Facilities manager checklist: implementation, routine and review

The lists below are organized around the moments when a manager most needs to check on the operation: contract implementation, the daily routine, the monthly routine and contract review.

Not every item applies to every building. The value of the checklist lies in reminding you of what tends to be forgotten and in opening an objective conversation with the contracted company.

One suggestion is to turn each list into a simple form, with space for notes and the date of the check. That way the history is recorded and can serve as a basis for meetings with the contractor.

In the first few weeks, attention should go to the foundation of the operation:

• Was the survey of spaces, floor areas and traffic flows carried out on site and validated?
• Does the work plan define tasks, frequencies and times for each area?
• Are standard operating procedures (SOPs) available for the main activities?
• Has the team gone through onboarding and training on the site rules?
• Have protective equipment, uniforms and ID badges been provided, and are they adequate?
• Have products, tools and equipment arrived as planned?
• Has the request channel been defined and communicated to users?
• Have indicators and SLA (service level agreement) targets been agreed in writing?
• Are the contact details for the supervisor and the contract manager clear to everyone?
• Has it been defined who handles the tasks that sit on the line between services?

Day to day, the focus is on making sure the basics happen:

• Are all posts covered at the scheduled times?
• Were restrooms and high-traffic areas checked before and during peak hours?
• Are paper, soap and other supplies available at the points of use?
• Was waste collected and taken to the correct storage location?
• Are open requests being handled within the agreed time frame?
• Was there an accident, incident or safety event that needs to be recorded?
• Did reception and access control receive information about the day's visitors, deliveries and vendors?
• Have any maintenance problems flagged by the teams been passed on?

Once a month, it is worth taking a step back to look at the operation:

• Were the period's indicators presented and discussed with the contractor?
• Was the schedule of periodic activities, such as floor scrubbing, windows and high areas, completed?
• Is material consumption in line with the forecast?
• Are there repeated complaints about the same area or at the same time of day?
• Were the previous month's action plans completed?
• Did the team complete the scheduled training and refresher sessions?
• Did the equipment receive the planned preventive maintenance?
• Were the labor and safety documents required by the contract delivered?

Periodically, and always before a renewal, assess whether the contract still reflects reality:

• Has the use of the spaces changed since implementation, with new areas, shifts or headcount?
• Is the team sizing still adequate?
• Do the chosen indicators still measure what matters?
• Were the SLA targets met consistently throughout the period?
• Are there services that could be integrated to simplify management?
• Do equipment, products or hygiene systems need updating?
• Are the certifications and documents required of the contractor still valid?
• What do the building's users say about the service?

A checklist only works if it is used regularly and the answers turn into action. Record what you found, share it with the contractor and follow up on corrections at the next meeting.

1. Over time, adapt the lists

   Add the items that cause the most problems in your building and remove what does not make sense. A checklist tailored to your own operation is one of the simplest tools a facilities manager can have, and one of the most helpful for avoiding surprises.