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What’s Facility Management?

Posted on 16 February 2024

Venue Management


What’s facility management all about, and why is it crucial for your establishment to get right? We’ve got all the answers you need.


Have you ever wondered about the processes that take place behind the scenes to keep a building running smoothly? Numerous rules, regulations, policies, and procedures are in place to ensure everything functions seamlessly and contributes to a healthy and productive environment. Another term for this is facility management.


We're taking a deep dive into the fascinating world of facility management, examining its various components and explaining why it plays a crucial role in the hospitality industry.


What’s Facility Management All About?


Facility Management aims to make life better for everyone in a building and help the business work better. It does this by bringing together four elements: people, place, process, and technology.





Facility management focuses on the needs of the people who use a building. including employees, visitors, and customers. It ensures the environment is healthy, safe, and conducive to their activities.

Part of this element involves creating spaces that promote well-being, productivity, and collaboration, and interacting with people to understand their needs.  Action items could be adjusting lighting and temperature for comfort or redesigning workspaces to foster better teamwork.

Place relates to the physical environment itself - buildings, offices, and shared spaces. Facility management ensures these are not only maintained to a high standard but also optimised for their intended use. This involves regular maintenance, ensuring compliance with health and safety regulations, and making improvements to support the organisation's activities.

Efficiently managing a place can lead to a more pleasant working environment that supports the activities being carried out there, 

Processes are about the methods and procedures used to manage and maintain facilities. This includes everything from cleaning schedules and maintenance routines to emergency procedures. 


Effective processes ensure that facilities are run efficiently and can adapt to changes or emergencies. For instance, implementing a preventive maintenance program for kitchen equipment can prevent equipment failures and extend their lifespan, supporting uninterrupted food and beverage operations.

Technology plays a crucial role in modern facility management. It includes the use of software for space management, energy management systems to reduce consumption, and automation tools for maintenance tasks. 


In fact, in findings from Vizito, smart technology can cut energy costs by 20%. iVvy venue management software is an example of technology that can save a facility time and reduce operational costs by automating booking and administration tasks.


As an integration of people, place, process, and technology, facility management ensures buildings and spaces are operationally efficient places where guests feel valued and cared for. 


What’s Facility Management in the Hospitality Industry?


For hospitality venues, facility management can significantly enhance the guest experience, and operational efficiency, and ultimately, increase profitability. This is done through a wide range of activities, from ensuring a physical environment is welcoming and well-maintained, to managing services that make a guest or client’s experience enjoyable and hassle-free.


Enhancing Guest Experience

Facility management plays a critical role in creating the first impression as well as ensuring the ongoing comfort and satisfaction of guests. This includes the upkeep of guest rooms, public areas, leisure facilities, and conference or event spaces to the highest standards. Facility managers in hospitality also oversee the ambient aspects, such as lighting, temperature, and noise levels, which significantly impact guest comfort.


Operational Efficiency


Efficient facility management contributes to the smooth operation of hospitality venues by streamlining processes like cleaning, maintenance, and security. This ensures that services are delivered seamlessly, enhancing guest satisfaction without unnecessary delays or disruptions. For instance, preventive maintenance schedules for HVAC systems, elevators, and kitchen equipment reduce the likelihood of breakdowns that could negatively affect guests.


Sustainability Practices


Part of facility management in the hospitality industry includes implementing sustainability initiatives to reduce consumption, manage waste, and engage in more eco-conscious practices. When implemented successfully, these practices not only reduce operational costs but appeal to environmentally conscious guests and clients, enhancing a venue's reputation.


Technology Integration


Technology integration, such as smart room controls for guests, energy management systems, and digital maintenance tracking, enhances operational efficiency and guest experience. Facility managers can leverage technology to provide personalised services, such as customisable room environments, and to ensure rapid response to maintenance or service requests.


Safety and Security


Managing a hospitality facility also includes maintaining the safety and security of guests and staff with regular safety drills, maintenance of security systems, and compliance with health and safety regulations. These practices help to build a secure and safe environment, fundamental to guest satisfaction and trust.


The Role of a Facility Manager


A facility manager is responsible for keeping buildings well-maintained, clean, and safe so everyone who uses them feels comfortable and secure. This job involves both managing tasks like supervising contractors and strategic duties, such as managing budgets and researching sustainable solutions. 


It's important to note that there's no one-size-fits-all approach to this role since it varies from company to company, and depends on the building's purpose. Some common role responsibilities include:


  • Creating a property management strategy
  • Determining efficient space usage
  • Maintaining communications infrastructure
  • Conducting building upkeep and inspections
  • Contract and administration management
  • Environmental, health, and safety compliance
  • Security implementation
  • Facility maintenance planning
  • Renovation and refurbishment management
  • Facility condition assessments

Tools Required for Effective Facility Management


Effective facility management requires systems that work within five major areas;

•  Asset Management
 Maintenance Management
 Inventory Management
 Building Automation
 Workplace Management


Asset Management

Facility management includes maintaining workplace assets, from desks to parking spaces. Having an asset management system can help to track the lifecycle of all maintenance, repair and operations, ensuring all workplace assets are accounted for and kept in working order.

Maintenance Management


Maintenance Management Systems, often called CMMS, are like assistants for keeping operations smooth. They track which equipment is up and running and which needs fixing, help prioritise maintenance tasks based on how crucial each is, set up tailored maintenance plans, deal with repair requests, and keep everyone in the loop about maintenance updates.

They ensure that both regular and emergency maintenance tasks are efficiently handled. Plus, they help reduce mistakes and simplify managing equipment, ensuring everything in the organisation stays in working order.

Inventory Management


Facility management involves overseeing and managing the inventory of an organisation. However, manual methods used for this task are often prone to errors and inefficiencies, such as incorrect stock levels and potential stock outages. To address these challenges, many facility managers rely on inventory management systems.


These systems help in tracking inventory, linking supplies to respective tools that monitor how often an item is used, and inventory locations across the organisation. By ensuring accurate inventory management, inventory management systems reduce wastage and help facility managers cut costs and better budget.


Integrating inventory and venue management software can be a game-changer for hospitality businesses. It brings together all the crucial aspects of operations, from reducing manual errors to ensuring venues have the right stock available for events, like venue space and accommodation. This smart approach can save establishments time and money while enhancing the experience for guests and clients. 

Building Automation


Facility managers know how crucial energy efficiency is, not just for keeping costs down, but for contributing to a healthier planet. That's why they're always on the lookout for sustainable and efficient solutions. Enter building automation systems: these tools are game-changers, giving managers the keys to controlling various building systems like lighting, heating, cooling, security, and more, all from one place. They simplify the integration of modern devices, allowing everything to work seamlessly together. Moreover, they enable facility managers to monitor utility usage closely, identify high-energy-consuming resources for optimisation, and significantly reduce energy waste. 

Workplace Management


Facility management involves overseeing physical assets and ensuring the workplace runs smoothly. Workplace management systems provide significant support in this regard. They enable facility managers to track seating arrangements, manage bookings for desks and meeting rooms based on availability, monitor floor occupancy, and oversee the sanitisation of workspaces. 


Adopting a digital workplace management system simplifies the process, allowing for efficient management of multiple buildings and locations through a single portal. This technology streamlines workplace operations, making it easier for facility managers to maintain an organised and functional environment.


Improve Your Venue Operations with the Right Tools

Revolutionise your venue and event management with iVvy, the ultimate cloud-based software solution. Our innovative platform is changing how businesses increase venue revenue, optimise event planning, and maximise function space. Whether you're a hotel, restaurant, function centre,  stadium, or university, iVvy is your secret weapon for event success.


Imagine your team saving hours on booking and management processes while delivering unforgettable experiences to guests and clients. iVvy is more than software, it's a partnership that brings your unique visions to life through cutting-edge technology, personalised coaching, and unrivalled customer support. Experience firsthand how iVvy solutions can transform your operations and amplify your success - contact us today.


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