Here's how you can efficiently juggle multiple temporary contracts in Facilities Engineering.

It is extremely important to prioritize tasks, leveraging technology and maintaining clear communications. Here are my two cents, use project management tools to track deadlines, resources and progress for each contract. Prioritize tasks based on urgency and importance, and delegate responsibilities to ensure a balanced workload. Establish regular communication with all stakeholders to align expectations and address issues promptly. Conduct a periodic review to optimize workflow. Staying organized is the key here.

Proper scheduling of work ensures smooth progress and minimizes delays. Weekly reminders sent to all involved parties, including tradesmen and technicians, are crucial for maintaining alignment and accountability of every stakeholders. Additionally, clear communication channels, regular progress meetings, and contingency planning are essential to address any unforeseen issues promptly. By implementing these practices, we can ensure a successful and timely project completion.

It is critical to determine lead times for every facet of a project and order materials, schedule work accordingly. This along with weekly reminders sent to other people/tradesmen involved is crucial to a successful project completion.

What has worked for me was creating a chronological work board organizing the work ,the priority of the work ,deadline of the work , and severity of the deadline. All on a big whiteboard where other employees have visibility and can see the priority of the work at hand with a suggestion and comments box located at the bottom of the whiteboard.

Effective time management in facility management, especially when handling multiple contracts, involves setting clear objectives, creating a master schedule, and assigning responsibilities within the team. Utilizing project management software and automating reminders helps keep track of tasks and deadlines. Regular check-ins and open communication channels ensure everyone is aligned and issues are promptly addressed. Monitoring progress with KPIs, being flexible to adjust plans as needed, and streamlining processes for efficiency are crucial. Encouraging work-life balance and providing training enhance team productivity. Conducting post-project reviews for continuous improvement ensures that each project benefits from past experiences.

One thing I’ve learned is what I think I can accomplish and what actually gets accomplished are two different things. I know it’s hard to admit that to yourself; however, you must go by Murphy’s Law- ‘If it can go wrong, it will.’ There are always outside influences in a project that you cannot account for- constant interruptions, material delays, inspection failures, etc.. If you plan for and allow enough time for each possible scenario to go wrong when scheduling, you will likely end up completing the project early and being a hero to the client. If you do not allow for them, you will be behind schedule and a zero to the client.

We will need to have regular and clear communications among our teams. 1) Regular Check-Ins: Hold weekly or bi-weekly meetings to review progress, address issues, and adjust plans as necessary. 2) Clear Communication Channels: Maintain open lines of communication with all stakeholders, including clients, team members, and contractors. Use emails, messaging apps, or project management platforms for updates and feedback.

The last thing we do each day is to complete a daily summary of the project and send to the client complete with photos. This document includes how many personnel were onsite that day, what we achieved that day, any issues that we faced that day and how we addressed them, inspection results if any, milestones completed, etc. we also include things like weather, what’s expected to be completed the next day & any obstacles we may potentially face the next day. We have a few photos to support the information in the report and send it to the clients. They always appreciate the updates and have little or no need to be onsite because it is so thorough.

In Singapore, Local SMEs can apply for Productivity Solutions Grant (PSG) for the Built Environment to co-fund up to 50% of the qualifying costs of adopting pre-approved digital solutions under the Construction and Facilities Management Industry Digital Plan (IDP). These Building & Construction sector-specific solutions have been assessed by IMDA to be effective, market-tested and cost-effective.

Leveraging technology is crucial for effective time management in facility management. Utilize project management software like Trello, Asana, or Microsoft Project to track progress, assign tasks, and manage deadlines efficiently. Implement automated reminders for deadlines, maintenance schedules, and routine inspections to ensure nothing is overlooked. Additionally, integrating robotics can further enhance efficiency by automating routine tasks such as cleaning, security patrols, and inventory management, allowing the team to focus on higher-priority activities and improving overall project coordination and productivity.

Delegate and empower your team by clearly defining roles and responsibilities, ensuring each member understands their tasks and deadlines. Encourage team members to take ownership of their work by providing them with the necessary resources and authority to make decisions. Additionally, implement succession planning to prepare future leaders, ensuring continuity and sustained success within the organization.

On larger projects, consider getting a younger person with less overall experience/knowledge to oversee a smaller portion of a project like insulation/drywall, electrical, HVAC, plumbing, FIRE control, etc. obviously that individual will need experience in the area in which they are overseeing for you so they can intelligently report to you on. You should definitely walk the project with them a couple times to ensure they know what they need to know about a given trade. If you determine that they do, have them report to you daily about the progress of that trade. This will keep you from having to have your eyes EVERYWHERE. You can also continue to spot check or look over any issues that they uncover and address them accordingly.

We send out a survey for each project that includes KPI’s such as communication, transparency, quality, scheduling, cleanliness, safety, etc. for each client to complete and we ask for their honest opinion so we can go through them to determine areas we are doing well and any areas that we need help in. This way, we can get better for the next client and improve the client experience in the future.