What Facility Management KPIs You Should Track and Why

January 21, 2022
3 min

Facility management has evolved over time to become different from what it was back in the day. Today, as a facility manager, you are required to keep track of multiple things at one time: from equipment management software to fleet maintenance and work orders.

Considering the ever-evolving landscape around us, you should be able to quickly go through your operations and learn and adapt to the challenges. Knowing just how to regularly check your facilities can help you keep track of things and minimize operational inefficiencies along the way.

Facility managers can use KPIs (key performance indicators) to measure success as an organization and make more refined decisions. In this article, we take a look at how you can set KPIs to track progress as a facility manager. Stay with us to learn more about these KPIs and the best way to implement them!

What are KPIs?

Key performance indicators or KPIs are metrics used by organizations to find out just how close they are to achieving the key business goals they have set for the long run. Every industry utilizes different KPIs to help achieve success and to get the results they have set for the long run. Facility management is no different in this regard, as KPIs are required to keep track of things and ensure that everything is being measured quickly.

KPIs can act as a roadmap for success in the future, as they show you what path you should follow for success and what you can do to get back on track. KPIs can be used interchangeably with metrics, but it is best to know that KPIs are for performance tracking and for setting goals.

icons representing facility management functions

What are Facility Management KPIs to Track?

Some of the KPIs you can track as a facility manager include:

  • Preventive Maintenance as a Substitute to Reactive Maintenance
  • Work Order Backlog
  • Maintenance Budget
  • Preventive Maintenance Compliance
  • Average Time to Completion
  • Reactive Response Time

Let’s look at each KPI in more detail.

Preventive Maintenance as a Substitute to Reactive Maintenance

Anyone associated with facility management would know that preventive maintenance is a decent substitute for reactive maintenance in the workplace. We know that preventive maintenance can be more cost-effective than reactive maintenance as it can help save on downtime and reduce extra costs.

It is always good to know the total percentage of the maintenance being conducted through preventive schedules. Once you find out what the percentage for reactive and preventive maintenance are respectively, you can invest in some measures to help improve the setup. The KPI can help save you costs and can also ensure minimal downtime for the organization.

Work Order Backlog

Once you track preventive maintenance and look to improve it, you can also start tracking work order backlogs and come up with measures to improve them. Your maintenance team should have a good handle on the building maintenance backlog to minimize damages and ensure smooth operations. Almost all facilities have a backlog, which is considered as all work gone past the due date.

However, there are times when the backlog isn’t all that bad. For instance, if you, as a facility manager, prioritize critical work over other work that isn’t so critical, then you won’t necessarily mind if the non-critical work gathers in the backlog. Lack of backlog can also mean that you are overstaffed.

Maintenance Budget

Managing a budget and meeting budgetary constraints is by far the biggest responsibility of a facility manager. Facility managers have to ensure that they stay within the budget without cutting down the necessary costs and expenditures required by their team.

facility manager using a tablet

You also need to make sure that your budget is set based on the needs of different departments and the staff you currently have. The budget shouldn’t be a cut-throat one that doesn’t consider the needs of staff and other resources.

Preventive Maintenance Compliance

As discussed earlier in this article, preventive maintenance is considered to be better than reactive maintenance, but there is a lot more to preventive maintenance than just scheduling it for the future. It is important to establish KPIs that set standards for preventive maintenance compliance as well.

Check out this article to learn more about different maintenance strategies!

Preventive maintenance compliance helps set appropriate standards for preventive maintenance in your organization and gives you clear directions that you can follow for success.

Measuring Average Time to Completion

Average time to completion is another straightforward KPI that you can measure. Average time to completion basically measures how long it takes for your team to complete work orders.

This KPI can help point out irregularities and inefficiencies in your operation and can give you an idea of what needs to be improved in operations.

Do you have assets that take longer than usual to be repaired? You can consult contractors working on the repair of the asset and find out the reasons for the delay. If the repair work is being managed by in-house staff, then you should consider setting training sessions to help employees with repairing the asset.


Reactive Response Time

Reactive Response Time is an important KPI that can help you find out how urgently your team is able to solve critical work orders. The goal behind this KPI is to measure just how long it takes for you to react to an urgent request and to sort it out.

Response time can be a good way to measure the downtime provided by employees and equipment in the facility. The response time can also help improve customer satisfaction. The last thing you want is a critical asset to be left unrepaired for long.

Once you start measuring KPIs in your facility management process, you can start on the path towards improvement in all facets. Find the right tools and record all data from your operations with CMMS

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