FM professionals are struggling to meet deadlines. Do you know how to avoid the most common pitfalls?

Facility management (FM) is a complex and demanding field that requires a lot of planning, coordination, communication, and problem-solving skills. As an FM professional, you are responsible for ensuring that the physical environment and infrastructure of your organization are safe, functional, and efficient. But sometimes, you may face challenges that make it hard to meet your deadlines and deliver quality results. How can you avoid the most common pitfalls that can derail your FM projects and cause stress and frustration? Here are some tips to help you manage your deadlines more effectively and efficiently.

1 Set realistic and clear goals

One of the first steps to managing your deadlines is to set realistic and clear goals for your FM projects. You need to define the scope, budget, timeline, quality standards, and expected outcomes of your projects. You also need to align your goals with the needs and expectations of your stakeholders, such as clients, contractors, suppliers, staff, and regulators. Setting realistic and clear goals will help you avoid confusion, ambiguity, and scope creep, which can lead to delays and conflicts.

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Mohamed Gamal

Facility & Property Manager | JLL MENA | PMP®, EAU®
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Here are some common pitfalls to avoid in order to meet deadlines efficiently: 1- Inadequate Planning: Ensure that sufficient time is allocated for each task and project. 2- Poor Communication: Effective communication is essential to avoid misunderstandings and delays. 3-Lack of Prioritization: Prioritize tasks based on urgency, importance, and impact on overall project timelines. 4- Insufficient Resources: Evaluate resource availability and allocate them appropriately. 5-Scope Creep: Clearly define project scope and ensure that all stakeholders have a shared understanding. By keeping these pitfalls in mind and proactively addressing them, facility management professionals can enhance their ability to meet deadlines efficiently.

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Khaleel Eidah

Top FM voice | Community Operations and Facilities Management | CFM | M100 | MEFMA Assoc. | IFMA member
(edited)
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First let's define them: Common pitfalls in FM include but not limited to inadequate planning, insufficient communication, lack of preventive maintenance, budgetary constraints, no proper system to use, and failure to adapt to changing needs. To avoid these do the following: prioritize tasks, set realistic timelines, set Smart KPIs/objectives for the team, have a short term and long term plans, communicate effectively with clients and team members, and be proactive in addressing challenges. Also, regularly reassess progress using available platforms (CAFM systems), trackers or scrum boards (whatever you use) and adjust plans accordingly.

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Rehan Kafeel

Mechanical Engineer Facilities Management, Fabrication Repair & Maintenance Specialist Driving Excellence in Oil & Gas and Facilities Maintenance MENA Region
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1- Set the realistic timeline 2- Be connected with the team 3- Guide team & resolve their problem on time 4- Train & Lead your team

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Diksha Deo 🇮🇳 (AI in Facility Management)

Transforming large-scale facilities with AI mobile app
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To avoid the common pitfall of struggling to meet deadlines in FM, never overpromise and under deliver. Utilize a single mobile app instead of multiple vendors, preferably AI-driven with a Command and Control center. This streamlines processes, enhances communication, and ensures efficient task management, ultimately aiding in meeting deadlines effectively.

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Sage Gabriel Udoaka

Engineering Technician (Team Lead) @ Saipem | Engineering Branding | Aquatic Ecosystem Services and Sustainability | UK-SHE
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Facilities management (FM) professionals face various challenges in meeting deadlines, but there are several strategies to avoid common pitfalls:1Effective Planning,2Prioritize Tasks,3Allocate Resources Wisely,4Effective Communication,5Identify Risks and Mitigation Strategies:,6Set Realistic Deadlines,Monitor Progress Regularly and Learn from Past Projects: By implementing these strategies, FM professionals can improve their ability to meet deadlines and deliver successful projects..

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2 Prioritize and delegate tasks

Another key step to managing your deadlines is to prioritize and delegate tasks according to their urgency and importance. You need to identify the critical path of your FM projects, which is the sequence of tasks that must be completed on time to avoid delaying the whole project. You also need to assign tasks to the right people, based on their skills, availability, and accountability. Prioritizing and delegating tasks will help you optimize your resources, avoid bottlenecks, and ensure that the most essential tasks are done first.

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3 Track and monitor progress

A third essential step to managing your deadlines is to track and monitor the progress of your FM projects. You need to use tools and methods that can help you measure and report on the status, performance, and quality of your projects. You also need to communicate regularly and transparently with your stakeholders, to keep them informed and engaged. Tracking and monitoring progress will help you identify and address any issues, risks, or changes that may arise during your FM projects, and adjust your plans accordingly.

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4 Manage expectations and feedback

A fourth important step to managing your deadlines is to manage the expectations and feedback of your stakeholders. You need to establish and maintain trust and rapport with your stakeholders, by being honest, respectful, and responsive. You also need to solicit and incorporate feedback from your stakeholders, to ensure that your FM projects meet their needs and satisfaction. Managing expectations and feedback will help you avoid misunderstandings, disputes, and complaints, and enhance your reputation and relationships.

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5 Learn and improve

A fifth and final step to managing your deadlines is to learn and improve from your FM projects. You need to conduct a post-project evaluation, to assess the strengths, weaknesses, opportunities, and threats of your FM projects. You also need to document and share the lessons learned, best practices, and recommendations for future improvement. Learning and improving from your FM projects will help you increase your knowledge, skills, and confidence, and prevent repeating the same mistakes.

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6 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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FM professionals are struggling to meet deadlines. Do you know how to avoid the most common pitfalls?

1

2

3

4

5

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1 Set realistic and clear goals

2 Prioritize and delegate tasks

3 Track and monitor progress

4 Manage expectations and feedback

5 Learn and improve

6 Here’s what else to consider

Facility Management (FM)

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FM professionals are struggling to meet deadlines. Do you know how to avoid the most common pitfalls?

1

2

3

4

5

6

1 Set realistic and clear goals

2 Prioritize and delegate tasks

3 Track and monitor progress

4 Manage expectations and feedback

5 Learn and improve

6 Here’s what else to consider

Facility Management (FM)

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