Before we dive into a day in the life of a Facilities Manager, let’s talk about what a Facilities Manager actually is. The International Facility Management Association (IFMA), defines Facilities Management as a “a profession that encompasses multiple disciplines to ensure functionality, comfort, safety and efficiency of the built environment by integrating people, place, process and technology.”
Simply put, a Facilities Manager is responsible for making sure your building or facility runs smoothly, and safely. Like Guardians of the Galaxy, they’re the guardians of your building. A Facilities Manager’s role often differs however, depending on the industry they work in, the size of the building, or the amount of staff they oversee. Their responsibilities are vast and their knowledge extensive.
One thing we can say for certain, a day in the life of a Facilities Manager is anything but ordinary.
We asked Facilities Managers to take us through a day in the life of a Facilities Manager. From their responsibilities, to challenges they may face, and even some memorable highlights.
AN AVERAGE DAY
Most people go to work with an idea of how their day is going to go. We finish our tasks, take a lunch, have staff meeting and go home. Facilities Managers come to work and it’s like walking into a new, yet familiar environment every day.
“Is there an average day?! You start off with a great “To-Do” list and maybe you cross one item off before your day goes sideways! Staff arrive and suddenly the temperature needs adjusting. There’s a strange odour coming from the vent. My desk won’t raise anymore. The power flickers. Questions come in from HR about who’s accessed a particular area of the office or what time staff have arrived. Health and Safety concerns come forward. We want to move this person to this desk but it’s not in our area – can you help? “I found this bug at my desk, what do I do”? This is my favourite because this is where I step on it or squish it with a kleenex and say “problem solved”. I spend a fair amount of time working with procurement and approving work and invoices. Managing janitorial contracts to printing contracts. New staff coming on, and they need access and a tour. “
– Danielle Paquette, Facilities Manager
“There is no single typical day, but there is a cycle to the work that makes sense. We work with our staff (that’s two of us) and consultants to update all of the information to prepare the list of projects that we will undertake over a three-year period on a yearly basis. In essence unless something fails or the budget gets more money, we are looking at adding year three projects each year and confirming if anything in years one and two has to move. Design for most projects occurs early in the fall so that one the budget is approved we can tender early in the new year.“
– Lewis Morgulis, Managing Partner, Planning
THE FIRST TO ARRIVE
Chances are, your Facilities Manager is there before anyone else. If you got into your building easily, your access card worked, the toilets are flushing, the heat is on, and you’re not near the construction going on in other departments, chances are, that’s the magic of your Facilities Manager.
“Arrived prior to everyone else. Review logs and work orders from the previous day. Make sure Life Safety Systems are operational and ready, if needed. Meet the arriving crew (if there is a second shift, meet them when they arrive). Brief discussion of previous work and follow-up needed. Assign work and get people moving. Visit departments to follow up on how we responded to their service requests. Evaluate expenses and budget allowances. Various meetings. Follow up on space needs and determine the best fit. During the day, follow up with the crew to make sure they are okay and working safely. Meet and talk to contractors to make sure they are on point. Most importantly – make sure the crew knows their work is appreciated.”
– Michael Walton, Facilities Manager
In an average day in the life of a Facility Manager is the definition of “Wears many hats.”
Their responsibilities run from the smallest to the biggest facility operations issues, including:
- Building maintenance.
- Contract management.
- Operation management.
- Fire safety
- Pest control.
- Landscaping and gardening services.
- Plant and machinery maintenance.
- Plumbing work and repairs.
- Electrical works and maintenance.
- Cleaning and janitorial services.
- Project management.
- Heating, ventilation, and air-conditioning.
– Yomi Agbenro, Business Support Services Manager
PROJECTS ALL THE TIME
Throughout the year, renovations and construction projects often take place in buildings. Updating facilities as the building ages, new additions to accommodate staff and employees, and repairs as needed, never stop. Even when you’re not working, your Facilities Manager is.
“We look to see which projects are summer based and then ensure that each school knows what is going on and when construction will start. We cancel permits or summer school if a school is impacted by too much work and we will stage work so that two contractors are not in the same place at the same time.
With 65 projects going on at the 50 sites in any given year, we meet weekly to review all projects and go daily to sites where we have issues that have to be ironed out by the owner. Any project that is not meeting its schedule is visited more often and we work together with the architect, GC and local authorities to remove any obstacles.“
– Lewis Morgulis
HIGHLIGHTS
While still being conscious of safety and health issues that affect staff, it’s important to recognize the highlights from the daily work, as well as the care and effort that is put into helping everyone overall. Little things often add up to big things. Facilities Mangers do their best to keep people happy and safe, and staff very much appreciates it. Even when things are not always easy.
“Highlights are being able to provide a service that makes it easier for the end user. Currently in COVID times staff are run off their feet out in the community so a simple thing in getting items together for them to do a curbside pickup means so much. Having a system in place so you can provide information when asked. Responsibilities are varied. You will most likely be responsible for a sizeable budget, you need to understand leases because your organization will come to you throughout the term with different questions. Health and Safety is a large responsibility, even though it typically resides with HR.
The Facility Manager is typically the one that will have to implement and figure out the best solution. You tend to be the one everyone comes to even though it may have absolutely nothing to do with you. I always give new employees my name and extension and tell them they can reach out for anything. I let them know I may not have the answer but I’ll be one of the quickest resources to get you where you need in order to get the answer.“
“One highlight I can share is when we completed a learning commons renovation at Notre Dame SS. I was in on the first day of school and students had wandered into the new space. I asked them what they thought, the Notre Dame students were amazed at how we had taken a space that they thought was dull and dingy and had made it so new and exciting. They loved the furniture, the new teaching areas, the spin bikes, the new shelves and all the light in the space. Two other students were there from the other high school that is attached and they were awe struck that we would do this for our students. “Can you do that for our library?” the one student asked, and it struck me that maybe we were doing this differently than other Boards did. ”
– Lewis Morgulis
“Safety programs I developed were adopted by the insurance carriers as model programs. I was a panelist for a Business Continuity Discussion. Won the Flik Hospitality President’s Award. 4,000+ employees in our division. I developed the Death of a Guest procedure and never expected to use it. Unfortunately, I had to use it a few times. Very sad!“
MEMORABLE EXPERIENCES
No matter how big or small, a memorable experience for a Facilities Manager, differs from one to another.
“Career highs and lows are too numerous to mention,but a memorable experience is when for two years back to back we experienced seamless operations in my organization without any interruptions. “
– Yomi Agbenro
Hurricane Isabel came through our area. My entire crew volunteered to stay and make sure the resort was safe. Some employees worked with me for 20+ years.
– Michael Walton
A day in the life of a Facilities Manager is unlike most professions. But that those that wear that responsibility wear it well. So the next time you see your Facilities Manager at your building, ask them how their day is going, and perhaps what they do at your facility. Their answers may surprise you.
Special thanks to the following Facilities Management Professionals who helped us with this article: