Finance and facilities .................................................................. 27

    1.9 Health and safety ........................................................................ 27

    1.10 Business continuity planning ..................................................... 29

    1.11 Sustainable property .................................................................. 31

    1.12 Property management ................................................................ 31

    1.13 Specialist services ...................................................................... 31

    1.14 Conclusion................................................................................... 31

    2 Maintenance management ........................................................ 32

    2.1 Introduction ................................................................................. 32

    2.2 Types of maintenance ................................................................ 32

    2.3 Condition assessments .............................................................. 32

    2.4 Managing delivery....................................................................... 32

    2.5 Risk assessments, safety and maintenance ............................ 33

    2.6 Building operating and maintenance manual ........................... 33

    2.7 Conclusion................................................................................... 33

    3 Managing office workspace...................................................... 34

    3.1 Introduction ................................................................................. 34

    3.2 Space and service management ............................................... 34

    3.3 Design of the workspace ............................................................ 35

    3.4 Workspace remodelling to optimise performance ................... 36

    3.5 Workplace effectiveness ............................................................ 36

    3.6 Workplace security ..................................................................... 37

    3.7 Power security ............................................................................ 37

    3.8 Conclusion................................................................................... 37

    4 People and organisational ca

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