Scheduling
The Backbone of Facility Management
Scheduling is the process of creating a plan for when and how tasks will be completed. It is important to schedule tasks in a way that minimizes disruption to the facility and its occupants. For example, if you are scheduled to clean the lobby, you will want to do so at a time when there is not a lot of traffic.
Standard Operating Procedures (SOPs)
The Guiding Framework
SOPs, or standard operating procedures, are written instructions on how to perform specific tasks. SOPs should be clear, concise, and easy to follow. They should also be updated regularly to reflect changes in procedures or equipment.
SOPs can be used for a variety of tasks in facility management, such as:
- Cleaning and maintenance tasks
- Security procedures
- Emergency procedures
By having SOPs in place, facility managers can ensure that tasks are completed consistently and correctly. SOPs can also help to reduce the risk of accidents and injuries.
Benefits of scheduling and SOPs
Scheduling and SOPs offer a number of benefits for facility managers, including
Increased Efficiency
Organizations struggled with inefficient resource utilization, leading to wasted space, equipment, and human resources.
Reduced Costs
Scheduling and SOPs can help to reduce costs by minimizing disruption to the facility and its occupants, and by reducing the risk of accidents and injuries.
Improved Quality
Scheduling and SOPs can help to improve the quality of services by ensuring that tasks are completed consistently and correctly.
Increased Safety
Scheduling and SOPs can help to increase safety by reducing the risk of accidents and injuries
How to implement scheduling and SOPs
If you are not already using scheduling and SOPs in your facility, there are a few steps you can take to implement them:
01
Identify the tasks that need to be scheduled. Make a list of all the tasks that need to be completed in your facility.
02
Determine the frequency of each task. Some tasks need to be completed daily, while others only need to be completed weekly, monthly, or even annuall
03
Assign tasks to employees. Once you have determined the frequency of each task, you can assign them to employees
04
Create a schedule. Once you have assigned tasks to employees, you can create a schedule. Be sure to include the start and end dates for each task, as well as the dependencies between tasks.
05
Develop SOPs. For each task, develop a SOP that provides clear instructions on how to perform the task
06
Train employees on the schedule and SOPs. Once you have developed the schedule and SOPs, you need to train your employees on them.
07
Monitor and update the schedule and SOPs. As your facility changes, you will need to monitor and update the schedule and SOPs accordingly.
The Symbiotic Relationship: Scheduling and SOPs
While scheduling and SOPs are distinct components of facility management, they share a symbiotic relationship. SOPs provide the procedural framework that scheduling relies on. When developing schedules, facility managers refer to SOPs to determine task durations, resource requirements, and sequencing
Conversely, scheduling complements SOPs by providing a timeline and resource allocation for task execution. This ensures that SOPs are not just theoretical documents but practical guides that align with the facility’s daily operations
