Five Facilities Management Reports You Should Run Every Month

March 23, 2018  •  fmx_admin

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Did you know that today’s facility managers spend an average of 30-33 percent of their maintenance budget on unplanned repairs and bad maintenance practices? For both small and enterprise companies, running maintenance reports can help pinpoint maintenance deficiencies that put unneeded strain on budgets.

Whatever industry or business you are in, it is essential to ensure efficient maintenance of your buildings and equipment so that operations can continue smoothly.

Optimize your organization with these reports

A recent study published in the Harvard Business Review states that nearly half of all Fortune 1000 companies use data to reduce overall expenses in their organizations. And many of these companies use data to make “offensive” moves intended to improve their standing in the industry. With such a large move toward harnessing big data in all industries, companies that wait to improve their processes with big data will be left behind.

There are numerous technologies available on the market today, such as Computerized Maintenance Management Systems (CMMS), that provide actionable insight into facilities management data. With a CMMS, you can quickly and easily report on trends, realize equipment and staff inefficiencies, and increase efficiency. Many systems are simple and easy-to-understand, and you can customize them according to your organization’s unique needs.

So, how can you determine which reports can help you to improve the efficiency of your operations?

We have compiled what we believe are five of the most telling reports you should run to streamline operations and enhance your overall efficiencies:

  1. Upcoming and deferred preventive maintenance. This report can keep you on track by detailing what pieces of equipment are due for maintenance and which are overdue. A good rule of thumb is to have a backlog of tasks of no more than six weeks. Preventive maintenance reports can also help you understand your average completion rates (the number of tasks completed in a time period divided by the total number of tasks in a given period). CMMSs can also help you filter this kind of report by various departments, technician/vendor, equipment, location, equipment category, and more.
  2. Comprehensive costs. If you associate labor hours, inventory, and any additional costs with work orders and preventive maintenance tasks, then you’ll be able to run a report on your facilities’ costs over time. You’ll be able to use this report to determine your monthly and quarterly total costs, as well as break those costs down by labor and inventory. You’ll also be able to filter this report by building, equipment, technician, work type, and more. Shocked by how much you spend on air filters every month? A report like this can help you understand where all those air filters are being used.
  3. Equipment histories. An equipment history will detail all of the activities (work orders, preventive maintenance, downtime, etc.) associated with a particular piece of equipment. You’ll be able to use equipment histories to determine how much maintenance was performed on a piece of equipment over time. This information can help you determine how soon your equipment is coming up on the end of its service life. You can also use equipment histories to quickly view how past work orders were resolved.
  4. Monthly work order reports. These reports can help you visualize the work orders that you received in the past month and what their current status is. For example, you might have received 60 work orders, 35 of them have been completed, five are unassigned, 10 are in progress, two were declined, and eight are pending details. You can use this report to determine who is submitting these work orders, what type of work orders they are (i.e. HVAC), who has been assigned, and more. This report can help you close the gaps, improve your productivity, and keep projects from falling through the cracks.
  5. Team performance. In this report you can view your team’s average response time and average resolution time. You’ll also find the total number of labor hours each user has spent over a given time. This information can help you determine when to schedule work orders and PMs based on your technicians’ availability and can also help you determine if you are understaffed.

Facilities Management Reports Deliver Lasting Benefits

The information you glean from the reports listed above can enable you to make data-driven facilities management decisions and better use of your resources.

They can also allow you to:

Gain better control of your maintenance budgets.

These reports can help you track costs and estimate expenses while continuously measuring and adjusting resources to maintain efficiency. Connect your ERP software and compare your maintenance reports with overall accounting and financial budgets to ramp up your insights.

Reduce your organization's equipment and inventory costs.

Using a CMMS to schedule and track preventive maintenance tasks will extend the lifespan of your equipment and reduce expenses for reactive maintenance repairs and inventory or spare parts. Because everything is already scheduled and pre-arranged, maintenance efforts follow a plan instead of reacting to changing conditions. When you know maintenance is coming up on the schedule, its price tag can drop significantly, versus only ever operating in a reactive manner when equipment or machinery breaks down.

Boost FM team performance.

Your employees will be happier because you can eliminate stress regarding last minute equipment maintenance. Tracking metrics like work order response time and work orders/PMs completed per employee in a CMMS will help your facilities team become more efficient and productive while increasing accountability.

The Bottom Line

In today’s data-driven work environment, knowing and understanding how your facility is performing – and discovering areas to improve efficiencies and cut costs – are the equivalent to gold to both management and occupants alike.

These five reports are a good starting point to understanding the health and well-being of your facility. You should run them regularly (at least once a month) to establish a trend.  

By incorporating a CMMS that features reporting and analytics, today’s facility managers can begin to better understand their endless streams of valuable data, helping them to establish positive changes across their workplace.

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