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.