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The Ultimate Guide to Choosing Facility Maintenance Services for Your Company

Updated: May 13

The Ultimate Guide To Choosing Facility Maintenance For Your Company

Facility maintenance services, including preventative maintenance and repair services, are vital in ensuring the cleanliness, safety, and functionality of buildings or facilities. These services are crucial for maintaining facility operations at optimal levels, thereby reducing maintenance costs and unscheduled downtime of assets within a facility. With a focus on ROC3: Responsibility, Ownership, Communication, Consistency, and Competitiveness, our approach emphasizes the significance of selecting a proficient partner among national facility maintenance companies who can deliver exceptional service.

In discerning the right facility maintenance partner, it's essential to understand the various types of facility maintenance services offered, such as routine maintenance and the role technology plays in modern facility management. This guide aims to arm companies with the knowledge to choose a facility management company that not only prevents potential issues through comprehensive preventative maintenance but also prioritizes repair services, underscoring the importance of maintenance costs in the long-term sustainability of facility operations.

Understanding Facility Maintenance Services

Facility maintenance is a critical aspect of managing commercial buildings, ensuring they remain clean, safe, and functional for their intended purposes. This process involves a comprehensive approach to servicing capital assets, commercial appliances, and areas within and around a building, specifically tailored for environments where manufacturing does not occur. The cornerstone of effective facility maintenance lies in the collaboration between two main types of workers: the facility manager and the maintenance technician.

The Facility Manager

The facility manager plays a pivotal role in maintaining the operational efficiency of a building. Their responsibilities encompass a wide range of tasks including:

1.       Creating and implementing cleaning schedules for janitorial staff.

2.       Testing and ensuring the functionality of fire safety systems.

3.       Developing maintenance schedules for capital assets.

4.       Delegating work requests to maintenance technicians.

To streamline these tasks, facility managers often utilize facility management software, such as a Computerized Maintenance Management System (CMMS), which aids in organizing and prioritizing work.

The Maintenance Technician

Maintenance technicians are tasked with the hands-on role of maintaining the building's physical integrity. Their duties include:

1.     Conducting regular building walkthroughs.

2.      Performing preventive maintenance on capital assets and HVAC units.

3.      Carrying out repairs as needed.

These technicians typically possess an HVAC certification, underscoring their specialized skill set in handling heating, ventilation, and air conditioning systems.

Facility Maintenance in Various Settings

Facility maintenance services are indispensable across a variety of settings, each with its unique requirements:

  • Amazon and Other Online Retailers: These entities manage numerous fulfillment and distribution centers that necessitate regular cleaning, building maintenance, and servicing of equipment like forklifts and conveyor systems.

  • Offices: Large commercial buildings, including office spaces, require scheduled maintenance for boilers and HVAC units to ensure a comfortable working environment.

  • Hospitals: Given the critical nature of healthcare facilities, OSHA enforces stringent sanitation and safety standards that must be adhered to

  • Universities: Educational institutions, with their diverse array of buildings and capital assets, including research equipment, demand a comprehensive approach to facility maintenance.

  • Retail Space: Shopping malls, supermarkets, and standalone retail stores require regular maintenance of their lighting systems, HVAC units, servicing of public restrooms, and more to create a safe, comfortable, and welcoming environment for customers and employees.

Credentials in Facility Maintenance

The International Facility Management Association (IFMA) offers credentials such as the Facility Management Professional (FMP) designation and the Certified Facility Managers (CFM) credential, which serve as benchmarks for professionalism in the field. These certifications underscore the importance of expertise and knowledge in managing complex facility operations efficiently.

In summary, understanding the scope and significance of facility maintenance services is paramount for companies aiming to optimize their operations. By ensuring a clean, safe, and functional environment, businesses can minimize downtime, reduce operational costs, and create a productive workspace. This foundational knowledge aids in the selection of a proficient facility maintenance partner, aligning with our company’s pillar of ROC3: Responsibility, Ownership, Communication, Consistency, and Competitiveness, and establishing us as an expert choice in national facility management.

Types of Facility Maintenance Services

Facility maintenance services are essential for the upkeep and efficient operation of any organization, offering a range of solutions tailored to meet the specific needs of various facilities. These services not only help in maintaining a clean, safe, and functional environment but also contribute to substantial cost savings through the use of modern equipment and trained staff. Here is a breakdown of the types of facility maintenance services available:

Services Offered by Facility Management Companies

Facility Management (FM) companies provide a comprehensive suite of services designed to ensure the smooth operation of all types of facilities. These services include:

1.   Overall facility management

2.   Maintenance projects

3.   Security services

4.   Real estate maintenance

5.   Cleaning or janitorial services

6.   Quality control

7.   IT and networking

8.   Support services

Common Facilities Maintenance Models

When considering facility maintenance services, it's crucial to evaluate the different models available:

  • In-house teams

  • Self-performing vendors

  • Facilities maintenance providers

Each model has its pros and cons, and the choice depends on the specific requirements and resources of the facility.

Maintenance Strategies

Facility maintenance encompasses various strategies to ensure the longevity and efficiency of equipment and facilities:

  • Corrective Maintenance: This reactive approach addresses issues as they arise, aiming to fix something that isn't working as intended.

  • Preventive Maintenance: A proactive strategy that involves regular servicing to extend the life of equipment and prevent downtime.

  • Predictive Maintenance: Utilizes condition-monitoring equipment and the Internet of Things (IoT) to evaluate an asset's performance in real-time, allowing for timely interventions before failures occur.

  • Deferred Maintenance: Refers to the postponement of necessary maintenance, which can lead to increased repair costs and operational inefficiencies. Proper planning and preventive maintenance are key to avoiding this scenario.

Maintenance Planning Software

To support these maintenance strategies, many facilities are turning to maintenance planning software. These tools help in scheduling regular maintenance tasks and avoiding deferred maintenance, ensuring that facilities remain in optimal condition.

Incorporating advanced tools like self-propelled space vacuums, high-efficiency dust cloths, and auto scrubbers with built-in dust mops can significantly enhance the efficiency of cleaning services. However, the effectiveness of these tools is contingent upon the skills and training of the maintenance staff. Therefore, selecting a provider that offers facility-specific training, on-site training, and maintains documentation of employee training records is crucial.

By understanding the various types of facility maintenance services and adopting a strategic approach to maintenance, organizations can ensure their facilities operate smoothly, reduce maintenance costs, and extend the lifespan of their assets.

The Role of Technology in Facility Maintenance

Technology advancements have significantly impacted the realm of facility maintenance, transforming it into a more efficient and streamlined process. With the advent of facility maintenance platforms, operations have seen a substantial improvement in efficiencies, making these platforms essential tools for modern facility management. The right facility maintenance software not only enhances capabilities but also fosters collaboration, unlocking the full potential of facility assessments. This leads to data-driven decisions that ensure spaces are clean, safe, and healthy.

Key Technological Innovations in Facility Maintenance

1.   Integration of the Internet of Things (IoT): IoT technology has been a game-changer, leading to maintenance cost reductions of 10-20%. By connecting systems with IoT, facilities can monitor and control various aspects in real-time, significantly improving operational efficiency.

2.   Use of Advanced Cleaning Tools: The adoption of high-efficiency cleaning equipment, such as self-propelled space vacuums and auto scrubbers with built-in dust mops, contributes to significant savings and enhances the effectiveness of maintenance cleaning services.

3.   Streamlining Operations with Software: Deploying streamlining software has proven to enhance task efficiency. These platforms enable data-driven decision-making and can significantly contribute to cost reduction, showcasing the importance of technology in optimizing facility maintenance tasks.

4.   Leveraging Artificial Intelligence and Machine Learning: AI and machine learning analyze vast amounts of data to identify patterns and make predictive recommendations. This technology is pivotal in optimizing energy consumption, space utilization, and maintenance schedules, further underscoring the role of technology in facility maintenance.

Impact on Sustainability and Productivity

The growing emphasis on sustainability has underscored the importance of technology in facility management. Digital tools like PlanRadar have not only improved communication and collaboration among stakeholders but have also played a crucial role in enhancing service quality and promoting sustainability. Moreover, technological advancements have led to increased productivity, which, in turn, contributes to the creation of higher-paying jobs within the sector.

Choosing the Right Facility Maintenance Partner

When embarking on the journey to select the ideal facility maintenance partner, several critical factors must be considered to ensure that the chosen provider aligns with your company's needs and expectations. This process involves a comprehensive evaluation of potential partners' capabilities, service offerings, and their commitment to delivering value and excellence in facility management. To aid in this decision-making process, here is a structured approach:

Key Considerations for Selecting a Facility Maintenance Partner

1.   Certification and Quality Management:

  • Opt for a provider with a certified quality management system. This indicates a commitment to maintaining high standards in service delivery.

2.   Service Flexibility and Variety:

  • A provider that offers a wide range of services, including specialized restoration and HVAC maintenance, can offer cost savings through service bundling.

3.   Customer Satisfaction Commitment:

  • Assess the provider’s dedication to customer satisfaction, which is crucial for a long-term partnership.

Factors to Prioritize

  • Industry Experience: Ensure the company has a solid track record and deep knowledge of managing facilities similar to yours.

  • Cost-Effectiveness: The commercial model should align with your outcomes, offering cost-effectiveness and demonstrated savings.

  • Comprehensive Services: Look for a provider offering a broad array of services, ensuring all facility needs are addressed under one roof.

  • Customization and Communication: Customized services and effective communication are essential for meeting unique facility requirements and ensuring responsiveness.

Cost-Effective Facility Management Strategies

Outsourcing facility management services can lead to enhanced efficiencies and access to specialized resources, which in turn, can significantly reduce costs for companies. Tracking all maintenance-related expenses, including energy usage and lifecycle costs, is vital in understanding and reducing operating costs. A careful cost analysis, which balances business requirements with favorable commercial outcomes, can minimize overall expenses. Ensuring that the service costs represent the Total Cost of Ownership (TCO) rather than just the visible costs upfront can prevent unexpected expenses in the long run.

Implementing preventive maintenance is a proven strategy to reduce operational costs by up to 30%, highlighting its importance in cost-effective facility management. Furthermore, standardizing maintenance procedures can result in a reduction of maintenance costs by 10-30%, showcasing the value of consistency and efficiency in maintenance operations. Optimizing Indoor Air Quality (IAQ) and adjusting ventilation based on occupancy can lead to significant energy savings, further reducing operational costs.

Strategies for Reducing Maintenance Costs

1.   Implement Preventive Maintenance

2.   Standardize Maintenance Procedures

3.   Monitor and Optimize IAQ

4.   Adjust Ventilation Based on Occupancy

Energy Efficiency Strategies

  • Retrofitting existing systems and adopting energy efficiency strategies can lead to substantial cost reductions in energy bills, with potential savings of up to 30%.

  • Analyzing current energy consumption can identify savings opportunities ranging from 2% to 10%.

  • Upgrading to LED lighting and installing Variable Speed Drives (VFDs) can significantly reduce energy consumption.

  • Bundling utility contracts and sealing air ducts are additional measures that can further decrease energy costs.


Throughout this comprehensive guide, we have illustrated the vast landscape of facility maintenance services, from the importance of selecting the right partner to the role of technology in ensuring operational efficiency and sustainability. By emphasizing the significance of ROC3—Responsibility, Ownership, Communication, Consistency, and Competitiveness—we have not only underscored our expertise in national facility management but also provided valuable insights aimed at empowering companies to make informed decisions. This knowledge is crucial for optimizing operations, reducing costs, and ensuring the longevity of your facilities, which together contribute to the seamless functionality and sustainability of your business operations.

Remember, the success of your facility management strategy hinges on the expertise and reliability of your chosen partner. For any service requests or inquiries, feel free to Contact Hero Facility Services. By entrusting your facility maintenance needs to a partner committed to excellence, you can ensure that your operations are optimized for peak performance, now and in the future.


1. What are the critical components that must be integrated for effective facility management?

Facility management should integrate three essential components: people, place, and process. By effectively bringing together these elements, facility managers can foster an environment that boosts productivity and enhances the quality of life for employees.

2. How do facility maintenance and facility management differ?

While often used interchangeably, facility maintenance and facility management are distinct concepts. Facility maintenance is a subset of facility management, which encompasses a broader range of responsibilities including building maintenance and overseeing the maintenance team.

3. What tasks are included in facilities maintenance?

Facilities maintenance involves a wide array of tasks including the upkeep of essential building systems such as plumbing, electrical, and HVAC. It also covers maintenance of the building's infrastructure like the foundation, roofing, and painting, as well as the care for exterior grounds, which includes landscaping and pest control.

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