Questions to ask before working with a facilities management company

Making the decision to offload your facilities management such as security and cleaning to a third-party company comes with it a great deal of responsibility. Not only do you need to find a firm that can deliver a high-quality, cost-effective service, but you must also ensure a seamless transition to reduce disruption to your customers and staff. Below, we’ve rounded up some questions you should ask when you’re vetting facilities management companies… 

What services do you think my company needs most?

Once you’ve explained your requirements to a potential facilities manager, you should ask them what services they think you need most. They’ll see your business through a fresh set of eyes, and they might have worked with clients in your industry in the past and can offer some recommendations on operating in the most efficient manner. Of course, it’s important to remember that every business is different, and what works for one might not necessarily be the best for you, but this question will separate sales teams from the professionals and help you decide whether the company really knows its stuff before you decide to sign up.

How will you handle the transition period?

If you’re concerned about disruptions during a transition from one FM provider to another, ask the facilities management company how they’ve handled it with their other clients. For example, they might be able to plan a changeover period that causes minimal disruption or even work with your existing teams to ensure a seamless transition. It’s also important that you consider the changes a facilities management company could make. They might use a particular piece of equipment or software that you’re unfamiliar with, for example, or data might need to be transferred from one system to another. The more you know in advance, the less likely you are to run into challenges when you make the switch to an FM provider.

Who do I speak to if I need help?

Effective facilities management is all about good communication. Whether you’ve got a question about schedules, need urgent assistance at your facility, or you want to log a maintenance issue, it’s important that you have a dedicated point of contact at all times. Some FM providers, including Precision Facilities Management, also offer their clients access to a dedicated self-service portal, where clients can log in, track KPI performance, identify trends, drive efficiencies and log issues. The more transparent your FM provider is, the more value you’ll get back, so ask about communication and make it a top priority. You could also test the facilities management company before getting started. How responsive are they to your emails and calls? Are they friendly and do they always seem willing to help?

How do you keep on top of changes in my industry?

Whether you operate in manufacturing or defence, you should work with a facilities management company that can keep on top of the latest trends and challenges in your industry and adapt their offering accordingly. As the COVID-19 pandemic taught us, things in the business world can change at the drop of a hat, and new procedures and protocols need to be introduced to ensure compliance, safety, and competitiveness. The FM company you work with does not need to know the ins and outs of your profession, but they do need to show a willingness to evolve and be flexible when changes affect your everyday operations.

Do you outsource parts of your service?

Although outsourcing can help companies deliver additional services and offer an all-in-one solution to businesses, it can also lead to miscommunication and an inconsistent level of service, so you should speak to your FM provider about the types of services they outsource and policies they have in place to ensure compliance and quality standards. Almost all FM providers will outsource at least part of their service offering, and in doing so they can help you to realise your true potential, but you must be mindful of their relationships with other businesses and consider how it might impact your own. For example, if you want your FM provider to sign a non-disclosure agreement, you’ll need to ensure outsourced parties do the same. Transparency is key here – discuss outsourcing during your consultation for clarity. 

Why should I choose you ahead of another facilities management company?

Finally, give your facilities management company an opportunity to sell themselves. You have the upper hand, and it’s their responsibility to convince them to choose you ahead of rival FM providers. Ask them for recommendations related to your business and its current challenges, a summary of the services they can deliver and costings on each. You might want to speak to a number of facilities management companies, collecting quotes on your way, and you can then whittle down your options and choose a company that’s right for you.

At Precision Facilities Management, we’re passionate about delivering a first-class service to our clients of all shapes and sizes. If you’re interested in finding out more about how we could help, call 0116 366 6508 – we’ll be happy to answer these questions and more!