15+ SAMPLE Facility Services Scope of Work

What are Facility Services?

Facilities services might be as simple as cutting the plants in front of the building or as sophisticated as an entire fourth-floor renovation. Regardless of the task’s difficulty, facilities services are essential because they determine how individuals interact with their work environment. According to statistics, managing facilities accounts for approximately 30% of an organization’s annual expenditures. It is vital to embrace facility management techniques to minimize costs and increase workplace productivity.

Benefits of Facility Services

Ultimately, the significance of facilities management services at a specific property or organization will rely on the client’s objectives and preferences. The size of the structure and the number of facility duties are why facilities management is essential for more significant properties. If you are contemplating whether this management service is appropriate for your area, you should be aware of the following established benefits of facility management:

Ensures the safety of the property and its occupants: Many codes and regulations must be observed regarding real estate spaces. These regulations are well-known and familiar to facility managers, who will apply their knowledge to your place. Your manager will guarantee that all equipment is operating securely, that regular maintenance is performed, that all surfaces and systems are weather-ready and more. A solid facilities management program ensures that your space is adequately maintained to keep your renters and staff safe and satisfied.Maintains the highest level of effectiveness in property systems and services: The significance of facilities management services extends beyond day-to-day operations; the best facility management professionals will also include maintenance and upkeep. CTG Real Estate Services is among the professionals who offer maintenance management, so your property management services will consist of preventative system maintenance. This will maintain optimal equipment performance and reduce the likelihood of problems.Reduces the operating expenses of a space: Why is facility management so crucial? Because it consolidates all your facility services under a single management umbrella. When one person oversees your day-to-day operations and manages the suppliers that carry them out, you have a single set of eyes on your spending and budget. You can eliminate service overlap and duplication; your bottom line will reflect this improved efficiency.Streamlines responsibilities and customizes services to meet specific requirements: Facilities management is not an industry where one size fits all. When hiring individual suppliers, it can be challenging to locate a professional considering your needs and objectives for a single service. Working with a facilities manager enables you to participate in the creation of an organization- or property-specific facilities management plan. You will have the peace that your facilities are being managed by someone who understands your space and its specific requirements for success.Enables property or business managers to concentrate on what matters most to them: One of the most significant advantages of facilities management is that it allows property and business managers to focus on their responsibilities without the extra stress of overseeing daily facility operations. They can rest comfortably knowing that the more complex aspects of facility management are being handled by an experienced professional.Cost analysis: Cost dictates every aspect of the workplace. Vital as it is to know how much something costs or what regular expenses your organization incurs, these figures are far from the entire cost of managing a business. The examination of facilities management reveals the actual costs of maintaining your workplace. For instance, knowing how much space you’re utilizing relative to your lease cost will show the actual cost per square foot. You can determine additional expenses, such as the cost per hot desk vs. usage. Insights abound when specific prices are compared to their contribution to the firm. Effective company planning is based on the comprehension and analysis of diverse workplace costs. You will be aware of your annual utility costs. When you move to a larger office, you can plan for expansion fees. In addition, you will know how to budget appropriately for an IT service throughout the year.Integration: Your workplace is becoming more advanced. The advantages of integrated facilities management facilitate the expansion of the workplace Internet of Things (IoT). Investing in and monitoring linked devices enhances facility management and decision-making. Consider a device such as an occupancy sensor. Installing one in each conference room can instantly indicate whether or not the space is occupied. Sensors give information without requiring human interaction. This holds for most integrated and automated technology, but only if they are effectively integrated and maintained.

Elements of Scope of Work

Now that you comprehend the scope of the working document and why it is necessary for your project, let’s examine its format. SOWs should be thorough documents to facilitate comprehension. The persons with whom you cooperate on your project should be able to utilize the document’s contents as a point of reference throughout the project. An SOW should have the following sections: introduction, project overview and objectives, scope of work, task list, project schedule, project deliverables, adoption plan, and success criteria. These sections are explained in full below.

1. Introduction

The introduction is the foremost part of the task scope. The introduction should include the project’s particulars, such as the type of work to be performed and the relevant parties. Issues that should be included in the introduction include if the SOP will be utilized to construct further agreements in the future. Such examples include contracts and standing orders.

2. Project Description and Work Scope

The second section should describe the project’s motivations. This section provides a detailed listing of the project’s aims. However, this section’s material must be limited to what is required to maintain objectivity. In addition, the work scope describes the actions that must be completed for the project to be considered complete. Again, providing the details at a high level is essential to prevent distraction from other portions of the document defining the scope of work. Issues covered by the work scope should be categorized into sections.

3. Task List

This section of the task list describes the task management approaches that will be applied to your project. Task management is essential since it helps break down the precise steps each team member must complete. It would help if you recognized that tasks should not be considered project deliverables. Tasks are the exact steps that will lead to the completion of a project. Consequently, tasks can be divided into phases. Referring to the mobile app development example in this tutorial, each user experience, storyboarding, prototyping, and wireframing stage should contain a list of particular tasks. Any project should adhere to this logic.

4. Project Schedule

The schedule for the project should show the plan for the project. But this step should cover more than just when the project starts and ends. In the project schedule section, the project manager should list when each task is done. In the project schedule section, you should pay attention to the due dates for each job or phase, where each task should be done, and the resources that will help each step go smoothly. By talking about all these things, you can ensure that each job and phase is well-defined and that there aren’t many misunderstandings.

5. Adoption Plan

The fifth step comprises the implementation details for each delivery. For instance, you can describe how a new mobile application will be released to the public or launch a new staircase. The objective is to provide a general concept of how the project manager will facilitate adopting the project’s outcomes.

6. Criteria for Success

Lastly, the section on criteria for success should explain how the project manager will determine if the project was successful. As a project manager, you should explain how you’ll measure the deliverables of the project. Another thing to remember is how the project results will be looked over and approved. Before deciding what to put in this section, you should talk to the others with a stake in the project. Scope creep can happen when a project starts before all the stakeholders’ needs are aligned with each other. In the long run, unclearness can lead to time and cost overruns that hurt the project. After you finish this last step, you can begin working on your project.

How To Improve Facility Management Operations

With approximately 5.6 million commercial buildings in the United States, many people, including employees and consumers, want facilities to be environmentally friendly, for example, through energy reduction, solid waste management and recycling, and resource conservation. But what many people don’t realize is that a sustainable business cannot be achieved without efficient facility management. Facility management is what it sounds like: A professional management discipline primarily centered on the efficient and sustainable delivery of services and facilities enhancements within the managed buildings. If you’re reading this article, you’re probably wondering what tools you can add to your business or personal armory to better and excel in facilities management. That’s where we can help. Read this part to uncover the top six recommendations for achieving long-term facility management success and how to implement these essential techniques and strategies into your work to effectively manage a building and benefit your business over the long term!

1. Upgrade assets and equipment

If you can’t recognize the last time your established assets and equipment were upgraded, there is likely potential to invest in more energy-efficient versions. One of the essential roles of a facility manager is to monitor the newest technology that will have the most significant impact on building operations. Implementing demand-controlled ventilation, for instance, is an effective technique to maintain and improve indoor air quality. This is accomplished by automatically modifying a building’s ventilation rate based on variables such as the number of inhabitants and the ventilation demands they generate. When done, this saves energy and reduces operational costs. Modernizing lighting systems is another energy-efficient and cost-effective technique for enhancing a building.

2. Keep facilities clean

Hiring cleaners or employing an in-house janitorial staff is one technique to ensure the cleanliness of a building. Investing in their training and establishing sustainable standards can go a long way toward sustaining the health of your building’s residents. By encouraging this staff to use eco-friendly cleaning solutions, for instance, you may limit the number of toxic chemicals discharged into the environment and reduce your employees’ and visitors’ exposure to harmful substances. FMs are also uniquely positioned to collaborate with the cleaning staff to improve the waste and recycling program. Collaborate with them to determine which areas of the building generate the most waste and use this information to position waste and recycling containers strategically. Creating new and handy disposal places will motivate residents to recycle more and simplify the process for participants. Don’t forget to emphasize the value of clean-stream recycling to the janitorial staff to increase their understanding and buy-in to this sustainable form of waste management, which has been shown to reduce contamination, increase recycling rates, and keep containers clean. A reminder that keeping rubbish and recycling stations clean can help highlight to your staff and guests the significance of maintaining the quality of recyclable materials!

3. Involve Key Stakeholders

Given the nature of the job, facility managers frequently interact with multiple stakeholders daily. The capacity to collaborate effectively with a wide range of individuals enables the development of a more sustainable, efficient, and healthy workplace. FMs will collaborate closely with janitorial crews and other stakeholders, such as trash haulers, “green” teams, and purchasing departments, as indicated previously. FMs can reduce the building’s environmental footprint, increase recycling rates and waste diversion, and ensure overall smoother operations by cultivating connections with key stakeholders and soliciting their support for essential facility initiatives.

4. Evolve Waste and Recycle

The Environmental Protection Agency believes that around 75% of landfill waste is recyclable. This is the outcome of inadequate waste management and inefficient recycling processes, which lead to contamination and high waste disposal costs for your organization if not controlled. Reviewing your waste and recycling contract and streamlining recycling and tonnage reporting are two of the most effective methods to enhance waste management and operations. Working with your service provider or a third-party hauler can assist you in detecting incorrect or unfair charges and unanticipated service fees on your trash account. For instance, some companies overpay for equipment that is oversized for their quantity of garbage production because their containers are collected too frequently. On the other side, some firms incur overage fees from their garbage carriers due to using inadequately sized containers for waste production.

5. Check Your Waste Hauler Schedule

Whether they realize it or not, companies may be spending on the assistance they do not require. Your firm loses money if your waste and recycling containers are empty or barely half full weekly. Speak with your hauler about modifying your collection schedule to match demand, or collaborate with a partner that can manage this connection and make these requests on your behalf. Changing your pickup frequency is only one technique that significantly impacts your bottom line. Creating a service calendar that details your waste container(s) collection schedule will help keep your team organized and ready for issues ahead of time. Once you’ve determined the best service frequency for your needs, convey any pickup schedule constraints to your haulers, such as business closures and forthcoming holidays. It’s also critical to talk with your hauler about handling missed pickups and how this will be communicated to you. You can ensure smooth operations and overall efficiency by performing these steps in advance.

6. Equipment Optimization

Choosing the proper garbage and recycling containers will significantly impact cost savings. Optimizing your equipment with quality can extend its lifespan, but ensuring that you have the appropriate container sizes to accommodate your waste generation will also reduce operational expenses. Don’t hesitate to collaborate with service providers to determine your business’s optimal garbage and recycling solutions. They can assist you in deciding how many bins are required for indoor and outdoor placement, as well as which types (lidded or uncovered, various sizes) are optimal for your activities.

FAQs

What are facility management services?

The tools and services that support facilities, grounds, and real estate functionality and sustainability constitute facilities management. Lease management, comprising lease administration and accounting, is a component of facilities management—capital project management and planning.

What is the role of the facilities coordinator?

Coordinators of facilities supervise all activities within a building, ensuring that health and safety regulations are met and coordinating necessary repairs. Typically, they report to the facilities manager, and the two collaborate to track spending and coordinate with external vendors.

What is facility and work design?

A facility’s layout and design are crucial to a company’s overall operations because they may suit employees’ needs and maximize efficiency in the production process. The main goal of layout is to ensure that work, materials, and information flow smoothly through a system.

Once the job scope has been established, check for grammatical and spelling problems. Before you make final copies of the content of work that you and your client sign to indicate that you both agree to these conditions, you should also consult with your client. Download our free template examples to help you get started on your work scope.