How to track the efficiency of your facilities maintenance program

Facilities maintenance programs rely on good data to make sure everything is working as it should. But knowing the efficiency of your facilities maintenance program can be challenging from a high level. However, if you know the right KPIs to measure performance against, it is easier to monitor the efficiency, effectiveness, and overall success of your facilities maintenance program.

1. Work Order Avoidance

Work order avoidance is the process of preventing costs associated with a work order by actively troubleshooting. Aim for a KPI of 11-20% of avoided work orders from troubleshooting efforts. The importance of this KPI stems from the time it saves. Facilities managers should spend time, money, and resources on projects that drive value for the business, not on services that would have been quickly and easily resolved by troubleshooting. Keep track and comparing the number of work orders received compared to those that are avoided. A lower percentage of avoided work orders may indicate that it’s time to fine-tune the work order avoidance program.

2. Spend Per Store

Tracking spend per store may find a few locations that consuming a large majority of FM spend or that a certain geographical area is having more trouble than others. This issue could be caused by several factors such as a bad asset or an issue with finding the right contractor for a specific trade in that location, but it can only be detected by tracking. Catching these issues ahead of time gives more control over repair and maintenance costs while also preventing these locations from affecting overall FM efficiency.

3. Preventative Maintenance

While experts agree that having a preventative maintenance program is crucial for any facilities maintenance program, it’s important to track the results of a PM program to prove its ROI. To measure success, make sure to track technician completion of PM inspections as well as the number of reactive services needed. An efficient PM program should drive down the number of reactive services and keep operations running smoothly. If there's a steady number of reactive services (or an increase), it’s time to take a closer look at how to improve the overall preventative maintenance program.

4. Store Manager Satisfaction

It’s important to measure store manager satisfaction to understand if they’re pleased with the services their stores are receiving. Use a vendor management program to track if work orders are completed on schedule, if the technician was knowledgeable about the issue beforehand, and if work orders are completed correctly. Tracking manager satisfaction through these kinds of ratings can provide a clearer picture if the sourcing program is working efficiently.

The importance of tracking these KPIs should not be overlooked. They’ll help determine the efficiency of a current facilities maintenance program while creating a maintenance program that will support overall business goals while driving value to the bottom line.

A well-functioning maintenance strategy is essential to the success of any modern-day facilities portfolio. To make sure your facilities maintenance strategy is meeting your needs, request a demo to learn more about how our programs can help you.