Workplace and Facilities Management

Careers

Workplace and facilities management involves the coordination of a building's operations and services to ensure effective support for its occupants. It covers areas such as maintenance, safety, space planning, and utility services, aiming to create an efficient and safe environment for work and activities.

What’s involved? 

A career in Workplace and Facilities Management demands a diverse set of skills including strategic planning, project management, communication, problem-solving, technical knowledge of building systems, and a strong understanding of health and safety regulations. Professionals must be adept at multitasking, negotiating, and decision-making, as well as have a keen eye for detail to ensure the efficient operation and maintenance of facilities, enhancing the workplace environment for all occupants. 

Every organization, regardless of its size or sector, has a workplace and facilities management function. This role is essential for ensuring that the physical environment of the organization supports its core activities effectively. It involves overseeing the maintenance, safety, and efficiency of the company's buildings and services, contributing significantly to the overall operational functionality. The scope of this function can vary, but its presence is a universal necessity for operational success and workplace wellbeing.

Facility managers are responsible for:

• Overseeing building maintenance and repairs
• Ensuring compliance with health and safety standards
• Managing cleaning and waste disposal
• Handling security and emergency planning
• Coordinating space allocation and changes
• Overseeing utilities and communication infrastructure
• Managing budgets and contracts for services

For more on the range of responsibilities that are likely to fall within the remit of the facilities manager, take a look at the accompanying box, ‘The day job’.

THE DAY JOB

Workplace and facilities managers:

• prepare documents to put out tenders for contractors
• project manage, supervise and coordinate the work of contractors
• investigate the availability and suitability of options for new premises
• calculate and compare costs for required goods or services, to achieve maximum value for money
• plan for future development in line with strategic business objectives
• manage and lead change to ensure minimum disruption to core activities
• direct, coordinate and plan essential services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
• ensure buildings meet health and safety requirements, and that facilities comply with legislation
• keep staff safe
• plan best allocation and utilisation of space and resources for new buildings, or reorganisation of current premises
• check that agreed work by staff or contractors has been completed satisfactorily, and follow up on any deficiencies
• coordinate and lead one or more teams to cover various areas of responsibility
• use performance-management techniques to monitor and demonstrate achievement of agreed service levels, and to lead on improvement
• respond appropriately to emergencies or urgent issues as they arise, and deal with any consequences.

Source: www.prospects.ac.uk

Effective workplace and facilities management is crucial for business operations and stands as a distinct profession. It contributes by:

• Efficiently managing organizational assets
• Supporting modern working styles and technological advancements
• Enhancing an organization’s identity and public image
• Assisting with the integration after mergers or acquisitions
• Ensuring business continuity and security in today's heightened threat environment

FM DEFINED

The International Organisation for Standardisation (ISO) defines facilities management as the ‘organizational function which integrates people, place and process within the built environment with the purpose of improving the quality of life of people and the productivity of the core business’.

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Outsourced FM

Many companies opt to outsource their facilities management personnel to specialize firms. This approach allows businesses to leverage external expertise and technology, focusing their resources on core operations. Outsourcing can offer cost savings, improved efficiency, and access to a wider range of services, from maintenance to security and cleaning, tailored to the specific needs of the organization. This strategy also provides flexibility to scale services up or down based on demand, ensuring the workplace environment supports business goals without the overhead of managing these functions in-house.

Legislation

Legislation in workplace and facilities management is extensive, ensuring safety, health, and environmental standards are met. It encompasses compliance with health and safety regulations, building codes, fire safety, accessibility, and environmental policies. These laws dictate the management of building operations, maintenance practices, emergency procedures, and the overall provision of safe, functional, and compliant workplace environments. Adherence to these regulations is critical for legal compliance and the well-being of all building occupants.

Have you got what it takes?

To excel in workplace and facilities management, strong communication, management, and strategic planning skills are essential. Successful practitioners possess the ability to implement strategic decisions into practical operations. Key competencies include interpersonal, procurement, and negotiation skills, multitasking, decisive and confident decision-making, along with time and project management abilities. Team leadership, motivation, IT proficiency, and a practical, innovative approach to problem-solving are also crucial. A driving license might be necessary for roles requiring travel between sites.

Skill up while serving

Many service members might not be familiar with the term "workplace and facilities management," yet they likely have extensive experience in its core functions without realizing it. Military roles often involve managing complex environments, such as ships, ammunition sites, and maintenance hangars, which require skills directly transferable to the civilian sector. This experience positions veterans well for careers in this field, potentially fast-tracking them towards professional qualifications.

Transitioning from military to civilian life, those with experience in facilities and workplace management within the Forces are already acquiring skills directly applicable to the civilian sector. Pre-entry experience is highly valued, making military roles in administration, building, business, construction, engineering, and management especially beneficial for a smooth transition. This background provides a strong foundation for building a professional network and gaining industry-relevant skills.

While transitioning from military to civilian roles in workplace and facilities management, service leavers will find many similarities in handling modern threats like fire, electronic attacks, and mechanical breakdowns. The principles of managing these threats, along with strategies for equipment redundancy, relocation, and physical security, are highly transferable, despite differences in uniformed and civilian environments.

Get qualified!

Entering the facilities management industry can be achieved with various educational backgrounds, including an HND or foundation degree in subjects like facilities management, business studies, or management. However, it's also possible to break into this field without these specific qualifications if you possess a combination of relevant skills and experience. Such experience might be acquired through roles in management or administration, including positions within the Forces.

The Institute of Workplace and Facilities Management (IWFM) continues to offer a spectrum of qualifications, from level 2 (suitable for beginners) to level 7 (comparable to postgraduate level). To access comprehensive information, [click here to download the latest brochure] detailing the qualifications.

IWFM qualifications are esteemed for both their recognition and the ability to bolster your career trajectory and earning potential. Designed with flexibility in mind, these qualifications permit you to select the level and depth that best fits your current position, allowing you to tailor your learning with optional units that address your career development goals. There's no mandatory starting point; you begin where it makes the most sense for you, engaging with essential Workplace & Facilities Management (W&FM) knowledge and skills. Additionally, these qualifications correspond with IWFM membership grades, providing an opportunity for appropriate grade entry and further recognition within the job market. For those seeking focused learning, short courses are available at every level, ideal for expanding or refreshing your professional knowledge.

The IWFM provides diverse learning methods including traditional face-to-face classes, evening sessions, distance learning, and online courses through the IWFM Academy, ensuring there's a format that suits your lifestyle. With an array of recognized course providers throughout the UK, many of which accept Enhanced Learning Credits (ELC), the IWFM continuously supports Service leavers in enhancing their W&FM expertise, which can significantly impact earning potential.

For those currently serving in the Forces, or for individuals requiring a flexible learning arrangement, the IWFM Direct learning platform offers an online study experience that can adapt to your location and schedule, allowing for uninterrupted progress in your educational journey.

Use your ELC

Under the ELC scheme, a wide range of learning can be taken, provided it is offered by an approved provider listed on the ELCAS website and is at level 3 or above. For full details of how to make the most of your ELC, refer to the in-depth features elsewhere on the Quest website

WORKPLACE AND FACILITIES MANAGEMENT APPRENTICESHIPS
While the IWFM does not offer apprenticeships itself, its website includes details of relevant apprenticeship training opportunities (e.g. Facilities Management Supervisor at level 3 and Facilities Manager at level 4), as well as links to external websites where you can find out more. Click here to take a look. Alternatively, use your favourite search engine to discover more options. Or browse the government’s apprenticeship website or Find Apprenticeships, both of which allow you to search for apprenticeship opportunities by area of interest and location.

Finding employment

The landscape of workplace and facilities management employment is predominantly characterized by specialist companies dedicated to this sector, which frequently provide outsourced services to client organizations. These firms hire individuals on a permanent or contractual basis who demonstrate expertise in the diverse disciplines that comprise workplace and facilities management. Notably, many of these companies hold substantial contracts with military entities, managing the infrastructure of bases across the UK and in areas where the Armed Forces are active globally. In contrast, in smaller entities such as schools or partnership firms, workplace and facilities management responsibilities may be integrated into the broader scope of management duties, yet they remain a critical component of the organization's function.

FIND VACANCIES

Several other websites are also a valuable source of information when seeking employment in workplace and facilities management:

• Career Structure
• i-FM
• Property Week 4 Jobs

Or you could try specialist recruitment agencies, such as Michael Page and Macdonald & Company.