6 Ways to elevate your FM team

Facilities managers play a critical role in business success, but they don’t always get the credit they deserve. In many organizations, facilities management (FM) is simply viewed as a support function that keeps buildings and workspaces properly maintained. But FM is a key contributor in determining whether a business can successfully adapt to emerging trends and industry challenges.

A survey conducted by MRI Software confirmed that FM teams are feeling the pressure to meet shifting market demands, including hybrid work, flexible office space, and the need to track real estate costs and usage. Based on responses from industry professionals, the Voice of the Facilities Manager report explores how their job has changed in recent years and why they require more resources and technology investment to support organizational priorities.

How can FM teams ensure they’re seen as a business partner instead of a cost center? Let’s explore six ways that facilities managers can show their worth to the business and become an integral voice for strategic decision making.

1. Understand how FM success is measured in your business

The first step in transitioning FM from a support function to a business partner is understanding how success is defined and measured for your organization. It’s easy to get sidetracked by projects and tasks that need to be done, but if they don’t align with the broader business goals, then you’re not moving the needle.

Make sure everyone on your FM team knows the answers to these questions:

What are the top-level objectives for the business? What is FM doing to support them? How are we measuring success?

It’s critical to understand the strategic business priorities and ensure that FM initiatives support the goals. For instance, if your company strives to comply with Net Zero targets and reduce its carbon footprint, the FM team can take the lead by implementing energy management and sustainability practices. FM is a strong contributor to the company’s success – it’s time to demonstrate your accomplishments to gain recognition and support from senior leadership.

2. Embrace data and technology

The digital transformation of FM is underway, and data-driven decision making is here to stay. Data is an essential factor in helping business leaders manage real estate costs, space utilization, and long-term plans. By implementing a data governance strategy, FM teams can gather, analyze, and leverage data to make informed decisions, and pave the way for effective use of AI technologies that can provide even greater insights.

Adopting new technology presents challenges and opportunities, yet FM professionals appear eager to dive in.

According to the Voice of the Facility Manager report, survey respondents identified these trends as the top three opportunities for the industry:

New technology and digital disruption Making the most of IoT and AI

The combination of AI, IoT, and energy management software can uncover valuable insights into building performance, tenant behavior and preferences, and untapped operational efficiency.

By aligning innovation with business strategy, FM teams can deliver quantifiable results to optimize operations, reduce costs, and enhance the overall workplace experience.

3. Encourage communication and collaboration

The facilities management function touches nearly all departments in an organization. Working in a silo is not an option.

The importance of effective communication and collaboration for FM teams is often underestimated. For MRI’s Voice of the Facility Manager survey, respondents were asked, “What is one thing you didn’t know at the start of your Facility Management career that surprised you?”

The responses revealed a common theme: the unanticipated need for interpersonal skills.

“One thing that surprised me when I started in Facility Management was how vital communication is in the job’s success. Initially, I focused on the technical and operational aspects, but I quickly learned that effective communication with various teams, vendors, and departments is crucial for smooth operations.” – Survey respondent

Facilities Managers don’t always spend their entire day monitoring equipment or performing maintenance. The cross-functional nature of the role also requires efficient communication and collaboration with many teams, such as accounting and finance, legal, HR, IT, vendors, and even tenants. Technical skills alone aren’t enough to elevate FM teams into a strategic partnership. By fostering a culture of collaboration, FM can build strong relationships with other departments and demonstrate its value in achieving business goals.

4. Establish clear channels for data sharing

Collaborating across teams also involves data access and visibility for all stakeholders, including internal teams and vendors. But finding efficient ways to share data and create a unified source of truth remains complicated.

When real estate, facilities, and finance teams are operating independently, it increases the risk of misaligned projects, inefficiencies, and unnecessary spend. Have you ever had multiple vendors performing the same work at the same location? Duplicate effort wastes time and money. Establishing regular meetings between FM and other departments, such as HR, IT, or lease management, can help create a culture of awareness for current projects and issues.

Technology integration also plays a major part and will become essential for sharing data across applications. This can help real estate businesses get access to the right data and insights to prevent misunderstandings, streamline operations, and ensure that everyone is working efficiently.

5. Create a business case for tech investment

The growing strategic importance of FM has resulted in renewed scrutiny of its budget. It’s more important than ever to demonstrate the impact of FM-related expenses on the organization and its clients.

As data becomes crucial for decision making, FM teams must create a compelling business case for tech investment. This involves clearly stating the business risks of not implementing advanced technologies such as AI, IoT, and energy management systems.

FM teams should highlight the potential benefits of these technologies, such as improved efficiency, cost savings, and enhanced occupant experiences. By presenting a well-researched business case, FM teams can make significant headway toward securing the necessary funding and support for tech initiatives, positioning themselves as strategic partners in the organization’s growth.

6. Take your seat at the table

Now that you’ve documented your business case and sharpened your communication skills, it’s time to take your seat at the decision-making table. This means actively participating in strategic discussions and ensuring that FM has a voice when decisions are made.

Integrating innovation into the core business strategy is essential for FM to be recognized as a valued partner. When executives champion bold solutions and prioritize FM-related initiatives, the results can be transformational. FM teams should advocate for their role in driving innovation and demonstrate how their expertise can contribute to the organization’s success.

FM’s strategic contributions are essential for navigating the future landscape, ensuring that the organization remains competitive and resilient.

Learn more about the evolving role of FM in the Voice of the Facilities Manager report.