What project management tools are essential in facility management?

Facility management (FM) is the process of coordinating the physical environment, assets, and services of an organization to support its core functions and goals. FM projects can range from maintenance and repairs to renovations and expansions, and they require careful planning, execution, and control. To achieve successful outcomes, facility managers need to use various project management tools that can help them organize, communicate, and monitor their activities and resources. In this article, we will discuss some of the essential project management tools in facility management and how they can benefit your FM practice.

1 Project charter

A project charter is a document that defines the scope, objectives, stakeholders, roles, responsibilities, and authority of a FM project. It serves as a contract between the project sponsor and the project team, and it provides a clear direction and vision for the project. A project charter can help you align your project with the strategic goals of your organization, establish the expectations and requirements of your clients and users, and identify the risks and constraints of your project. A project charter can also help you avoid scope creep, conflicts, and misunderstandings during the project lifecycle.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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A project charter moves the way forward. It allows everyone to be on the same page. I prefer the agile charters because it speaks more about benefits which is what FM team and stakeholders want to hear.

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2 Work breakdown structure

A work breakdown structure (WBS) is a tool that breaks down a FM project into smaller and manageable components. It shows the hierarchy and relationship of the project deliverables, tasks, and subtasks, and it assigns them to different team members or contractors. A WBS can help you organize and structure your project work, estimate the time and cost of each component, allocate the resources and budget, and track the progress and performance of your project. A WBS can also help you identify the critical path, dependencies, and milestones of your project.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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For me I see the importance of a WBS. I use it as a communication tool in meetings to discuss the level of granularity of the job. It breaks up deliverables into tasks and I find it is a quick way for me to have the overall picture of the project with details.

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3 Gantt chart

A Gantt chart is a tool that visualizes the schedule of a FM project. It shows the start and end dates, duration, and status of each project component, and it illustrates the sequence and overlap of the project activities. A Gantt chart can help you plan and coordinate your project timeline, communicate and update your project stakeholders, and identify and resolve any schedule issues or delays. A Gantt chart can also help you compare your planned and actual schedule, and measure the variance and impact of any changes or risks.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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In my example in FM Projects I found a product backlog with all features helps me to manage the FM project better than the GANTT chart. The Gantt chart I use is a high level schedule but I do not use in meeting for effective management

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4 Risk register

A risk register is a tool that identifies, analyzes, and prioritizes the potential risks that can affect a FM project. It describes the sources, causes, effects, and likelihood of each risk, and it assigns them a rating or score based on their impact and probability. A risk register can help you prepare and implement a risk management plan, which includes strategies and actions to mitigate, avoid, transfer, or accept the risks. A risk register can also help you monitor and review the risks throughout the project lifecycle, and update your risk response accordingly.

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5 Stakeholder matrix

A stakeholder matrix is a tool that maps out the key stakeholders of a FM project. It shows their level of interest, influence, and involvement in the project, and it categorizes them into different groups based on their power and attitude. A stakeholder matrix can help you understand and manage the expectations and needs of your project stakeholders, and tailor your communication and engagement strategies to suit their preferences and styles. A stakeholder matrix can also help you identify and address any potential conflicts, issues, or opportunities that may arise from your stakeholder relationships.

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6 Project dashboard

A project dashboard is a tool that summarizes and displays the key performance indicators (KPIs) of a FM project. It shows the status, progress, and results of your project in a graphical and interactive format, and it highlights any deviations, issues, or trends that may affect your project performance. A project dashboard can help you monitor and control your project performance, and report and share your project information with your project stakeholders. A project dashboard can also help you evaluate and improve your project quality, efficiency, and effectiveness.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What project management tools are essential in facility management?

1

2

3

4

5

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7

1 Project charter

2 Work breakdown structure

3 Gantt chart

4 Risk register

5 Stakeholder matrix

6 Project dashboard

7 Here’s what else to consider

Facility Management (FM)

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What project management tools are essential in facility management?

1

2

3

4

5

6

7

1 Project charter

2 Work breakdown structure

3 Gantt chart

4 Risk register

5 Stakeholder matrix

6 Project dashboard

7 Here’s what else to consider

Facility Management (FM)

Rate this article

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