Prosan Delivery

Five Essentials to Running a Smooth Facilities Department

One of the key areas in any business is managing the facilities department for the building in which operations for the company take place. In this piece, we will be talking about some of the key areas a facilities team will concentrate on in order to help the employees work more efficiently. Remember that efficiency means productivity, which is why we have decided that this month we will be covering this subject.


  • Secure Deliveries

If your company takes a lot of deliveries, then the facilities management team should be responsible for the secure delivery of all items. Some businesses have large loading bays in which all deliveries will pass through. This could be anything from new computer systems, suspended ceilings, building materials, office furniture, and of course office as well as other building supplies.

Once the deliveries have passed through the security team, they will then need to make their way to the correct department. Either the security team can be tasked with making sure that the delivery reaches its inhouse destination or in larger businesses the facilities manager will have a specific team in place to make sure everything arrives in the correct place at the right time.


  • Security Team

Facilities managers are responsible for organizing building security. There is a good reason for this too. As everything and everyone that comes in and out of the building are the responsibility of the security team, which as they are looking after the best interests of the building, the facilities team should take responsibility for this department.

This is in cases in which the company hires security on its own or whether the company uses a third-party security company to supply them with a security team.


  • Security Cameras and Alarm Systems

In fact, anything that is electronically operated, aside from IT system, should come under the wing of the facilities team. This means taking responsibility for the alarm and security equipment such as CCTV. Testing fire alarms and intruder alarms are extremely important because should they fail and a fire or a break-in occurs, then the insurance premiums for the business could in fact double.

This is because the insurance company will have already discounted annual premiums because of the systems in place, but if they prove to be ineffective, then the company will be put in a higher risk band.  IT can take years to come off what is like a blacklist imposed by insurance providers.


  • Electrical Systems

We just mentioned CCTV and alarm systems. These are included within the electrical systems but deserved their own section. In this section, we cover the entire electrical system of a building. Electrics comes under the wing of the facilities department. That means plug sockets, lighting, electrical circuits, electronics in the building kitchen such as microwaves and kettles. Also, bathroom electronics such as hand dryers and all other washroom equipment that is electronically operated.

With all that being said, generally, any IT equipment is not the responsibility of facilities as long as there is an onsite or third-party IT team looking after this side of the business. However, the facilities team will be responsible for the electrical circuitry that runs to the IT equipment. Lastly, all aircon units, as well as heating equipment in the building, are also part of the electronics system that must be maintained by the facilities department.


  • Water Supplies

Last but not least is the plumbing works leading into and through the building. This can include fire sprinkler systems, making sure all kitchens and bathrooms are supplied with water correctly as well as dealing with issues such toilets or sinks overflowing, broken faucets on taps and making sure the cleaners are able to access to a water supply in order to mop floors. The cleaners will also need access to a place where they can hygienically dispose of the dirty water.

4 Ways To Motivate Yourself For Work

I work online, but I have also worked in offices I the past. I know how hard it can be to motivate yourself for work whether you work online or offline. Sometimes I wonder if I should take an office job as I battle with working on my own – although I do have people I can speak to on Skype etc. However, I have taken even part-time office jobs and found the struggle for motivation to be just the same.

Here are 4 ways I motivate myself:

  • Make sure I have a plan for the day


Having multiple tasks but no plan is one factor that contributes to procrastination. I have bee guilty of this, and by the time I do decide which task I am going to do, I usually end up making an excuse to do something else like make a tea, get a sandwich or something that delays me from starting the task in hand. However, I started to organise my next day at the end of my workday. i.e. if it is Monday, then at 6 pm I will organise Tuesday.

This helps me focus from the moment I wake up. I know exactly what my first task is for the day and so I can shower, make my tea, have breakfast then crack on with it.

  • Take regular breaks


This is not always easy in an office environment. I actually started smoking one time because it seemed smokers managed to get more breaks than regular smokers. Bad idea because this actually made more tired, so smoke breaks actually don’t count. However, you should plan to work 50 minutes, then take 10 minutes to relax. If your boss is stingy, then go to fetch some water, speak to a colleague, make a cup of tea, or go to the toilet. There are plenty of ways to get your 10-minute break.

For me, just that quick break helps my mind reset. This is as opposed to finishing one task and moving straight into the next with no break. I sometimes find myself sitting there for a minute while my brain catches up on several occasions, and that is because I did not have a break when I should have.

  • Drink plenty of water


You may be thinking why would I even say this. You would be surprised how many people drink tea of coffee instead of water. As the day goes on dehydration will negatively affect their thought patterns, slow them down, and slow their mind. You may have experienced this and put it down to being tired from working. However, a lot of the time you are only working 6 hours a day on an 8-hour workday.

Consider this. You have 1 hour for lunch leaving 7 hours. If you take around 5 breaks of 10 minutes and consider the 10 minutes to log on and get started when you arrive, you can cut out 2 hours from your workday. This is not bunking off work, it is productive break times that increase your productivity while working.

As the work week goes on, add water into the equation and come Friday, you will still be as productive as you were on Monday. You will still be making good decisions and be much less susceptible to mistakes.

  • Do the jobs you hate first


If you spend the entire day dreading a task, then you will probably subconsciously slow down on your other tasks or make more excuses to dodge those jobs. However, if you plan how long that job you hate will take, and then dedicate time to getting it done as early as possible, you will fly through the rest of the day!

There you have it. My 4 tips to motivate yourself for a good week at work. We don’t all have jobs we love, but we can make the best of it by reducing stress, worry, and fatigue. And if you happen to have a job you love, then using these 4 techniques will make your job even more enjoyable.

Of course, there are dozens of other points you can add to these 4 tips to motivate yourself even further. However, take small steps, like these 4 steps, then continue to discover more motivational points you can add to these for the next week. By the end of the month, you will have improved 16 areas of your work life and will find your work week more of a breeze.