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Ways To Keep Your Facility Management Files Organized

Here’s a challenge: stop what you’re doing and find any data pertaining to one of your boilers.  Can you reference the O&M manual?  Can you find paperwork that tells you the last time it was last serviced?  Hopefully the answer is yes.  But how long did it take you to gather it?  Was it a hassle to find?

Facility data is powerful, but only if you know where it is and how to use it. If your space information and assets are currently paper-based, unorganized or unaccounted for, it may seem nearly impossible to sort through. Whether you haven't implemented a facility management software yet or are currently struggling with the one you're using, you need to prioritize organizing your building data. Remember that it’s never too late to start. Not only will this put you on a more proactive path, but also prep you for when you can finally implement the software solution you want. Read how to get started below.

Floor Plans

Floor plans are the base that we can build this data collection on, and one of the most important documents to have at a moment’s notice. Because so many different tasks we complete depend on our space data being accurate, floor plans should be the first thing you prioritize as you go through the organization process.

Why should I organize my blueprints and floor plans?

Know where you’re going.

Your facility layout is second-nature to you, but not to everyone.  Sick day? Transferred? Retiring (someday)?  If you don’t properly document building layouts, you’re missing out on an opportunity to help out.

Have an accurate idea of your net square footage.

Once you have an idea of your net square footage, it’s a short hop to figuring out net cleanable square feet.  This allows you more effectively budget time and order the correct amount of supplies.

Be prepared in case of emergency.

Nobody hopes for the worst, but you need to be ready for anything.  If emergency workers are responding to an issue, correct and accurate floor plans ensure that they can move around as quickly and efficiently as possible.

How should I organize my floor plans?

Go digital.

Lack of space is the enemy here.  If you aren’t going to implement a facility management software, you’re dealing with stacks and stacks of paper floor plans.  Scanning and storing documents digitally guarantees order, longevity, and accessibility

Resize large documents.

If  electronic document storage isn’t an option, scanning and resizing large blueprints can more than halve the space they take now.  Keep originals safe and use smaller printed copies for in-the-field reference

Avoid too much detail.

Use only as much information as you need.  Blueprints and floor plans can get dense, and you’re hurting your efficiency if you’re spending time thumbing through stacks of paper.

 

Work Orders

Navigating a paper-based work order system can get messy quickly.  Work orders come and go at a very high frequency and will pile up if they aren’t carefully organized.  Trying to keep them straight is daunting, but can and should be done for proper record keeping.

Why should I track work orders?

Avoid missing something.

An accurate work order organization system will help you make sure nothing falls through the cracks.  Keep your occupants happy by responding on time the first time.

Track recurring problems.

If your wrench time starts feeling familiar, the ability to go back and identify repeat problem areas can save you from making the same maintenance trip every other week.  From there, you can consider your options for more permanent fixes.

Monitor hours spent servicing assets.

Tracking hours can sometimes feel like a chore, but it pays off in more ways than one. From estimating work times for teams to budgeting how much that work will cost you, tracking hours gives you metrics to measure against for future planning.

How should I organize my work orders?

Embrace Excel.

If you currently are using clipboards or binders to track your work orders, you’ll probably learn pretty quickly that these are the first to pile up and the easiest to get frustrated sifting through. If you don’t currently use a CMMS that has a work order system as a dedicated feature, your next best bet is getting your team to use spreadsheets. This will allow you to search faster and with more accuracy to find what data you need.

 

Assets

Asset data is tricky.  Equipment can age, things can get replaced without being recorded, and paperwork can get lost as it changes hands over the years.  Although it feels like a larger undertaking, taking the time to record asset data in one concerted effort ensures consistency and completeness.  You’re laying the groundwork for future asset information gathering.

Why should I gather my asset information?

Cut down on time spent searching for equipment.

You need to know where things are, and sometimes a quick look at a floor plan can be easier than relying on memory.  Start your day by planning out an efficient route to take as you cover daily tasks.  Time spent walking back and forth across the building could be better spent servicing assets or performing preventive maintenance throughout your facility.

Make communication between yourself and contractors more efficient.

Building renovation is not something you want to drag out.  You can do your part by having asset information consolidated and ready to pass on to whoever needs it.  If a contractor can organize the assets they’ll be servicing and working around, they can perform their job more efficiently and everyone can avoid interruption.

Make data easily available for the rest of your team.

You don’t want to make information unaccessible.  Outside parties coming to help you out don’t have the same innate knowledge of your building as you do.  No two facilities are the same, so a detailed record of quirks and tips can save someone hours of problem-solving and help them get the job done fast.

How can I arrange my asset information?

Record any and all information currently available to you.

Begin by making sure you've documented critical documentation for each of your assets. These can include:

      • Name/distinguishing characteristics

      • Location

      • Manufacturer

      • Model number

      • Location

Download the Ultimate Preventative Maintenance Checklist to help you capture asset information and establish naming conventions. 

Keep O&M Manuals Connected to Assets

You’re saving yourself frantic searching in the future as problems arise.  An O&M manual can expedite repairs, give you a list of parts when it comes time for replacement, and provide manufacturer contact information for problem assets.

 

What if I'm Short on Time?

There’s another important reason to organize your files: implementing a CMMS.  Any CMMS that you implement will depend on your collected information to be a foundation for a more dynamic approach to preventative maintenance for your buildings.  

Worried you won’t have the time to organize these files? Facility management software offered at AkitaBox does all of this data collection and organization for you. Learn how it can be done in under 90 days.

Have your own tips or tricks? Comment below to share with the facility management community. 

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