building depth in facilities team

Building Depth in Facilities

Chris Barron

Facilities Manager Faith Baptist Church Youngsville, NC

Discussing the opportunities within our teams to improve the overall function of

facilities work.

Today’s Training Plan

• Discuss a Process for Evaluating Facilities– Assessment, Quantify, Adopt, Implement,

Control

• Diagram your current Facilities Ministries– List current status, possible opportunities for

improvement / training and begin plan to change

• Leave with list of possible improvements– Begin the plan to improve facilities depth

Assessment

• What are my teams doing today?– Spiritually – is it consistent with mission/vision– Physically – can it be quantified / measured

• List them– Contracts, job descriptions / title, teams, etc.– What are you “not” doing?

• What could we be doing differently?– Gaps, cross training, insource vs outsource

Assessment Examples

• Landscaper – 6 acres, $15K, $10K OoS work, contract with no detail.

• Pest Control Spraying / watering plants• Thermostats cost most Electrically• Pastors asking Volunteers to serve in

kitchen untrained• Largest financial liability for church• What requires the most rework

Quantify

• Focus on Mission / Ministry Goals– Member involvement – Cross Functional Teams– Employee satisfaction / Opportunity for

advancement

• Look for measurable outcomes– Reduce sick time / reduce turn over rate– Improve work order completion time / improve

customer satisfaction– Reduce cost

Quantifiable Examples

• Cost of internalizing the landscaper -storage shed, tools/equip, training, drivers license just to go get the gas

• Cost of current carpet cleaning company• Employee Efficiency (WO completion) -

Tool cart and radios • Energy Usage Reduced -Weekly

Thermostat check, lockable thermostats

Adopt

• Change requires “Pre – Work”– Write Training / Write Procedures / Write

Contracts, get them reviewed / approved– Create Maps, checklist, calendar, schedule

• Sale the future change– Prepare others for coming changes– Budget – Create incentive

Adoption Examples

• Wedding Coordinator– Reduce time the FM has to manage events

• Carpet Extractions– Equipment on hand always ready to use– Reduce cost of contractor– Improve quality of carpet overall

• Electrical Demand Reduction– Improve Thermostat Settings– HVAC start times / reduce cost

Hands on Training

• Ensure a part of Job Description• Classroom (reading policies, etc.)• Observe (watch others)• Simulate (supervised )• Perform (on your own, checked behind)• Make Performance the new Norm• Be able to Train others / replacement

Implement • Hire / Change Job Description

– Employee Reviews / Goals / cross train

• Train– Schedule / conduct training– Follow-up / Ensure training working– Make the change the new normal– Tie to rewards / Allow team members to train

• Negotiate– Look at all contracts and service level

agreements

Implementation Examples

• PM schedules / new CMMS• Training – Vehicle Policy Improvement• Maps - Landscaping on campus – write

PMs to match landscaping map• Contract Re-negotiate / Implement Service

Level Agreements with measurements• Procedure for Wedding Coordinator /

Kitchen Director Training

Initial PM Planning

• Map• Inventory• Investigate• Count• Inspect

PM Code

Example

Code DescriptionW2-F W2-F Thermostat HVAC AdjustW3-G W3-G Mow, Trim, BlowW4-TP W4-TP Garbage Pick-UpW5-F W5-F Recycle Material RunM1-G M1-G Weeding / Weed KillM2-TP M2-TP Cardboard Pick-UpM3-V M3-V Inspect All Vehicles / Trailers / Plan (update) SA1-VM4-F M4-F Flush floor drainsM5-F M5-F Elevator Fire TestM6-F M6-F First Aid Kit Inventory / RestockM7-F M7-F Fire Extinguishers / Ansul System InspectionQ1-F Q1-F Pest / Insect Inspection / SprayQ2-F Q2-F HVAC AHU's - Inspect, Filter change, Clean coil as necessaryQ3-TP Q3-TP Elevator Test (Schindler)Q4-F Q4-F Exit SignsQ5-F Q5-F Emergency Lighting Test (for Lithonia ELM4)Q6-F Q6-F Paper Shredder MaintenanceQ7-C Q7-C Dry Erasers - CleaningSA1-C SA1-C Extract KT 1st Floor Carpets not NurserySA1-F SA1-F HVAC Semi-AnnuallySA1-G SA1-G Lawn Re-Seed, Aerate, FertilizerSA1-K SA1-K Ice Maker Inspect / CleanSA1-V SA1-V Vehicle / Trailer Oil Change / InspectSA2-C SA2-C Extract Nursery Carpets 3135,3145SA2-K SA2-K Griddle Inspection/CleanSA3-F SA3-F Inspect Storage AreasSA3-G SA3-G Check for any safety/broken issues regarding children's playgrounds.SA3-K SA3-K Convection Oven Inspect / CleanSA4-K SA4-K Coffee Systems De-Lime/Clean

PMP Example

Manual PM Binder Example

Control

• Is it still working?• Did the outcome we hoped for happen?• Survey, Interview, buy-in, loose ends• Sale the change • Remember the People / Mission / Vision

Controlling Examples

• Electrical Utility Data – tied to Demand charge and Usage Data affected by Degree Days, and Thermostat Programming.

• Annual Contract Review• Employee Performance Reviews• Large industries might us Loss Time

What’s on your worksheet?

• Real Depth in Facilities is in people• Leadership and Controls you implement

including your example guide those people and affect attitudes

• Remember Jesus Example – spend time, have fellowships, write cards, love and set the example.