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Common Mistakes in Facility Management and How to Avoid Them

Updated: May 22

Common Mistakes In Facility Management

Facility management is a critical aspect of maintaining a safe and efficient workspace. Experienced facility managers often juggle numerous responsibilities, making it easy to overlook key areas that can lead to costly consequences. This article aims to provide an empathetic overview of common mistakes in facility management and offer actionable insights to prevent them. Facility managers often work over 40 hours each week to ensure facilities are clean, functional, and ready for customers and guests. With so much on their plate, there is an understandable margin for error, but facility management companies can help by working alongside facility managers, following up on preventive maintenance, and having comprehensive emergency plans.

The Importance of a Comprehensive Emergency Plan

One of the most crucial elements of effective facility management is having a comprehensive emergency plan in place. Emergency plans are vital for ensuring the safety and well-being of employees, customers, and visitors. However, it is not uncommon for facility managers to neglect this aspect, either due to time constraints or a lack of resources.

Scenario Example:

Imagine a scenario where a facility experiences a sudden fire outbreak. Without a well-defined emergency plan, the chaos can lead to injuries, loss of property, and even fatalities. A comprehensive emergency plan should include clear evacuation routes, designated assembly points, and roles for staff during emergencies. Regular drills and updates to the plan are essential to ensure everyone knows their responsibilities.

Preventive Maintenance: A Proactive Approach

Neglecting preventive maintenance is a common misstep that can result in equipment breakdowns and expensive repairs. Facility managers should establish a regular, proactive maintenance schedule to ensure that all systems, including HVAC, electrical, and plumbing, are functioning optimally.

Detailed Explanation:

Preventive maintenance involves regular inspections and servicing of equipment to prevent unexpected failures. For instance, scheduling routine HVAC maintenance can prevent system breakdowns during peak usage times, which can be both inconvenient and costly.

Scenario Example:

Consider a facility where the HVAC system fails during a heatwave. The sudden breakdown not only disrupts operations but also leads to significant repair costs. By implementing a preventive maintenance schedule, facility managers can identify potential issues early and address them before they escalate into major problems.

The Role of CMMS in Preventive Maintenance

A Computerized Maintenance Management System (CMMS) can be a game-changer for facility managers. CMMS helps in organizing and tracking maintenance tasks, ensuring nothing falls through the cracks.

Benefits of CMMS:

  1. Task Scheduling: CMMS allows facility managers to create and manage a preventive maintenance plan that includes task lists, schedules, and responsible personnel.

  2. Record Keeping: It maintains a history of all maintenance activities, which is useful for tracking performance and identifying recurring issues.

  3. Resource Management: CMMS helps in managing inventory and resources efficiently, ensuring that spare parts and supplies are always available when needed.

Scenario Example:

HERO's very own CMMS software is available at no charge to any customer, making it easier for facility managers to organize teams and upcoming tasks. By using CMMS, a facility manager can schedule regular inspections for critical systems, reducing the risk of unexpected failures and ensuring smooth operations.

The Impact of Workspace Organization

Poor workspace organization is another frequent mistake in facility management. Cluttered and disorganized work environments can create safety hazards and reduce overall productivity.

Strategies for Improvement:

  1. Efficient Storage Solutions: Implementing efficient storage solutions helps keep tools and equipment organized and easily accessible.

  2. Designated Areas: Designating specific areas for various tasks can help maintain order and improve workflow.

  3. Clear Protocols: Establishing clear protocols for maintaining cleanliness and order ensures everyone knows their responsibilities.

Scenario Example:

In a manufacturing facility, a cluttered workspace can lead to accidents, such as tripping over misplaced tools. By implementing a systematic approach to workspace organization, facility managers can create a safer and more efficient work environment.


Effective facility management requires a proactive, forward-thinking approach to address potential issues before they become major problems. By avoiding common mistakes such as neglecting emergency planning, skipping preventive maintenance, and allowing workspace disorganization, facility managers can ensure that their workspace is safe, efficient, and well-maintained. This approach not only enhances the overall productivity of the organization but also contributes to the safety and satisfaction of employees and customers alike.

Facility managers are essential to the smooth operation of any facility, and by working with facility management companies and utilizing tools like CMMS, they can manage their responsibilities more effectively. By implementing best practices, facility managers can prevent costly mistakes and ensure their facilities are always ready for any challenge. Contact Us

If you have any questions or need assistance with your facility management needs, don't hesitate to reach out to us. Our team is here to support you in creating a safe, efficient, and well-maintained workspace. Whether you need help with preventive maintenance, emergency planning, or workspace organization, we're just a call or email away.

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Phone: (800) 838-4376

Hours: Open 24/7

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